How to prepare cargo for air freight

Air freight is fast once cargo is on the aircraft. Most delays happen before that: at acceptance, at security screening, or because documents and labels do not match. Good preparation is the cheapest way to make air freight live up to its promise.

1. Measure and weigh accurately

Airlines charge on chargeable weight: the higher of the actual gross weight and the volumetric weight. Volumetric weight is usually calculated as length × width × height in centimetres, divided by 6,000.

That means dimensions matter as much as weight. A pallet of light goods measuring 120 × 80 × 150 cm has a volumetric weight of 240 kg, even if it weighs only 90 kg.

• Measure each piece at its outermost points, including the pallet and any overhang.
• Weigh each piece, including packaging.
• Give your forwarder the real figures. If cargo measures larger on arrival at the airport, the price changes and space may need to be rebooked.

2. Pack for the journey, not just the shelf

Air cargo is loaded on to aircraft pallets or into containers (ULDs) and may be stacked, tilted and moved several times.

• Use sturdy outer packaging: double-wall cartons, crates for heavy or fragile items.
• Palletise smaller cartons, with nothing overhanging the pallet edge, and secure them with strapping and stretch wrap.
• Make pallets stackable where possible. If they cannot be stacked, mark them clearly as non-stackable; expect this to affect the price.
• Respect height limits. Cargo carried in the lower deck of passenger aircraft is limited to a much lower height than on freighters. Ask your forwarder before building tall pallets.
• Use wooden packaging that meets the ISPM 15 standard (heat-treated and stamped) where the destination requires it.

3. Label every piece

Each piece should carry a label showing the shipper, the consignee, the number of pieces (for example "1 of 4") and, once issued, the air waybill number. Handling marks, such as "This way up" or "Fragile", should be clear and on more than one side. Remove old labels and barcodes from reused cartons.

4. Get the documents right

For most air shipments you will need:

• Commercial invoice: description, value, currency, Incoterm and the HS code of the goods.
• Packing list: pieces, weights and dimensions per piece, matching the labels.
• Air waybill (AWB): issued by your forwarder or the airline from the details you provide. See air waybill.
• Licences or certificates where the goods require them, for example export licences for controlled items, or health certificates for food.

The description on the invoice should be specific. "Parts" is not enough for customs or for security screening. "Stainless steel pump impellers" is.

5. Check for dangerous goods, including hidden ones

Many everyday products are classed as dangerous goods for air transport under the IATA Dangerous Goods Regulations: lithium batteries (including those inside devices), aerosols, perfumes, paints, adhesives, magnets, dry ice and many chemicals.

Dangerous goods are often allowed, but they need correct classification, approved packaging, specific labels and a Shipper's Declaration, and some are permitted only on cargo aircraft. Undeclared dangerous goods are a serious safety and legal matter.

If there is any chance your shipment contains regulated items, send your forwarder the Safety Data Sheet (SDS) before booking.

6. Plan for security screening

All air cargo must be secured before it is loaded. Cargo from a known or approved consignor can often travel without additional screening. Otherwise it is screened at the airport, typically by X-ray, which takes time and can be difficult for dense or large pieces. Ask your forwarder how screening will be handled, and allow time for it.

7. Meet the cut-off

Each flight has an acceptance cut-off, often several hours before departure. Cargo that arrives late, or arrives without matching documents, waits for the next flight. Build in a margin, particularly before weekends and public holidays.

A short checklist

• Accurate dimensions and weights for every piece
• Robust, stackable packaging within height limits
• Every piece labelled, with handling marks
• Commercial invoice and packing list that match each other
• SDS for anything that might be a dangerous good
• Delivery to the airport before the cut-off

If you are preparing an air shipment, our air freight page explains how we run it, and the quote form shows an indicative chargeable weight as you enter dimensions.

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