International Air Freight Export Process: A Complete Step-by-Step Guide
Managing international air freight exports involves multiple critical steps where precision and compliance are paramount. For US and European businesses shipping globally, understanding this process ensures timely deliveries, avoids costly delays, and maintains supply chain efficiency. This guide walks you through each stage—from initial inquiry to final delivery—helping you master air freight exports with confidence.
Step 1: Quotation Request – The 8 Essential Elements
To receive an accurate air freight quote, provide the following details:
Product Description: Specify if goods are battery-powered, magnetic, liquid, hazardous, or prohibited.
Weight & Dimensions: Critical for pricing—indicate if cargo is volumetric (chargeable weight applies).
Packaging Type: Wooden crates, pallets, drums, or loose items.
Destination Airport: Determines routing and costs.
Timeline Requirements: Direct vs. transshipment options; flexibility for space allocation.
Preferred Airlines: Options vary by service level and price.
Bill of Lading Type: House Bill (HBL) or Master Bill (MBL).
Additional Services: Customs clearance, documentation, pickup/delivery needs.
Step 2: Booking & Cargo Reservation
Submit a Shipper’s Letter of Instructions (SLI) to confirm booking:
Shipper/Consignee Details: Full legal names and addresses.
Airport Codes: Origin and destination.
Freight Terms: Prepaid or collect.
Cargo Description: Marks, packaging, commodity details.
Weight/Measurements: Accurate figures for space planning.
Customs & Documentation: Clarify who handles export formalities.
Signatory Authority: Authorized signatory for booking confirmation.
Step 3: Cargo Handover & Document Checks
A. Cargo Collection & Inspection
Choose pickup or drop-off at designated warehouses.
Verify goods against the SLI; cross-check with export documents.
Weigh and measure cargo per airline standards to avoid discrepancies.
B. Export Document Validation
Ensure compliance with:
Commercial Invoice & Packing List
Export Licenses/Permits (if applicable)
Certificate of Origin, Phytosanitary Certificates, etc.
Step 4: Warehouse Receiving & Processing
A. Cargo Tally & Labeling
Sort goods and apply Main/House labels for tracking.
B. Security Screening & Weight Verification
Weigh cargo and issue a Airworthiness Certificate post-security check.
C. Air Waybill Preparation
Input cargo details into the airline’s system to generate the Air Waybill.
Step 5: Customs Clearance
Submit export documents to customs brokers.
Await customs inspection and release.
Attach supporting documents to the Air Waybill.
Affix shipping labels to each package.
File the Air Waybill for final customs clearance.
Step 6: Cargo Loading & Potential Offload Scenarios
Even after booking, cargo may be offloaded due to:
Priority Passengers: Reduced cargo space on passenger flights.
Customs Holds: Regulatory or security concerns.
Weight Restrictions: Weather-related fuel adjustments reducing payload capacity.
Step 7: Shipment Tracking & Post-Flight Coordination
Real-Time Tracking: Use the Master Air Waybill (MAWB) number on the airline’s portal.
Status Updates: Monitor for “Received,” “Departed,” or “In-Transit” milestones.
Consignee Notifications: Share tracking links and arrival alerts.
Destination Services: Coordinate with local agents for customs clearance and last-mile delivery.
Why Partner with Air Freight Experts?
Regulatory Compliance: Navigate IATA, TSA, and customs regulations seamlessly.
End-to-End Visibility: Proactive tracking and issue resolution.
Risk Mitigation: Contingency planning for offloads, delays, or inspections.
Streamline Your Air Freight Exports with Confidence
Don’t leave your critical shipments to chance. Our air logistics specialists ensure your cargo moves efficiently from origin to destination, with full compliance and real-time visibility.
>> Get a Complimentary Air Freight Export Consultation!
Contact us for a tailored quote and process review—let’s optimize your supply chain together.
