Common Mistakes to Avoid When Shipping Via Air Cargo
Air freight is among the fastest and most reliable methods of transporting goods globally. Shipping valuable electronics, time-sensitive documents, or delicate goods, air freight offers speed, protection, and global reach that other vehicles cannot offer. With these benefits come complexities that, left not understood or in control, can result in delays, additional cost, and even loss of products.
In this article, we will walk you through the most common mistakes that companies and individuals make when shipping by air cargo—and how to avoid them. If you want your shipments to show up on time, in pristine condition, and without unexpected expenses, please read on.
1. Inaccurate or Incomplete Documentation
Why It Matters:
Proper documentation is required by customs and regulatory agents to release shipments. One small mistake can cause delays, penalties, or seizures.
Prevalent Errors:
Missing commercial invoices.
Inaccurate descriptions of merchandise.
Incorrect Harmonized System (HS) codes.
Inadequate shipper/consignee information.
Avoiding It:
Recheck documents before submitting them.
Negotiate with experienced freight forwarders who will prepare or inspect documents for you.
Use computer applications that automate documents and reduce human error.
2. Inadequate Packaging
Why It’s Significant:
It undergoes various handling activities, from warehouse to aircraft hold and eventually to the destination. In that condition, improper packaging may result in damage or leakage of goods and can be rejected by carriers.
Packaging Mistakes:
Employing not too robust or not airworthy materials.
Not marking as fragile or perishable and other delicate products correctly.
Not maintaining airline or IATA standards.
Best Practices:
Triple-wall corrugated containers and anti-stat packing of electronics.
Clearly label your shipments with handling instructions and contents.
Professional packaging might be necessary for valuable or delicate products.
3. Interpreting Dimensional Weight Incorrectly
Why It Matters:
Air freight charges occasionally are based on the dimensional (volumetric) weight, not the actual weight, of a shipment. Those carriers will likely have higher-than-anticipated invoices.
How Dimensional Weight Works:
Dimensional Weight = Length x Width x Height / Dimensional Factor typically 6000 or 5000 depending on carrier.
How to Prevent Overcharges:
Optimize packaging to reduce excess space.
Calculate dimensional weight prior to booking in order to be aware of actual shipping expenses.
Utilize air freight when the actual weight is comparatively high in relation to volume.
Selecting the Incorrect Air Freight Service
Why It Matters:
There are a few air cargo services—express, standard, deferred, charter. Your price and delivery time are affected by getting the wrong one.
Mistakes to Avoid:
Choosing express service when no rush is more costly.
Choosing slower service when timeliness is critical.
Not utilizing consolidated air freight savings.
Solution:
Establish your shipment deadline and budget.
Consult with a logistics expert to decide service type vs. shipment needs.
5. Ignoring Customs Regulations and Charges
Why It Matters:
Import/export laws differ in each nation. Failure to comply results in fines, seizures, or holds.
Typical Errors:
Shipping illegal restricted goods.
Under-declaring shipments to sidestep paying duties.
Lack of required import licenses or permits.
How to Stay Compliant:
Carefully investigate target country legislation.
Utilize customs brokers or freight forwarders.
Honesty and accuracy in reporting.
6. Failure to Use Insurance
Whereas air cargo is generally safe, there are always risks of theft, loss, or damage. Uninsured shipments can lead to significant financial loss.
Misconception:
“Air cargo is secure, therefore, I don’t need insurance.”
Best Practice:
Insure your shipment at all times, especially for valuable goods.
Choose coverage based on shipment value, fragility, and destination risk.
7. Omission of Time Zones and Cut-off Times
Why It Matters:
Air freight is time-sensitive. One lost cut-off window can delay your shipment by a full day or more.
What to Look Out For:
Time zone variations that affect flight schedules.
Delayed airport or freight forwarder delivery.
Customs office working hours at destinations.
Tips:
Double-check cut-off times with your carrier.
Adjust for local holidays and weekends.
Leave a buffer in your delivery schedule.
8. Underestimating Costs
Why It Matters:
Air freight is an upscale service, and charges can escalate rapidly. Fuel surcharges, security fees, and terminal handling fees are usually not part of the quoted rate.
Cost-Related Mistakes:
Budgeting on freight alone.
Omitting destination charges.
Failing to compare carrier rates.
Smart Budgeting Tactics:
Ask for complete quotes with all additional fees.
Find out about both origin and destination fees.
Budget to steer clear of emergency shipments, which are more costly.
9. Lacking a Trustworthy Freight Forwarder Working for You
Why It Matters:
Freight forwarders deal with the complexity of air cargo. Choosing an inexperienced or unreliable forwarder can introduce miscommunication, delays, or compliance issues.
How to Choose Wisely:
Check credentials, i.e., IATA certification.
Read reviews and ask for references.
test their network and experience with your type of shipment.
10. Not Tracking Shipments Real-Time
Why It Matters:
Real-time tracking allows you to respond instantly to delays, rerouting, or transit problems.
Common Issues:
Did not participate.
Outsourced to sub-optimal sub-contractors.
Failed to automate promptly.
Depended on manual updates alone.
Did not notify shipper and consignee.
Did not respond to alerts to disruptions.
Tracking Solutions
Employ carriers offering end-to-end visibility.
Invest in GPS tracking of high-value shipments.
Implement automated alerts to key shipment milestones.
11. Ignoring Environmental and Regulatory Compliance
Why It Matters:
Sustainability regulations and environmental regulations are more important in worldwide logistics. Noncompliance can result in fines and reputation loss.
Key Areas of Concern:
Packaging waste regulations.
Carbon emissions reporting.
Shipping hazardous materials DG regulations.
Best Practices:
Select eco-friendly packaging materials.
Partner with carbon offset carriers.
Always accurately declare hazardous or regulated contents.
Lack of Contingency Planning
Why It Matters:
There are delays due to weather, security, or flight delays. The absence of a fall-back plan will harm your business continuity.
Smart Contingency Planning:
Keep extra inventory for critical products.
Keep alternative route scenarios or carriers in place.
Communicate proactively if there are delays to stakeholders.
Air freight shipping is an excellent choice for high-priority and high-value shipments, but it must be accomplished with prudence, forethought, and sound judgment. Avoid the pitfalls listed above, and you’ll avoid wasting time, money, and your mind—and see your cargo arrive safely and in a timely fashion.
Key Takeaways:
Double-check documents and packaging at all times.
Be aware of the costing behind your shipment.
Deal with experienced veterans.
Track and report every step of the way.
Stay well-versed in global trade laws.