How to Ship Freight by Air: Steps & Expert Tips

Shipping freight by air is a logistics operation that demands methodical planning, knowledge of international regulations and the right transport partner. Whether you are sending industrial components, medical samples or urgent spare parts, air freight remains the fastest transport mode for international shipments. This guide covers every step of the process, from initial preparation to final delivery. The experts at Private Jets Connect break down the key points below.

Understanding air freight options

Before planning your shipment, it is important to distinguish the three main modes of air cargo transport. Each serves different needs in terms of volume, timeline and budget.

Scheduled air freight uses the belly hold of passenger aircraft or programmed cargo flights operated by airlines. This is the most common solution for shipments ranging from 50 kg to several tonnes on well-served routes. Rates are competitive, but transit times depend on flight schedules and hold space availability.

Express freight is operated by integrators such as DHL, FedEx and UPS, offering door-to-door service with integrated tracking. This mode suits packages under 300 kg requiring fast, simplified delivery. The per-kilogram cost is higher, but the service includes collection, customs clearance and last-mile delivery.

Cargo charter involves hiring an entire aircraft dedicated exclusively to your freight. This option is justified for urgent shipments, large volumes, oversized cargo or destinations not served by regular airlines. Learn more on our dedicated cargo page.

The choice between these modes depends on four factors: weight and volume of the shipment, required timeline, available budget and nature of the goods. According to the International Air Transport Association (IATA), air freight carries approximately 35% of global trade by value, reflecting its strategic role in supply chains.

Step 1: Prepare your shipment

Preparation is the most critical phase for avoiding delays and additional costs. It begins with a precise inventory of your cargo.

Gather essential information

Compile the following data before contacting a carrier:

• Total gross weight: including packaging, pallets and protective materials.
• Exact dimensions of each package (length, width, height in centimetres).
• Nature of the goods: general cargo, perishables, dangerous goods (classified under IATA DGR regulations), pharmaceuticals, live animals or high-value items.
• Declared value: essential for insurance and customs purposes.
• Origin and destination: complete addresses and preferred airports.
• Required timeline: availability date and delivery deadline.

Calculate the chargeable weight

Air freight is billed based on the chargeable weight, which is the higher of actual gross weight and volumetric weight. Volumetric weight is calculated by multiplying the dimensions (L x W x H in cm) and dividing by 6,000. This formula reflects the fact that aircraft are limited by both mass and volume.

For example, a package measuring 80 x 60 x 50 cm weighing 15 kg has a volumetric weight of 40 kg (240,000 / 6,000). The chargeable weight is therefore 40 kg, not 15 kg. Understanding this calculation allows you to optimise packaging and reduce costs. For a deeper analysis, read our guide on how to calculate air freight costs.

Step 2: Package your cargo correctly

Proper packaging protects your freight against shocks, vibrations, pressure changes and temperature fluctuations experienced during flight. Requirements are stricter than for road or sea transport.

IATA standards require each package to withstand stacking pressure corresponding to the maximum anticipated load during transport and storage. Packaging materials must be moisture-resistant and puncture-proof.

For fragile goods, use internal cushioning (foam, air pillows, custom inserts) to immobilise the item within its container. Heavy mechanical parts must be secured on heat-treated wooden cradles compliant with ISPM-15 standards (phytosanitary treatment). For a detailed walkthrough, see our article on how to package air freight.

Step 3: Assemble the documentation

Documentation is the backbone of international air freight. An incomplete or inaccurate file can hold your goods in customs for days.

Mandatory documents

• Air Waybill (AWB): issued by the carrier or forwarder, it serves as the contract of carriage and receipt of goods.
• Commercial invoice: details the nature, quantity, value and origin of the goods.
• Packing list: describes the contents of each package with dimensions and weight.
• Customs declarations: export forms at origin and import forms at destination.

Cargo-specific documents

• Dangerous goods declaration (Shipper’s Declaration for Dangerous Goods) for any DGR-classified product.
• Phytosanitary certificate for agricultural products and wood packaging.
• Certificate of origin required by certain countries for preferential tariff treatment.
• CITES permit for the transport of protected species.
• Health certificates for food products and pharmaceuticals.

Step 4: Choose your transport partner

Your choice of carrier or freight forwarder determines service quality, schedule compliance and cargo security.

A freight forwarder is an intermediary that organises transport on your behalf. They negotiate rates with airlines, manage documentation, coordinate airport handling and oversee customs clearance. This is the preferred partner for regular shipments.

For urgent or atypical shipments, a charter broker like Private Jets Connect offers a more personalised service with access to a global network of dedicated cargo aircraft. We provide quotes within 2 hours and a single point of contact throughout the process. Request your quote via our booking form.

Selection criteria

• Network and geographic coverage: does the partner serve the routes you need?
• Certifications: IATA accreditation, AEO (Authorised Economic Operator) status, GDP compliance for pharmaceuticals.
• Responsiveness: a quote within 2 hours is the standard among serious providers.
• Tracking: real-time tracking platform accessible 24/7.
• Insurance: ability to offer ad valorem coverage for high-value goods.

Step 5: Organise ground transport

Air freight covers the airport-to-airport segment only. Pre-carriage (from the collection point to the departure airport) and on-carriage (from the arrival airport to the final consignee) must be arranged separately, unless your forwarder offers a door-to-door service.

Synchronise collection schedules with the departure airport’s cut-off times (cargo acceptance deadlines). A shipment arriving after the cut-off will be rolled to the next available flight, potentially adding 24 to 48 hours to the transit time.

Step 6: Track and receive your shipment

Once the freight is handed over to the airline, tracking is done via the AWB number. Most airlines and forwarders offer an online tracking portal showing key milestones: acceptance, loading, departure, arrival, customs clearance and delivery.

Upon arrival, the goods go through import customs clearance. If your documents are complete and duties have been pre-calculated, this typically takes 2 to 6 hours. Documentary discrepancies can extend the process to several days.

Inspect your goods immediately upon receipt. In case of visible damage, record a written reservation on the delivery receipt and notify your carrier within 14 days (the legal deadline under the Montreal Convention). For concealed damage, the claim period is 21 days from the delivery date.

Expert tips for optimising your shipments

Plan around peak seasons. The September-to-December period concentrates the highest air freight volumes, reducing availability and driving up rates. Schedule critical shipments outside these periods when possible.

Consolidate shipments. Combining multiple consignments into a single shipment allows you to benefit from volume-based rate tiers and reduces the number of customs formalities.

Optimise packaging. Reducing package volume directly lowers volumetric weight and therefore cost. Replace oversized crates with packaging tailored to the actual goods.

Digitise your documents. Electronic freight platforms (e-freight) allow customs documentation to be submitted before the physical arrival of the cargo, significantly accelerating customs clearance.

Private Jets Connect tip — For recurring shipments, negotiate a framework contract with your forwarder. Annualised rates are on average 15 to 25% lower than spot rates, and space bookings receive priority during demand peaks.

Common mistakes to avoid

Declaring incorrect weight. A discrepancy between declared and actual weight results in retroactive surcharges and can block the loading process.

Overlooking dangerous goods regulations. Even a lithium battery inside electronic equipment falls under DGR regulation. Failing to declare it exposes the shipper to fines exceeding EUR 10,000 and potential criminal prosecution.

Ignoring country-specific restrictions. Some countries require import licences, enforce quotas or prohibit certain product categories. Always verify destination-country requirements before shipping.

Under-insuring cargo. The carrier’s standard liability is capped at approximately 22 SDR/kg (around EUR 27/kg) under the Montreal Convention. For valuable goods, take out supplementary ad valorem insurance.

Air freight is a powerful logistics tool, but its effectiveness depends on rigorous preparation. By following these steps and working with qualified partners, you maximise the chances of on-time, secure and cost-effective delivery.