AIR FREIGHT IMPORT PROCEDURES

Air freight is a widely preferred transportation method due to its speed, high safety standards, and global connectivity. It is an optimal solution for high-value, time-sensitive, or perishable goods such as pharmaceuticals, fresh food, and electronic components. However, to import goods efficiently by air, businesses must clearly understand the process, customs procedures, and associated costs. In this article, Smart Link Logistics will provide you with comprehensive insights into air freight import procedures, key considerations, and cost optimization strategies.

 

1. What Is Air Freight Import?

Air freight import is the transportation of international goods by air, bringing shipments from foreign countries to Vietnam. This method is particularly suitable for high-value, urgent shipments such as electronic components, pharmaceuticals, fresh food, and critical documents.

With fast delivery times and high security, air freight is becoming an increasingly popular choice for businesses. However, its higher transportation costs and limitations on cargo size and weight are important factors to consider.

2. Air Freight Import Process

The air freight import process consists of eight key steps:

Step 1: Negotiating and Signing the Sales Contract

The buyer and seller negotiate transportation conditions and sign an international trade contract, detailing essential terms such as product description, quantity, price, payment methods, and Incoterms delivery conditions.

 

Step 2: Checking Import Regulations and Obtaining Permits (if applicable)

Businesses must check whether the imported goods are prohibited or restricted. If goods require import permits or specialized inspections (e.g., quarantine, food safety, quality control), the necessary procedures must be completed before importation.

 

Step 3: Making International Payments

Depending on the payment terms in the contract, businesses process payments through bank transfers (T/T), letters of credit (L/C), or other secure methods to ensure smooth transactions.

 

Step 4: Shipment Confirmation and Freight Booking

The importer coordinates with a logistics provider or airline to book space for the shipment. Required booking details include:

• Type of goods

• Weight and dimensions of cargo

• Origin and destination points

 

Step 5: Receiving Documents from the Exporter and Freight Forwarder

Once the goods are shipped, the importer receives a set of shipping documents from the exporter, which typically includes:

• Commercial Invoice

• Packing List

• Airway Bill (AWB)

• Certificate of Origin (C/O) (if required)

• Import permit (if applicable)

 

Step 6: Receiving the Delivery Order (D/O) and Customs Clearance

The importer collects the Delivery Order (D/O) from the airline or freight forwarder and proceeds with electronic customs declaration via the VNACCS/VCIS system.

The customs clearance process follows a three-tier risk assessment system:

• Green Channel: Immediate clearance, no physical inspection.

• Yellow Channel: Document review before clearance.

• Red Channel: Document verification and physical inspection before clearance.

 

Step 7: Cargo Collection at the Airport

Once customs clearance is completed, the importer:

• Pays airport handling fees (if applicable).

• Completes cargo collection procedures.

• Arranges transportation to the warehouse.

 

Step 8: Completing Documentation and Record-Keeping

After receiving the goods, businesses must maintain a complete set of import documents for future reference, especially for audits by customs and tax authorities.

 

3. Key Considerations for Air Freight Import

• Prepare complete documentation: Air freight has short transit times, so documents must be ready in advance to avoid customs delays.

• Check import regulations: Each country has different import policies; ensure compliance with local regulations.

• Choose a reliable airline: This minimizes risks such as delays or lost shipments.

• Optimize costs: Air freight is expensive, so businesses should carefully evaluate transportation costs before proceeding.

• Purchase cargo insurance: This protects against potential loss or damage during transit.

 

4. Cost Components of Air Freight Import

Air Freight Charges

• Air Freight Rate (AFR): Calculated based on chargeable weight.

• Document Fee: Issuance fee for shipping documents.

• Terminal Handling Charge (THC): Handling fees at the airport.

 

Import Airport Fees

• Storage Charge: Warehouse storage fees (applied if cargo is not collected promptly).

• Labor Charge: Handling fees for cargo processing at the airport.

• Customs and Inspection Fees: If the shipment requires specialized inspection.

 

5. Conclusion

Air freight import is a fast, secure, and efficient transportation method, especially for high-value or time-sensitive goods. However, businesses must clearly understand the process, costs, and key considerations to optimize import operations and ensure smooth customs clearance.