DETAILED PROCEDURE FOR EXPORTING AGRICULTURAL PRODUCTS BY AIR

Air freight has become an increasingly preferred option for exporters of agricultural products that require fast delivery, especially fresh fruits, vegetables, flowers, and perishable foods. With the advantage of short transit times, which helps preserve freshness and nutritional value, this method is well-suited for high-standard markets such as Japan, South Korea, the EU, and the United States.

The following article provides a step-by-step guide to exporting agricultural products by air, helping businesses navigate the process effectively and efficiently.

 

1. Understand the Requirements of the Importing Market

Before initiating the export process, it is essential for businesses to thoroughly research:

• The phytosanitary (SPS) standards of the importing country

• Packaging, labeling, origin, and quality certification requirements

• Types of agricultural products permitted for import and those requiring strict inspection

• Cold chain requirements and maximum transit times for each product category

Having a clear understanding of these factors helps minimize risks such as shipment rejection, delays, or unexpected costs.

 

2. Prepare the Agricultural Products

Product quality and freshness are critical in air freight. Therefore, the harvesting and pre-processing stages must ensure:

• Proper harvesting time to avoid bruising or damage during transport

• Cleaning, sorting, pre-processing, and packaging according to the target market’s requirements

• Use of specialized air freight packaging that maintains temperature and resists impact

• Clear labeling including product name, place of origin, packing date, and storage temperature

3. Prepare the Export Documentation

To clear customs and ship agricultural products by air, businesses must prepare the following documents:

• Sales Contract

• Commercial Invoice

• Packing List

• Phytosanitary Certificate issued by the plant quarantine authority

• Certificate of Origin (C/O) – if required by the importer

• Air freight booking with the airline or freight forwarder

• Air Waybill (AWB)

Depending on the product and destination market, additional documents may be required such as: quality inspection certificates, food safety certificates, VietGAP/GlobalGAP certifications, etc.

 

4. Customs Clearance Procedure

Exporters must file an electronic customs declaration through the VNACCS/VCIS system, using the appropriate export type (e.g., E62 – commercial export).

Key declaration elements include HS codes, product value, transportation method, departure airport, and expected delivery time.

During the process, customs officers may physically inspect the goods, especially for fresh or perishable items that require strict preservation conditions.

 

5. Transport to Airport and Handover to Airline

Once customs clearance is completed, the goods are transported to an international airport (e.g., Tan Son Nhat, Noi Bai, Da Nang) via logistics providers or air cargo services.

Important requirements:

• Ensure the cold chain is maintained consistently from warehouse to airport

• Handle the shipment quickly and prioritize early loading onto the aircraft

• Provide complete and accurate delivery documentation to the airline

 

6. Track the Shipment and Coordinate Delivery

Exporters should monitor flight schedules, estimated arrival times, and support their overseas partners in completing the import procedures.

Once the goods arrive, it is advisable to confirm their condition and collect feedback from customers for future improvements in quality and logistics processes.

 

Important Notes for Exporting Agricultural Products by Air

• Air freight is costly and should be reserved for high-value or urgent shipments

• Always prepare backup plans in case of flight delays or cancellations

• Choose reliable freight partners to ensure timely delivery and professional support with customs procedures

 

Conclusion

Exporting agricultural products by air is an optimal solution for businesses requiring swift delivery and maintaining the freshness and quality of produce. However, this process demands close coordination between farms, exporters, logistics providers, and customs authorities. Careful preparation of documentation, proper product handling, and selecting a reputable transportation channel are key factors to achieving export success.