AIR FREIGHT BOOKING PROCESS – A DETAILED STEP-BY-STEP GUIDE FROM A TO Z

Air freight transportation has become an increasingly popular choice for many businesses thanks to its advantages in speed, safety, and reliability. However, to ensure that shipments are transported smoothly, on schedule, and at optimal cost, companies need to clearly understand the air freight booking process.

The following article provides a comprehensive and practical guide to the step-by-step process of booking air freight for export shipments.

1. Requesting an Air Freight Quotation

The first step in the air freight booking process is for the shipper to send a quotation request to a logistics service provider such as a freight forwarder or airline agent.

The required information typically includes:

Commodity name
Total gross weight
Cargo volume (CBM) or dimensions of each package
Packaging details
Desired shipment date (ETD)
Pickup and delivery locations
Special requirements: goods containing batteries, liquids, dangerous goods, perishable items, etc.

This step is extremely important because the more accurate the information provided, the more precise the quotation will be. Incomplete or inaccurate details may result in incorrect cost estimates or unexpected additional charges.

2. Receiving Quotations and Flight Schedules

After receiving the necessary information from the shipper, the logistics provider will review the details and send back a quotation along with available flight schedules.

A standard quotation usually includes:

Proposed flight schedule and operating airline
Cargo cut-off and document cut-off times
Main freight charges
Additional surcharges such as fuel surcharge, security surcharge, handling fees, AWB issuance fees, etc.

At this stage, businesses should carefully compare the available options in terms of price and schedule in order to select the most suitable solution for their needs.

For urgent shipments, selecting the appropriate flight and clearly understanding the cut-off times are critical factors in ensuring goods are dispatched on time.

3. Confirming the Booking with the Carrier

Once the transportation plan has been agreed upon, the shipper proceeds to confirm the booking with the forwarder.

This process includes:

Selecting the most appropriate shipping option
Sending an official booking request
Receiving Booking Confirmation from the airline or agent

The Booking Confirmation is a very important document containing key details such as:

Flight number
Departure date and time
Cargo receiving warehouse information
Specific cut-off times

Based on this confirmation, the shipper can proactively arrange packaging, cargo delivery, and customs clearance procedures.

4. Delivering Cargo to the Warehouse and Completing Export Procedures

This is the final stage in the air freight booking process.

After the booking has been confirmed, the shipper needs to proceed with the following steps:

Delivering cargo to the airport warehouse in accordance with the confirmed details
Conducting actual weight and dimension measurement as well as security screening
Completing cargo acceptance procedures at the warehouse
Receiving the Air Waybill (AWB)
Preparing the full set of export documents: Invoice, Packing List, customs declaration, and other related paperwork

Once all procedures are completed, the cargo will be loaded onto the aircraft and officially begin its export journey to the destination.

Important Notes When Booking Air Freight

To ensure a smooth export process, businesses should pay attention to the following:

Provide accurate shipment information from the very beginning
Carefully check requirements for special cargo
Strictly comply with airline cut-off times
Ensure cargo is properly packed according to air transport standards
Prepare all required documents in compliance with regulations

Even small errors in information or procedures can lead to shipment delays or additional costs.

Conclusion

Understanding the air freight booking process helps businesses take better control of their export operations, optimize time, and reduce transportation costs.

From requesting quotations and confirming bookings to completing export procedures, every step plays a vital role in ensuring that goods are transported safely and according to plan. If you’re looking for the best import-export solutions, feel free to contact us for detailed consultation. If you need legal support or assistance with customs procedures in import-export activities, please contact Smart Link Logistics for fast and efficient consultation. With over 15 years of experience in the transportation field, we are proud to accompany you throughout your journey.

Hotline: + 84 902 964 982 to know more about our services

If you require assistance with international import and export of goods, please contact our team at Smartlink Logistics. We are available to provide you with professional guidance on our services and the necessary customs procedures.

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