01: Commissioning and Space Reservation
In international air cargo transportation, professional handling of shipper's commission and accurate space reservation constitute critical operational components. Shippers must provide complete export documentation, ensuring all information aligns precisely with the actual cargo.
Essential documents include commercial invoices, packing lists, and other customs clearance prerequisites. Meticulous verification against physical goods is paramount to prevent legal liabilities or financial losses arising from discrepancies. Document preparation remains the shipper's primary responsibility.
Transport arrangement represents another vital consideration. Shippers may either self-manage logistics or engage freight forwarding agents. Timeliness proves crucial in international shipments—whether self-handled or outsourced, cargo must reach designated locations within stipulated timeframes.
02: Customs Declaration Procedures
Following document preparation, customs declaration emerges as the next critical phase. While potentially daunting for first-time exporters, systematic adherence to requirements ensures smooth clearance.
Required documentation includes:
- Commercial invoice and packing list
- Commercial inspection certificate
- Export customs declaration form
- Phytosanitary/animal quarantine certificates (where applicable)
- Certificate of origin
- Foreign exchange verification form
- Sales contract
Upon customs approval, officials stamp the declaration form. Subsequently, the air waybill must be prepared with all accompanying documents attached. For consolidated shipments, a master list containing individual house air waybills and supporting documents should be enclosed in a sealed pouch affixed to the main waybill.
Each cargo piece requires proper labeling—master waybill tags for consolidated shipments and house waybill tags for individual consignments. These labels serve as vital communication tools between airlines, customs, and consignees. Finally, the customs-stamped waybill and cargo are presented to airlines for verification and signed acknowledgment.
For consolidated shipments, immediate telex notification must be sent to overseas agents containing flight details, waybill numbers, cargo description, quantity, gross weight, and consignee information. This facilitates prompt destination handling.
03: Inland-Port Coordination
Effective coordination between inland and port companies forms the operational backbone post-customs clearance.
Inland companies must first communicate shipment particulars—including cargo description, quantity, gross weight, and timing requirements—to port counterparts. This information, accompanied by house waybills and supporting documents, may be shipped with cargo or sent separately.
Timely delivery to port locations constitutes contractual fulfillment. Port companies should designate specialized personnel for cargo reception, enhancing operational efficiency and information accuracy.
Port agents subsequently handle airline space booking, relaying flight numbers and waybill details to inland companies. These particulars are recorded on house waybills provided to shippers for foreign exchange settlement, completing the logistical chain.
04: Air Waybill Completion Guidelines
As a contractual transportation document, the air waybill's accuracy directly impacts shipment success.
Shipper (CONSIGNOR) information must mirror letter of credit beneficiaries precisely. For third-party bills of lading (THIRDPARTY B/L), follow transaction-specific requirements—this affects consignees and payment processes.
Consignee (CONSIGNEE) details require equal precision. Straight bills demand complete company/individual names, while order bills may specify:
- "ORDER" or "TO ORDER" for generic instructions
- "TO ORDER OF SHIPPER" for shipper-controlled releases
- "TO ORDER OF CONSIGNEE" for recipient authorization
- "TO ORDER OF XX BANK" for financial institution control
Notify party information proves equally critical—these contacts receive arrival notices at destination ports. Strict adherence to letter of credit specifications prevents clearance delays or potential cargo confiscation by customs.
Waybill completion transcends clerical work, representing professional responsibility in international logistics. Precision in each operational phase ultimately determines transaction success, demanding unwavering attention from all supply chain participants.
