Simple Guide to Getting Started with Air Freight Shipping

02.05.25 10:30 AM - By harvey

If you or your business are thinking about branching into international delivery, air freight is one of the fastest, secure and reliable solutions for time sensitive or high value goods. But before you get to sending your parcels off, its crucial that you understand the basics such as: customs, documentation, restricted items and the potential hidden costs that can catch new exporters like you off guard.

In this guide we will help break down the basics you need to know using our industry knowledge and guidance based on our own international delivery service Gentium here at Courier Logistics.

What Is Air Freight?

Air freight is the transportation of goods via an aircraft. It is one of the most popular and fastest ways amongst businesses to ship products internationally and is most common for sending these type of goods:

Urgent deliveries
High-value items
Small, dense or lightweight shipment

What Paperwork Do You Need?

When it comes to international shipping, incorrect and incomplete paperwork is one of the most common causes of customs delays and additional fees. Here's a brief overview of what you need to know:

Air Waybill (AWB)

This is the shipping contract between you and the carrier and acts as a receipt for the goods. It will include:

Shipper and receiver info
Description of goods
Tracking number
Carrier details and service level

Think of it as the passport for your shipment, this always should travel with your goods.

Commercial Invoice

This will be used by customs authorities to asses duties and taxes, it must be accurate and detailed. It should include:

Full shipper/consignee details
A complete description of each item
HS (Harmonised System) commodity codes
Quantity and unit price
Currency used
Country of origin
Incoterms (e.g., DDP, DAP)

Even a small error, like a vague description ("parts" instead of "steel fasteners"), can cause customs holds.

Packing List

Although this is similar to the commercial invoice, the packing list is used to verify the physical content of the shipment. It includes:

Number of boxes or pallets
Weight and dimensions
Package numbers or labels
Content of each package

This is especially useful during customs inspections and helps avoid disputes over damaged or missing goods.

Import/Export Licenses

Depending on what you're shipping, you may need special permissions. For example:

Export control licenses for military or dual-use goods
DEFRA certification for animal products
MHRA registration for medical goods or pharmaceuticals

Failing to declare restricted goods can lead to serious penalties or seizure.

EORI Number

All UK businesses shipping internationally must have an Economic Operators Registration and Identification (EORI) number. It’s required for customs declarations and is linked to your VAT registration.

You can register for an EORI number via HMRC in just a few minutes, but without it, you can’t import or export legally.

Apply for EORI

What Can't You Ship?

Air freight is heavily regulated for safety reasons. Based on Gentium and other carriers guidance here's what's typically restricted:

Prohibited:

Cash and bearer instruments
Firearms and weapons
Hazardous materials not packaged and declared correctly
Precious metals and stones in raw form

Restricted:

Alcohol and tobacco
Medications and supplements
Batteries (especially lithium-ion)
Animal products and food items

Always check destination-specific regulations, some countries are stricter than others.

Hidden Fees & Unexpected Charges

Beyond the shipping cost, be prepared for additional charges:

Duties & Taxes: Calculated based on the product’s value and commodity code
Disbursement Fees: Charged by couriers for paying duties on your behalf
Customs Clearance Charges: For handling customs paperwork
Storage Fees: If customs clearance is delayed
Fuel Surcharges or Security Fees: Often fluctuating based on market conditions

Budgeting only for the freight quote is a rookie mistake, be sure to factor in these extras.

What Do DDP, DAP & IOSS Mean?

These terms define who’s responsible for customs fees and taxes. Make sure you pick the right one for your business model:

DDP (Delivered Duty Paid): You pay everything including shipping, taxes, and duties. Easier for your customer, more admin for you.
DAP (Delivered at Place): You pay for transport only. The customer pays duties and taxes when the parcel arrives.
IOSS (Import One Stop Shop): For EU orders under €150. You charge VAT upfront at checkout, avoiding surprise fees on delivery. Essential for a smooth eCommerce experience.

How UK Customs Works

For UK-based exporters and importers:

You need an EORI number
Declare your goods with accurate HS/commodity codes
Keep records of every import/export for at least 6 years
Understand if your goods require extra certification (e.g. CE marking, sanitary/phytosanitary certificates)

Our expert international team can help you navigate complex import rules and post-Brexit compliance.

Tips for New Exporters

Start small and scale up. Trial a single destination to learn how customs, paperwork, and delivery timings work in practice.
Lean on expert support. Our dedicated International Team and Account Managers are here to help you through every step, from HS codes to customs clearance to finding the best routes and rates.
Be transparent with customers. If you’re shipping under DAP, make sure the recipient knows they’ll pay duties. Use your website or checkout page to explain.
Protect your goods. Air freight is fast, but things can go wrong. Always use suitable packaging and consider insurance for high-value items.
Know your timelines. Air freight is quick but customs delays, local holidays, and incorrect paperwork can impact delivery. Build in a buffer when promising delivery dates.
Track and communicate. Most carriers offer real-time tracking. Share this with customers and keep them informed proactively.

Ready to Get Started with Air Freight?

Whether you're exporting your first parcel or scaling up your global reach, our experienced International Team is ready to help you succeed. From choosing the right service and Incoterms to getting all the documentation right, we’ll make sure your freight gets off the ground fast.

Find out more about Gentium below or get a quote today!

Get a Quote

Find out More

Want to stay informed? Check out our latest news and industry insights.