The air freight forwarding process goes far beyond simply booking space on a plane. It requires close coordination between shippers, freight forwarders, airlines, customs authorities, and ground handling teams. Today, we’ll walk you through the full air forwarding workflow—so you can move your cargo faster, avoid costly mistakes, and make smarter logistics decisions.
Table of Contents:
- What is the air freight forwarding process?
- Complete the air export freight forwarding process
- Air import freight forwarding process explained
- DAWB vs MAWB: Choosing the right air waybill
- Airport ground handling & air cargo operations
- Cargo types & ULD selection
- Get the right partner for a smooth air freight process
What is the air freight forwarding process?
Generally, the air freight forwarding process involves organizing and managing the transportation of cargo by air. In practice, it is a coordinated workflow that connects multiple parties and stages, including:
- Supplier communication and cargo readiness
- Airline selection and space booking
- Cargo consolidation or direct shipment planning
- Export and import customs clearance
- Airport ground handling and security checks
- Final delivery to the consignee
Because each step depends on the next, even a minor mistake, such as incorrect documentation or missed deadlines, can lead to delays or additional costs.
It is where a freight forwarder becomes essential.
Instead of dealing with airlines, customs authorities, trucking companies, and warehouse operators on your own, the forwarder manages the entire process on your behalf. They evaluate routing options, match your cargo with the right airline, and coordinate every stage from origin to destination. In short, a reliable forwarder acts as a central point of control.
Complete air export freight forwarding process
Let’s start from the origin—China, where the export process begins.
1. Booking & cargo confirmation
The process starts once you provide the following shipment details:
- Cargo details (weight, dimensions, type)
- Destination
- Incoterms (EXW, FOB, etc.)
Based on this information, your air forwarding partner will:
- Check flight availability
- Confirm freight rates
- Reserve space with the airline
Tip: During peak seasons, it’s best to book at least 2–3 days in advance to secure stable space and pricing.
2. Cargo pickup & warehouse handling
Depending on your agreed Incoterms:
- EXW →The forwarder arranges pickup directly from the supplier’s factory
- FOB →The supplier delivers the cargo to the designated warehouse
At the warehouse, the cargo will be:
- Inspected, measured, and labeled
- Repacked or reinforced if necessary to meet air transport standards
3. Cargo handling & security check
Before entering the airport terminal, all cargo must pass security checks.
It typically includes:
- X-ray scanning or physical inspection
- Verification of shipment documents
For special cargo:
- Dangerous goods (DG) require certified documentation and handling procedures
In addition:
- Cargo may be palletized and built into Unit Load Devices(ULD) for efficient loading
4. Export customs clearance
The forwarder submits:
- Commercial invoice
- Packing list
- Export declaration
Once approved:
- The cargo is released for airline handling and loading
5. Air freight departure
After clearance, the shipment proceeds to the final export stage:
- Cargo is transferred to the airline terminal
- Loaded onto the aircraft according to the flight schedule
- The flight departs for the destination
At this point, the Air Waybill (AWB) is issued and becomes the official transport document for tracking the shipment.
Air import freight forwarding process explained
Now let’s examine the destination side of the shipment.
1. Arrival & cargo handling
Once the flight lands:
- Ground handling agents unload the cargo
- They transfer it to the airline’s warehouse for temporary storage
2. Import customs clearance
At this stage, the consignee or their agent should prepare:
- Import declaration
- Duty and tax payments
Note: Delays often occur here if the documentation is incomplete or inconsistent.
3. Cargo release
After customs clearance:
- The airline releases the cargo
- The consignee or agent settles handling and storage charges
However, if customs selects the shipment for inspection, the process may take longer. Random inspections can include document checks or physical examination of the cargo. The release may be delayed by 1–3 days or more, depending on the destination country and type of air cargo.
In general, customs clearance takes:
- 1–2 working days for standard shipments with complete documentation
4. Last-mile delivery
Finally:
- The consignee arranges pickup, or
- The forwarder delivers the cargo directly to the final destination
DAWB vs. MAWB: What's the difference?
In air forwarding, shipments typically move under either a Direct Air Waybill (DAWB) or a Master Air Waybill (MAWB).
| Feature | DAWB (Direct AWB) | MAWB (Master AWB) |
|---|---|---|
| Shipment Type | Direct shipment | Consolidated shipment |
| Parties Involved | Shipper ↔ Airline | Forwarder ↔ Airline |
| Cost | Usually higher | More cost-effective |
| Flexibility | Limited | High (supports cargo consolidation) |
| Use Case | Urgent or high-value cargo | General cargo and bulk shipments |
Which one should you choose?
In practice, the choice depends on your shipping priorities:
DAWB is faster and more straightforward, making it ideal for urgent or high-value shipments that require minimal handling.
On the other hand, MAWB is more cost-efficient and flexible, especially for consolidated cargo where reducing shipping costs is a priority.
In most air forwarding situations, freight forwarders recommend MAWB for standard shipments. Conversely, DAWB is preferable when speed and simplicity matter more than cost.
Airport ground handling & air cargo operations
Many shippers often overlook this, but it is critical in the air freight forwarding process.
Key steps in airport ground handling:
- Cargo acceptance: Verify shipment details, weight, and documentation at the terminal.
- Security screening: All cargo passes X-ray or physical inspections to meet aviation regulations.
- ULD build-up: Consolidate cargo into Unit Load Devices for safe and efficient loading.
- Temporary storage: Store shipments in designated zones and prepare shipments according to flight schedules and priority.
- Loading onto aircraft: Ground crews load ULDs based on airline weight and balance requirements.
Additionally:
Each airport and airline operates with strict cut-off times for cargo acceptance.
- Missing the cut-off = missing the flight
- And the shipment may roll over to the next available flight
Pro tip: Partnering with a reliable freight forwarder ensures every step is smooth, reducing delays, avoiding fines, and keeping your shipment on schedule.
Cargo types & ULD selection
In the air freight forwarding process, different types of cargo require specific handling, aircraft arrangements, and Unit Load Device to ensure safety and efficiency.
1. General cargo
- Standard goods that do not require special handling.
- It is the most common type for air shipments.
2. Oversized cargo
- Items that exceed standard dimensions or weight limits.
- Requires special aircraft, loading plans, or pallet configurations to ensure safe transport.
3. Dangerous goods (DG)
- Includes chemicals, batteries, and other hazardous materials.
- Must comply with strict airline regulations and be accompanied by proper certification, such as MSDS and UN numbers.
4. Special cargo
- Includes temperature-sensitive goods (e.g., pharmaceuticals), fragile items, or high-value products.
- Requires specialized containers and careful handling to maintain quality and prevent damage.
- PMC pallets – Suitable for standard cargo.
- AKE containers – Ideal for smaller shipments.
- Special containers – Designed for temperature-sensitive or dangerous goods.
Choosing the correct ULD ensures safer transport, reduces handling risks, and helps optimize shipping costs.
Conclusion
The air freight forwarding process may seem complex at first, but understanding each step makes it much easier to manage. Choosing the right partner is just as important as knowing the workflow.
At Airsupply, we offer:
- Experience with China export routes
- Expertise in handling dangerous goods (DG) and oversized cargo
- Strong airline partnerships and reliable logistics networks
- Transparent pricing and clear documentation
- Fast, responsive communication
We also provide efficient customs clearance services and multiple air freight options to suit your shipment type.
FAQs
1. How long does the air freight forwarding process take?
A typical air freight forwarding process takes 3–7 days port-to-port, depending on the route, cargo type, and customs clearance requirements.
2. When should I use DAWB instead of MAWB?
Use DAWB for urgent or high-value shipments that require direct handling. MAWB is more cost-effective for consolidated shipments.
3. Can air freight handle dangerous goods (DG)?
Yes, air freight forwarding can handle dangerous goods, but strict airline regulations apply, and certified handling is required.
