Air Cargo Shipment Journey

Unicore Overseas - Your trusted partner for air freight worldwide

Why Choose Air Cargo?

When you need to send a shipment quickly from one city to another, you have a few options. You can use courier services like DHL, UPS, or FedEx, which can deliver shipments to almost every corner of the world within a few days, sometimes even faster. These services are generally fast and reliable. However, if the shipment weight exceeds 50 kg or involves special cargo that courier services typically do not handle—such as valuable goods, dangerous items, or live animals—air cargo is the better choice.

At Unicore Overseas, we offer reliable and cost-effective air cargo services covering more than 110 countries worldwide. With over 20 years of experience, our team includes professionals who have previously worked directly for major cargo airlines such as Lufthansa Cargo and AirBaltic Cargo, as well as experts in air cargo handling, customs, and airline sales. This deep expertise allows us to navigate the complexities and procedures of air cargo efficiently.

The Complete Journey: 11 Steps

STEP 1

Initial Contact & Inquiry

Customer contacts us about their air cargo needs

Understanding Your Needs

Once a customer contacts us about a shipment to be imported or exported by air, we ask several standard questions: Where is the shipment located? Where does it need to be delivered? When should it arrive? What are the delivery terms (Incoterms)? What are the shipment's weight, dimensions, and commodity? These questions also apply to road and sea freight, helping us determine the most suitable shipping mode and any special storage, handling, or transport requirements.

STEP 2

Airline Booking & Space Assessment

We place bookings and assess flight compatibility

Coordinating with Airlines

Simultaneously, we place a booking with the airline, which assesses space availability on the requested flight, weight and dimension restrictions, and compatibility with other booked shipments. This is crucial for special cargo like shipments containing dry ice, live animals, or dangerous goods.

Alternative Solutions

If the shipment is too large or heavy for a single flight, we may use Road Feeder Service (RFS), a trucking service assigned a flight number, which has fewer weight and dimension limitations. Airlines also provide loadability charts specifying which dimension combinations fit cargo doors of specific aircraft types.

STEP 3

Routing & Pricing Calculation

We evaluate best routes and calculate complete costs

Comprehensive Cost Analysis

After confirmation from the airline—covering flight numbers, dates, latest acceptance times, and availability times at the destination—we evaluate the best routing and pricing using airline rating systems and taking into account export/import regulations. We calculate total costs, including pickup, customs clearance, handling fees, airline freight charges, import handling, and final delivery. Adding our markup yields a complete door-to-door delivery price with clear timelines for the customer.

STEP 4

Documentation & Compliance

KYC/EBR procedures and regulatory compliance

Required Documentation

We then request shipment documentation from the customer showing shipper/consignee information, shipment description (preferably with HS codes), price, and delivery terms.

KYC and EBR Procedures

Once the customer agrees to price and delivery terms, we begin Know Your Customer (KYC) and Established Business Relationship (EBR) procedures. KYC helps prevent fraud, money laundering, and sanctions violations by verifying identities and compliance. EBR proves to authorities that there is a verified relationship between shipper and forwarder, ensuring security and smooth customs processing.

TACT Rules and Restrictions

We check shipment restrictions defined by TACT rules—standardized IATA guidelines that govern air cargo rates, surcharges (fuel, security, handling), and special conditions for dangerous, perishable, or oversized cargo. We also verify country-specific restrictions as certain items (e.g., hazardous materials, alcohol, firearms, chewing gum) may be banned.

STEP 5

Shipment Preparation & Pickup

Confirming readiness and arranging collection

Readiness Verification

Next, we confirm shipment readiness with the shipper, verifying weight, dimensions, price, commodity, and that the shipment is packed and labeled 'ready for carriage.' This means it is securely packaged, labeled, and documented to withstand transportation conditions. Shipments not meeting this standard will not be accepted by the airline or us, and insurance claims for damaged improperly packed goods are typically denied.

Dangerous Goods Check

We also check if the shipment contains dangerous goods such as batteries often hidden in electronic devices.

Pickup and Consolidation

If all is in order, we arrange pickup and deliver the shipment to our warehouse. Sometimes, we consolidate multiple smaller shipments into one larger shipment to qualify for better airline rates, saving costs and passing savings to our customers.

STEP 6

Labeling & Inspection

Professional labeling and quality control

Airline Labeling Requirements

During shipment labeling, each box is tagged with an airline label containing the airline name, Air Waybill (AWB) number, destination airport IATA code, and barcode with the AWB number and total pieces—these are mandatory. Optional markings include transit/origin airport, agent name, and House AWB number for consolidated cargo.

Special Handling Labels

Additional labels indicate special handling requirements like fragile, dangerous goods, perishables, or live animals to guide handlers during transit. The shipper or consignee name is not usually marked, except for dangerous goods.

Final Inspection

After labeling, we inspect the shipment visually and re-weigh and measure it. Any discrepancies are communicated to the customer and airline booking updated accordingly.

STEP 7

Airline Handler Processing

Security screening and export preparation

Handler Acceptance

The shipment is then delivered to the airline's cargo handling agent for further processing. Handlers re-weigh and measure the shipment and conduct security screenings similar to airport passenger security. Shipments are screened electronically or manually if too large, ensuring compliance and safety.

Export Area and Electronic Documentation

The shipment is moved to the export area awaiting the flight. Electronic Air Waybill (eAWB) data is sent to the airline, making shipment information accessible to all parties (airline, handlers, customs) electronically. Some airlines and customs authorities may still require original paper documents like certificates of origin or carnets.

STEP 8

Customs Clearance

Export customs procedures and documentation

Export Customs Declaration

We begin customs clearance procedures, usually after the shipment is in the airline handler's warehouse. An export customs declaration is electronically submitted, including full shipment details and HS codes. This process typically takes about 20 minutes but may be delayed by customs requests or additional inspections, especially for dual-use goods regulated by authorities (such as in Latvia).

Intra-EU Shipments

Intra-EU shipments generally do not require customs clearance but need proper documentation to avoid taxes if transiting outside the EU.

STEP 9

Loading & Departure

Final loading and flight takeoff

Pre-Flight Preparation

At the airport, handling agents confirm all shipments booked for a flight are present, with weights, dimensions, and security checks complete. A shipment manifest is created listing all cargo.

Loading Process

Shipments are loaded into Unit Load Devices (ULDs) or bulk-loaded onto trolleys secured properly, especially for dangerous goods or live animals, to prevent movement during flight. Accompanying documents are placed in a secure bag with the flight manifest, and the flight departs.

STEP 10

Transit & Arrival

Transit handling and destination arrival

Transit Airport Processing

At the transit airport, shipments are offloaded, sorted by destination, and placed in special handling areas if needed (freezer, animal hotel, dangerous goods storage). ULDs with mixed destinations are unloaded and sorted; if possible, shipments continue in the same ULD on the next flight.

Final Destination Arrival

On arrival at the final destination, the shipment is offloaded and delivered to the import section of the handling agent's warehouse. The consignee or agent is notified about shipment arrival, with some free storage days provided for customs clearance and pickup.

STEP 11

Import Clearance & Delivery

Final customs clearance and customer delivery

Import Customs Procedures

Import customs clearance mirrors export procedures: customs receives shipment data including HS codes, declared values, prices, and delivery terms. Correct HS codes are critical to avoid misclassification and penalties.

Duties and Taxes

Import duties and VAT are calculated, with some cases eligible for deferred VAT or duty exemptions (e.g., electronics, artwork). Responsible parties pay taxes according to delivery terms, after which the shipment is released for delivery, either from our warehouse or directly to the customer.

Air Waybill (AWB)

The Air Waybill (AWB) number is an 11-digit code with two parts: the first 3 digits identify the airline (e.g., 020 for Lufthansa Cargo, 001 for American Airlines), and the last 8 digits form the unique shipment reference, consisting of a 7-digit serial number and a check digit for validation.

Damage & Loss Claims

If a shipment is damaged or lost, strict claim procedures apply. Damage must be documented with photos and statements before acceptance. Signing for an undamaged shipment and later reporting damage makes claims difficult. Lost shipments usually result from human errors like mislabeling or misloading but are often found within days or returned by next flights.

Insurance Protection

If a shipment is fully lost or destroyed, airline compensation is limited to a maximum of 26 EUR/kg, highlighting the importance of insurance, which we provide for every shipment. This ensures your cargo is protected beyond standard airline liability.

Ready to Ship Your Cargo?

20+ years of experience • 110+ countries • Expert team from major cargo airlines

Lufthansa Cargo & AirBaltic Cargo veterans • Customs & handling specialists

💡 Contact us for a free quote on your shipment.