Air Cargo Guide: How Air Freight Works (and When to Use It)

Air cargo is one of the fastest and most dependable ways to move goods across the world. From everyday consumer products to high-value technology, fashion, pharmaceuticals, and replenishment inventory, businesses use air freight for speed and responsiveness.

This guide breaks down what air cargo is, the different service options available, and how to decide where air fits into your overall logistics strategy.

What is Air Cargo?

Air cargo is the movement of goods by aircraft, either on dedicated freighters or in the belly space of passenger planes. It’s the fastest global transport mode and one of the most dependable options for time-sensitive or high-value freight.

Shippers turn to air when tight delivery windows, high product value, or both outweigh the cost of air cargo. And while it’s priced at a premium per kilogram, the total landed cost can be surprisingly competitive, especially when you factor in fewer handoffs, tighter inventory turns, and faster time to revenue.

Common use cases:

• Launching high-tech components with short market windows
• Moving pharmaceuticals or medical devices with strict temperature requirements
• Shipping critical MRO or spare parts to avoid costly line-down events
• Replenishing ecommerce inventory during peak demand
• Supporting just-in-time production in industries like aerospace and automotive

How Air Cargo Works

The air cargo process: step by step

1. Booking and space reservation

Depending on the service model, either a freight forwarder, express carrier, or the shipper books space with an airline or integrator. The booking includes shipment details such as weight, dimensions, commodity type, and delivery information.

2. Export pickup and origin handling

Cargo is collected from the shipper—by a local carrier, a forwarder’s truck, or an express network—and brought to the airport or origin handling facility. Here, freight is received, measured, labeled, and verified against the booking documents.

3. Security screening and acceptance

All cargo must meet air cargo security requirements. Screening is performed at certified facilities before the airline accepts the shipment. Once accepted, the airline issues a receipt and schedules the freight for departure.

4. Build-up and staging

Ground handlers prepare freight for loading. Shipments may be consolidated into unit load devices (ULDs) or staged as loose cargo based on aircraft type, routing, and cargo characteristics.

5. Terminal transfer and aircraft load

Freight moves from the handling area to the airline’s cargo terminal before cutoff. The airline then moves it airside, loads it onto the assigned flight, and updates the flight manifest.

6. Linehaul and tracking

The aircraft transports the cargo between airports. Carriers provide tracking updates including departures, arrivals, and any connections through hub airports.

7. Arrival and import handling

After landing, the airline unloads the aircraft and transfers freight to the import terminal. ULDs are broken down, individual pieces are reconciled, and shipments are prepared for customs inspection and release.

8. Customs clearance

Either a customs broker, the forwarder, or the express carrier submits the required documentation for import clearance. Once duties are paid and the shipment is released, it becomes available for pickup.

9. Recovery and final delivery

A local carrier, whether contracted by the forwarder, integrator, or consignee, collects the shipment from the terminal and delivers it to a warehouse, distribution center, or final customer.

10. Exception handling

Weather disruptions, capacity issues, routing changes, and documentation delays can affect transit. Forwarders and integrators monitor shipments, rebook when needed, and coordinate with carriers and customs authorities to keep freight moving.

Key players in air cargo shipping

Every shipment involves a core cast of partners working in sequence:

Shipper: The shipper owns the goods and the commercial data. They’re in charge of managing specifications and complete documents.

Freight forwarder / Indirect Air Carrier (IAC): The freight forwarder orchestrates the shipment—booking capacity, consolidating freight, and managing compliance. They translate your requirements into clean handoffs that meet airline and security standards.

Airlines and Air Carriers: Airlines or carriers provide the lift on belly aircraft or dedicated freighters. Passenger airlines using belly capacity suit high‑frequency and standard loads that meet size limits. Dedicated cargo carriers operating freighters handle main‑deck or oversize shipments and charters.

Express Carriers (DHL, FedEx, UPS): Useful for door-to-door parcel and small freight, express carriers combine pickup, linehaul, clearance, and delivery. They’re often the fastest path for smaller or urgent shipments.

Airport cargo handlers: Ground handlers stage cargo and prepare it for flight or recovery. Their cutoffs and throughput largely decide whether your shipment flies today or tomorrow.

Customs and other authorities: Border and security agencies enforce trade rules, collect duties, and clear cargo. Pre‑advised, accurate entries reduce the chance of exams and terminal dwell.

Drayage and final mile: Local carriers connect your facility to the airport and complete delivery. Tight coordination on pickup windows and recovery hours prevents storage fees and missed connections.

Types of Air Freight

Different types of air freight call for different service models, equipment, and handling standards.

By service level:

• Standard air freight: Best for planned, recurring shipments that can move on consistent schedules.
• Deferred or economy air freight: A lower-priority option with later connections or slightly longer transit times at a reduced rate.
• Expedited or express: Moves faster through the network, often with earlier cutoffs and shorter connections.
• Express services (integrators): Door-to-door networks operated by carriers like DHL, UPS, and FedEx, are often the fastest option for small freight and parcels.
• Consolidated freight: Smaller shipments combined into one larger booking to reduce cost per kilogram.
• Charter services: Full aircraft reserved for time-sensitive, oversized, or project-based freight.

By cargo type:

1. General cargo: Standard commercial freight that does not require special handling beyond screening.
2. Special cargo: Shipments requiring additional care, equipment, or compliance, such as:
   -Temperature-controlled or pharmaceutical goods
   -Perishables
   -Dangerous goods (DGR)
   -High-value, secure shipments and project cargo
   -Oversized or out-of-gauge cargo

Air Freight Cost Factors

While air is a premium mode, its costs become more predictable when you break them down by the variables that matter most.

Chargeable weight

Airlines bill based on the higher of actual weight or volumetric weight. If your cargo is light but bulky, the dimensions may drive up the cost. Efficient packaging helps reduce the chargeable figure and improves aircraft utilization.

Lane and capacity balance

Rates fluctuate depending on direction, seasonality, and available space. If demand is high but aircraft are limited, rates spike. Smart planning—including alternate gateways and flexible timing—can help you stay ahead of the curve.

Service level

Faster service levels cost more. Expedited and express options come with higher priority and pricing, while standard and consolidated services offer savings when transit time is less critical.

Surcharges

Fuel, security, screening, and terminal handling fees are often added on top of the base rate. Comparing all-in pricing, not just the headline rate, ensures you understand the true cost.

Handling requirements

If your shipment requires special handling (e.g., cold chain, DGR, secure custody), expect additional steps, time, and fees. Plan for these early so you can prep documentation, packaging, and lead time accordingly.

Documentation accuracy

Customs holds and rescreening often result from inconsistent or incomplete documents. Investing in data quality up front can save hours and money later in the process.

Tips to manage cost effectively:

• Pack cargo to its true dimensions to reduce chargeable weight
• Time shipments to align with known capacity trends on your lanes
• Use standard service when possible, reserving expedited only for high-value exceptions
• Set a clear internal rule for when to shift from ocean to air (for example, revenue at risk or urgent product launch)

Air Freight Vs. Ocean Freight

Air and ocean are not competing strategies. They solve different problems and often work best together. Choosing the right mode is about knowing what your freight needs and when it needs to arrive.

When air makes sense:

• You’re working against a tight deadline or narrow delivery window
• The cargo is high-margin or time-sensitive
• Inventory turns and working capital are priorities
• You are recovering from a missed production or shipping milestone

When ocean is the better fit:

• The shipment is high-volume, heavy, or not urgent
• You’re replenishing stock on a predictable schedule
• Lower cost per unit matters more than transit time
• You’re working toward sustainability goals and lower emissions per ton-mile

In reality, many shippers use both. Some even use a sea-air combination: move freight by vessel to a hub port, then fly the final stretch. It saves time without paying full air rates across the globe.

If you’re considering this kind of blended model, it pays to look at the big picture. Compare ocean freight, port drayage, and air lanes together, not in silos. That’s how you strike the right balance between cost, service, and flexibility.

Advantages of Shipping By Air

Air is more than fast transit. When used strategically it can improve security, protect inventory, and reduce operational risk.

Reliable transit

Air offers fast, dependable movement. For context, ocean freight can take anywhere from 15 to 35 days depending on route and conditions.

Stronger security and control

With fewer handoffs and tighter oversight, air reduces the risk of damage, theft, or misrouting.

Lower inventory costs

Shorter cycle times mean you can carry less safety stock while still meeting demand. That frees up working capital and reduces storage needs.

Global reach

Air networks connect major markets around the world with daily frequency. Whether you’re shipping to Tier 1 cities or secondary markets, air expands your options.

Proactive visibility

Modern tracking systems give you real-time updates from booking to final delivery. Exception alerts help your team respond before problems snowball.

To get the most from air freight, plan around its strengths. Align manufacturing and packaging schedules with flight cutoffs. Coordinate drayage, dock staffing, and customs prep so the entire chain runs in sync with air’s tight timelines.

When Air Freight Makes Sense for Your Supply Chain

Air is the right choice when the cost of waiting is higher than the cost of flying. Think of a high‑margin item going out of stock before a promotion, or a production line idle for want of a single component. For temperature‑sensitive products and peak‑season ecommerce replenishment, the shorter lead time keeps quality intact and shelves filled.

Air also fits early in a market launch when forecasts are uncertain. Flying the first waves of product lets you learn fast, tune assortments, and size future orders. As the profile settles, steady shipments might transition to ocean while a small air allocation remains for urgent needs.

Finally, air is a practical stabilizer when your plan A fails. Port closures, weather, or blank sailings can push ocean behind schedule; a targeted air move restores balance without redrawing the network. It also protects time‑critical commitments (retail promotions, medical procedures, service‑level agreements) if missing the delivery window costs more than the shipment itself.

Air Cargo Challenges and How to Solve Them

1. High and changing rates

Air freight pricing fluctuates with demand, capacity, fuel, and seasonality. Sudden spikes can disrupt budgets.

How businesses manage it:

• Book space early during peak seasons
• Use consolidations to lower cost per kilogram
• Compare alternate gateways or routings
• Build sea–air or air–ground hybrids into your playbook
• Improve packaging efficiency to reduce chargeable weight

2. Limited capacity and tight cut-off times

Space can be scarce on certain lanes, and airport cut-offs can be earlier than expected, especially for screening or consolidations.

How businesses manage it:

• Spread volume across multiple carriers and gateways
• Align production schedules with cargo cut-offs
• Use time-definite products when reliability is critical
• Keep routing options ready in case of weather or congestion

3. Security and compliance requirements

Air cargo has strict security rules, plus additional handling standards for DGR, pharma, and controlled goods. Missing details can cause delays.

How businesses manage it:

• Work with an IAC or forwarder using certified screening facilities
• Maintain clean, complete data and Known Shipper status
• Train teams on DGR, temperature control, and packaging requirements
• Standardize documentation checklists with suppliers

4. Customs delays and airport dwell

Paperwork mismatches or random exams can hold shipments in the terminal, which adds storage costs and slows inventory flow.

How businesses manage it:

• Pre-advise documents to your forwarder or broker
• Use accurate HS codes, descriptions, and values
• Work with proactive customs brokerage that monitors holds
• Track airport dwell times as a KPI

Integrating Air Cargo Into Global Logistics

Ultimately, air freight works best when it’s designed into your international network, not deployed at random. Start with a simple policy that defines when to fly, tied to thresholds like revenue at risk, days behind plan, or patient impact, and a decision path that steers teams to the right product (standard, express, consolidation, or charter).

Use cross‑docking to sort and relabel quickly, line up trucking for terminal hours, and coordinate with DC labor so freight doesn’t wait on a closed door or an empty dock.

Finally, let systems and metrics do the heavy lifting. Tie WMS, TMS, and visibility tools together so predictive ETAs and exception alerts reach the right people in time to act. Balance air with ocean by setting a steady base by sea and a defined reserve by air, then review results monthly. Track chargeable weight accuracy, airport dwell, on‑time performance, clearance time, and cost per delivered kilogram; small fixes like earlier documents or better cartonization often deliver outsized gains.

Air’s Role In a Connected Supply Chain

Air cargo is the velocity control in a modern network. It keeps customers supplied and production on schedule. When planned alongside ocean and ground, it turns variability into a manageable input with a predictable budget.

Talk with Legacy about building the right air freight plan for your network. We’ll help you decide when to fly, how to buy capacity, and where to integrate air with ocean and ground so you move faster without overspending.

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Frequently asked questions

What documents do I need for air freight?

At minimum you need an air waybill, a commercial invoice, and a packing list. Some products and destinations require licenses or certificates. Accurate consignee details and correct tariff classification speed clearance.

Is the air waybill negotiable?

No. It serves as a contract of carriage and a receipt, not a document of title. That is one reason air cargo moves quickly through handoffs.

How is air freight priced?

Carriers rate the higher of actual weight or volumetric weight. Volumetric weight is based on the shipment’s dimensions and an industry divisor. Efficient packaging reduces the chargeable number and improves aircraft utilization.

How fast is air freight?

Transit times are measured in days. Total door‑to‑door time depends on cutoffs, screening, flight frequency, and clearance. Clean paperwork often saves more time than a shorter flight.

How does security screening work?

Cargo moving on passenger flights is screened before acceptance. Certified facilities and programs support this process, and Known Shipper status helps streamline it.

Can air freight be more sustainable?

Yes, through better network design and packaging efficiency. Many shippers also support initiatives for sustainable aviation fuel and use sea–air models to balance speed with impact.