How to Prepare an Air Cargo Shipment: Packaging, AWB and Security

Air freight is fast, but it leaves little room for error: a mismeasured carton, a missing label or an undeclared lithium battery can hold a shipment at the airport for days. This guide walks you through how to prepare an air cargo shipment, from packaging and chargeable weight to the air waybill and security screening.

Where to start when preparing an air cargo shipment

Preparation starts before anything goes into a box. Get these details clear first:

Product description and HS code: Customs declarations, restriction checks and dangerous goods assessments all depend on it.
Gross weight and dimensions: Length × width × height and the weighed gross weight of every carton or pallet.
Delivery terms: The Incoterms rule (for example FCA, CPT or DAP) that decides who pays the freight and carries the risk.
Contents: Whether the goods contain batteries, magnets, liquids, aerosols, chemicals, perfume or anything else that may be regulated.

The earlier and more accurately your forwarder receives this information, the smoother the airline booking will be.

Packaging: built for the air and the ground

Air cargo changes hands many times during loading and unloading, and the hold may see changes in temperature and pressure. Your packaging has to protect not only your goods but also the other cargo on the same aircraft.

Use strong outer packaging: Double-wall corrugated cartons or wooden crates for heavier items. Leave no empty space inside; use dunnage to stop movement.
If you palletise: Keep cartons within the pallet footprint and secure them with stretch film and corner boards. Pallet height is limited by aircraft type and airline acceptance rules, and the lower deck of passenger aircraft is particularly restrictive.
Check ISPM 15 for wood: Many countries require wooden pallets and crates to be heat-treated and carry the ISPM 15 mark. Check the destination country’s rules in advance.
Fragile and sensitive goods: “Fragile” and orientation arrows help, but they are not protection in themselves. The real protection comes from the inner packaging.

Labelling and marking

Correct labels get your cartons onto the right flight and to the right destination. Every carton should show:

The AWB number and piece count (e.g. “1/5, 2/5…”).
Shipper and consignee names and addresses.
The destination airport code (e.g. FRA, JFK).
Where needed, handling marks such as “This way up”, “Fragile” or “Do not stack”.
For dangerous goods, hazard and handling labels in line with IATA rules.

Always remove old labels and barcodes from previous shipments; they are one of the most common causes of misrouting.

Volumetric weight and chargeable weight

Air freight is charged on whichever is greater: the actual weight or the volumetric weight. The figure used for billing is called the chargeable weight (CW).

The formula most commonly used in air cargo is:

Volumetric weight (kg) = Length (cm) × Width (cm) × Height (cm) ÷ 6000

In practice this treats one cubic metre as roughly 167 kg. A 100 × 80 × 60 cm carton weighing 40 kg, for example, has a volumetric weight of 80 kg, so it is charged at 80 kg, not 40 kg. Express carriers may use a different divisor, so ask which formula applies when you request a quote.

Practical tips:

Measure at the outermost points of the package, including any overhang and the pallet itself.
For light but bulky goods, reducing the packaging size directly reduces the cost.
Use our freight calculator to run the numbers quickly.

The air waybill: MAWB vs HAWB

The air waybill (AWB) is the core document that evidences the contract of carriage and the receipt of the goods. Unlike an ocean bill of lading, it is normally non-negotiable: it is not a document of title. The goods are delivered to the consignee named on the AWB.

MAWB (Master Air Waybill): Issued on behalf of the airline. When a forwarder consolidates several shippers’ cargo, the MAWB usually shows the forwarder as shipper and its destination partner as consignee.
HAWB (House Air Waybill): Issued by the forwarder between the actual shipper and the actual consignee. In a consolidation, each customer has its own HAWB.

A direct shipment may move on a MAWB alone. Many airlines now work with electronic air waybills (e-AWB) rather than paper. The consignee name, address, piece count, weight and description on the AWB must match the commercial invoice, or problems may arise at destination customs. Under a letter of credit, the AWB details must also comply exactly with the credit terms.

Known consignors and security screening

All air cargo must be security-controlled before it is loaded onto an aircraft. In Turkey, this is governed by the air cargo and mail security rules of the Directorate General of Civil Aviation (SHGM), which follow the international “secure supply chain” model:

Known consignor: A shipper approved by the authority that applies security controls at its own premises. Its cargo can be accepted without further screening as long as the secure chain is maintained.
Regulated agent: A cargo agent or forwarder authorised to apply security controls.
Unknown consignor: Cargo from shippers without approved status is screened before loading, using methods such as X-ray, explosive trace detection or physical search.

The practical takeaway: your cargo may be opened during screening. Packaging with dense metal or complex contents can trigger extra checks and delays, while a clear and accurate description of the goods speeds things up.

Prohibited and restricted goods

Some goods cannot travel by air at all; others can only travel under specific conditions. The international rules come from the ICAO Technical Instructions and the IATA Dangerous Goods Regulations (DGR) based on them.

Commonly restricted items include:

Lithium batteries and electronics containing batteries
Perfume, cologne and alcohol-based products (flammable liquids)
Aerosols, paints and adhesives
Dry ice, magnetised materials and certain chemicals
Compressed gas cylinders

These goods will not be accepted without correct classification, approved packaging, labels and a shipper’s declaration for dangerous goods. Keep the product’s SDS (safety data sheet) ready. For an overview, see our dangerous goods classes page. On top of this, check the destination country’s import bans, licensing requirements and any export control rules.

Undeclared dangerous goods can lead to the shipment being returned and to penalties. If you are unsure, ask before you ship.

Pre-shipment checklist

Are the commercial invoice and packing list ready, with consistent weights and piece counts?
Were dimensions taken from the outer packaging?
Are labels attached and old labels removed?
Has the product been assessed for dangerous goods?
Is the export customs declaration planned, along with a certificate of origin if needed?
Is high-value cargo insured? Airline liability is limited by international conventions, so consider cargo insurance for full cover.

Frequently asked questions

Why is my air freight charge based on more than the actual weight?

Because air freight is charged on the greater of the actual weight and the volumetric weight. For light, bulky cargo, the volumetric weight decides the bill.

Is an air waybill the same as a bill of lading?

No. Both are transport documents, but an AWB is normally non-negotiable and does not represent title to the goods. The goods are released to the consignee named on it.

If I am not a known consignor, can my cargo still fly?

Yes. Cargo from unknown consignors is screened before loading. This can add a little time, but it does not prevent the shipment.

Can I send products containing batteries by air?

In most cases yes, but specific rules apply depending on the battery type, quantity and how it is packed. Share the product details and SDS with your forwarder in advance.

Medius manages your air freight shipments with you, from checking dimensions and weights to document preparation, dangerous goods assessment and airline booking. Just fill in our quote form to get started.