Air & Sea Freight Basics

This page offers a comprehensive guide to international air and sea freight. Here, you will find all the necessary information about documents, transport regulations, and important technical terms in one place. As the world's oldest transport and logistics company, Gebrüder Weiss offers long-standing expertise, a strong global network, and a personal touch. Submit a transport request or contact our experts at a Gebrüder Weiss Air & Sea location near you.

Generally required papers

• Shipping order/shipping authorization: Shipper, recipient (telephone number and contact person), contents, delivery conditions, number of packaged items, weight and shipping instructions.
• Invoices: A commercial or pro forma invoice must indicate the value of all listed goods, including those supplied free of charge or under warranty. However, a pro-forma invoice must still show the value corresponding to the actual commercial value.

Intra-community deliveries (EU)

For intra-community deliveries within the EU, an invoice, delivery note, or packing list containing the following information will suffice:

• Shipper
• Recipient
• Contents
• Delivery conditions
• Number of packaged items
• Weight

Deliveries outside of the European Union

• Export customs declaration (EX 1): A single administrative document (EU) is required for the customs clearance of goods in accordance with legal requirements (with the exception of meat, sausages, etc.). It can also be prepared by Gebrüder Weiss.
• Copy of letter of credit (L/C): Required if you are selling via letter of credit so that the transport documents can be prepared in accordance with the requirements.
• Ausfuhrgenehmigung: If required (our customs service staff can tell you whether or not it is necessary).
• Wooden Packing Declaration: In many countries, wooden packaging materials (such as pallets, crates, and cases) used for import must comply with the ISPM 15 standard. Contact your local Air & Sea office for more information.
• Non Wooden Packing Declaration: If your goods are not delivered on wooden pallets or in wooden crates, a declaration on the commercial or pro forma invoice stating that the packaging contains no wood is sufficient.
• Other documents: This includes veterinary certificates, dangerous goods declarations, etc. Please contact us by phone for more information.

Import documents

For an air freight consignment, a commercial invoice and a packing list are generally sufficient as accompanying documents, though a copy of the bill of lading or air waybill may also be required. However, swift customs clearance is often only guaranteed if the goods are accompanied by the required customs documents. This saves time and money. For this reason, the documents required for customs purposes must be carefully checked before import, not least to take advantage of reduced customs tariffs where possible. The Gebrüder Weiss customs specialist can provide you with details on the applicable provisions at any time based on country lists and customs tariff documents.

Import of clothing

If you are importing textiles or clothing, please note that a certificate of origin must be submitted for goods exceeding a specific customs value. Some goods are generally not allowed to be imported. An import permit may also be required for the import of textile goods from particular countries. In most cases, you can request an import permit before the consignment arrives if you request the correct documents from your supplier in a timely manner. The necessary documents depend on the country of origin and the trading country.

Customs airports (for consignments outside the EU)

An air freight consignment must comply with the customs requirements of both the country of origin and the country of arrival. For this reason, air freight consignments may only be sent from (and to) airports that enable the necessary customs clearance. These airports are called "customs airports." If you are unsure whether the airport closest to your supplier or shipper is a customs airport, please contact us.

Loadability

Depending on the destination and aircraft type, there are limits on the dimensions and gross weight of packaged items. With relatively large packaged items, it is sometimes just a matter of a few centimeters that determine whether the goods can be loaded onto the aircraft. Although height is the main factor, width and length can also make it impossible to transport items with a specific aircraft.

Maximum loadable heights (if length und width are OK) for some of the mot commonly used aircraft types

General recommendation:

Prices are always quoted per kilogram or 6 dm³. This is also referred to as a volume ratio of 1:6, meaning that 1 m³ equals 167 kg. This means that you pay for either the weight or the space required to transport your shipment. Whether you pay for weight or space is calculated using the following equation:
 

Length x width x height [cm]
————————————  = Volumetric weight [kg]
                  6.000

Example 1

You are shipping one box that weighs 80 kg and measures 50 x 50 x 50 cm.

1. You multiply: 50 x 50 x 50 = 125,000 cm³
2. You divide: 125,000 cm³ ÷ 6,000 = 20.83 kg volumetric weight.
3. Since 80 kg is higher than 20.83 kg, the freight weight is charged based on the actual weight.

Example 2

You are shipping eight boxes with a total weight of 45 kg. All boxes are the same size (60 x 40 x 20 cm).

1. You multiply: 8 boxes x 60 x 40 x 20 cm = 384,000 cm³.
2. You divide: 384,000 cm³ ÷ 6,000 = 64 kg of volumetric weight.
3. Since the volumetric weight is higher than the actual weight, 64 kg is charged as the weight for freight purposes.

When exporting goods, it is important to ensure secure transport and payment methods. Gebrüder Weiss will gladly advise you on how to securely receive your money.

Below is an overview of the most important payment methods:

• L/C (letter of credit)
• CAD (cash against documents, similar to a letter of credit)
• COD (cash on delivery)

Thanks to Gebrüder Weiss Air & Sea's global partner network, shipping with COD is possible to almost every country in the world. For more information, please contact our Air & Sea specialists.

Be sure to note any special payment arrangements on the shipping order and include accompanying documents (L/C copies, bank and notify addresses, etc.). This is the only way to ensure that the transport documents can be issued in accordance with the relevant regulations.

As with road and sea freight, there are binding regulations that must be observed for air freight. But what constitutes dangerous goods?

People often overlook the fact that dangerous goods can be found in everyday items such as batteries and gas cartridges, or that promotional items such as lighters, matches and adhesives can contain dangerous goods. Some cosmetics are also classified as dangerous goods. This can have serious consequences:

In the case of air freight, if an accident occurs as a result of undeclared or incorrectly declared hazardous goods, the shipper bears sole liability for the resulting loss or damage.

Therefore, you must know the exact contents of your shipment! All dangerous goods must be declared using the Shippers Declaration for Dangerous Goods form and packaged in accordance with regulations.

The Shippers Declaration for Dangerous Goods must be signed by the sender and contains important information about the product, the prescribed packaging and the UN number (the product's hazardous goods identification number).

To declare hazardous goods, you need certain details, e.g.:

• the flash point for flammable products;
• the LD50 value for toxic products;
• the necrosis time for corrosive products.

Regulations are subject to constant change, for example with regard to safety declarations or known consignors. Gebrüder Weiss has several specialists who can provide you with detailed information about the Dangerous Goods Regulations.

Safety regulations in air freight

For export shipments, an EU regulation currently requires a written safety declaration in order to be recognised as a 'known consignor'. (Current EU regulations must be observed; the legal framework may change). For up-to-date information, please contact your local Air & Sea office.
 

Each airline is assigned a code by the I.A.T.A. (International Air Transport Association) consisting of a 3-digit number combination (PREFIX) and a 2-letter abbreviation. These codes can be found on all documents used in air transport (e.g., airway bill or ticket numbers begin with these codes).

Although sea freight is the slowest mode of transport, it is also the most cost-effective. Read on to learn more about the required documents, the most common sea freight containers, and the handling of dangerous goods in maritime transport.

Generally required documents

• Shipping order/shipping authorization
  This includes information on the recipient, delivery conditions, shipment data (content, number of packaged items, weight, dimensions, and goods-specific details), the last shipping date, and other important information regarding transport regulations.
• Invoice
  A commercial or pro forma invoice indicating the value of all listed goods, including those supplied free of charge or under warranty.
• Export customs declaration/single administrative document (EU)
  An electronic export customs declaration must be provided for the export of goods from the European Union.

Conditionally required documents

• Copy of letter of credit
  This is required if you sell by letter of credit so that the transport documents can be prepared in compliance with the requirements. Provide the freight forwarder with a copy of the letter of credit as soon as possible, preferably during the RFQ phase and no later than when the order is placed.
• Export permit
  Whether this authorization is required depends on the type of goods and the destination country. Our customs service staff is happy to answer any questions you may have.
• Wooden Packing Declaration
  In many countries, wooden packaging materials (such as pallets, crates, and cases) used for import must comply with the ISPM 15 standard.
• Other documents
  Such as veterinary certificates, dangerous goods declarations, etc.

We generally recommend including a commercial invoice and/or packing list with the consignment. This allows any ambiguities to be resolved early on during transport (e.g., during cargo handling at the seaport), which helps avoid delays.

• B/L (bill of lading)
  A bill of lading is a transport document that indicates sea transport from the place of origin to the destination or from the port of loading to the port of discharge. It is issued using a security document of entitlement to goods if it is "to order" or "to order of named consignee."
• Documents for customs clearance
  A commercial invoice in duplicate, an attestation if necessary, a packing list, and a certificate of origin are required. For goods from countries entitled to preferences, a preferential certificate of origin is necessary, as it can reduce the customs tariff.
• Import of goods subject to an import permit
  The import of certain goods, such as clothing, is subject to strict regulations. An import permit is often required. The documents required to obtain an import permit depend on the country of origin or trading country. You can usually request an import permit before the consignment arrives if you request the necessary documents from your supplier in good time.

The transport document (B/L or bill of lading) serves as:

• Confirmation that the consignment was taken over by the carrier
• Confirmation of the freight contract
• Negotiable security (document of title to goods)

Bill of lading conditions

The conditions of the carrier on whose behalf the bill of lading is issued are noted on one side of the document. Information on the shipper, consignee, goods description, etc., is entered on the other side. Banks usually require a "shipped on board" bill of lading in the letter of credit.

A bill of lading must contain the following information:

• Name of carrier
• Name of consignor (may be freight forwarder)
• Name of ship
• Name of recipient
• Loading port
• Port of discharge
• Loading details
• Prepaid or collect
• Place and date of issuance
• Delivery agent
• Number of issued originals
• On-board note

Port-Port Bill of Lading

From port of loading to port of discharge.

Multimodal Combined Transport Bill of Lading

From the specified loading place (place of receipt) to the specified destination (place of delivery).

FIATA-B/L

A multimodal combined transport bill of lading is usually issued by freight forwarders.

Endorser

A party that endorses a transferable security thereby transferring the rights accruing from the security to another party.

Endorsement

As with other bill transactions, endorsement of the bill of lading is required to transfer the B/L rights to another party or to effect the claim of delivery with respect to the carrier. A further endorsement must be performed by the recipient to allow the consignment to be delivered by the carrier.

LCL (Less than container load)

In the case of less-than-container load (LCL) consignments, also called general cargo, the volume and/or weight of the individual consignments is too low to fill a complete container. In practice, several LCL shipments (including shipments from different consignors with the same port of discharge) are loaded together in a single container at the port of loading (consolidated container).

FCL (Full container load)

Complete containers are loaded if, for example:

• the volume and weight of the shipment are large enough to make transport in a single container cost-efficient
• the nature of the goods or the required loading security require the use of a single container
• consolidation with other goods is prohibited

The consignor is responsible for loading the container and securing the load. Many shipping companies have inland container depots scattered throughout Europe. These depots are located outside of seaports and close to major economic centers. Empty containers are stored there temporarily so that they can be made available for faster, more economical loading if necessary. These depots generally have standard or box containers available and can be used to store empty containers. Specialized containers, such as open-top or refrigerated containers, must be picked up empty from a seaport before loading. A suitable lead time for scheduling should be taken into account. Note that some shipping companies do not accept container pick-up or delivery at every inland depot. Ask your Gebrüder Weiss sea freight specialists.

Break Bulk

The term "break bulk" refers to consignments that cannot be loaded into containers due to their dimensions, weight, or other properties, or for which container transport would be uneconomical.
Special attention should be given to choosing a suitable ship, as well as to the handling options at the port of loading and the port of discharge.

RO/RO-Verkehr (Roll on/Roll off)

Many shipping routes are covered by roll-on/roll-off (RO/RO) ships. This allows rolling stock, such as trucks, buses, cars, and construction vehicles, to be driven directly onto the ship. The vehicles are then stowed and secured on the ship in a manner similar to ferry operations.

Bulk loads

Dry bulk loads, such as cereals, are primarily transported to and from the port in railcars since these loads are usually large in volume. At the port, they are transferred directly from the railcar to the ship, or vice versa.

Sea freight transport is subject to regulations on the transport of hazardous goods that must be strictly observed. For example, did you know that even ordinary promotional gifts can be considered hazardous goods?
Examples include gas lighters, matches, and glue.
Additionally, hazardous devices are often concealed in other devices, such as those containing batteries or gas cartridges.

If you are not the manufacturer, you should be fully informed about your goods because the shipper or client is solely liable for any loss or damage resulting from an accident caused by undeclared or incorrectly declared hazardous goods.

Note that all hazardous goods must be declared as such and packaged according to IMDG and ADR regulations. In the case of pre- or post-transport by railway, they must also be packaged according to RID regulations.
The IMO Declaration for Dangerous Goods must be issued and signed by the consignor on the original. A copy of the IMO declaration should be sent to the transport company before transport begins. Important: State the exact technical names of the goods, the dangerous goods class, and the UN number in all correspondence.

Private law concerning cross-border transportation is largely determined by international conventions. Depending on the countries involved and the type of transport (road, rail, air, sea, or inland waterways), different sets of rules may apply to contracts of carriage.

The most essential international conventions are:

Road

Convention on the Contract for the International Carriage of Goods by Road (CMR)

Rail

Uniform Rules concerning the Contract for International Carriage of Goods by Rail (CIM, Appendix B to the COTIF Convention)

Air

• Convention for the Unification of Certain Rules for International Carriage by Air (Warsaw Convention)
• Convention for the Unification of Certain Rules for International Carriage by Air (Montreal Convention)

Sea

• International Convention for the Uniform Determination of Certain Rules Relating to Bills of Lading (Hague-Visby Rules), concluded in Brussels on 25 August 1924 (Hague Rules) and on 23 February 1968 and 21 December 1979 (Visby Rules)
• 1978 United Nations Convention on the Carriage of Goods by Sea (Hamburg Rules)

One of the main reasons for these conventions is to regulate and limit the carrier's liability. These regulations are notable for their mandatory nature.

Maximum liability

Maximum liability limits for damage to or loss of the goods in accordance with the above-mentioned international conventions:

*SDR stands for Special Drawing Right, which is an artificial currency unit of the International Monetary Fund (IMF). The exchange rate of a Special Drawing Right fluctuates slightly and is calculated and published by the IMF on working days. As of the end of August 2020, it amounted to 1.19042 euros.

In addition to the international conventions, different or supplementary legal standards may apply at the national level. This applies in particular if the international conventions are not applicable due to a lack of ratification by the respective countries.

In the case of domestic transportation, however, the applicable regulations stem from the respective national laws. These laws often provide for certain limits or limitations of liability.

Cargo insurance

Due to liability limits and restrictions, the value of the goods is often not fully covered in the event of damage. Cargo insurance covers damage to goods independently of liability requirements and maximum liability limits. This type of insurance protects against typical risks that occur during transportation. When used, it covers the actual damage to goods, regardless of whether the carrier is liable for the damage.

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