Top 5 Air Freight Shipping Mistakes to Avoid

Air freight is one of the fastest ways to get goods across the globe, but it doesn’t come without risks. One mistake—whether in packaging, labeling, or documentation—can grind your entire supply chain to a halt. Delays, fines, and damaged goods disrupt operations and cost your business time and money.

Whether you're a business owner, logistics coordinator, or compliance officer, knowing how to avoid these air freight shipping mistakes can keep your operations smooth, compliant, and efficient.

Below are the top five air freight shipping mistakes that shippers make and how you can prevent them.

Mistake #1: Inadequate Packaging for Air Freight Shipments

Improper packaging is a frequent cause of shipping delays and damaged goods. Air cargo faces rough handling, vibration, and pressure changes during flight without the proper packaging. It’s even more serious for hazardous materials—non-compliant packaging can breach IATA Dangerous Goods Regulations (DGR), putting everyone involved at risk.

How to Avoid It:

• Use UN-certified packaging designed for hazardous materials.
• Inspect the packaging for durability—make sure it can withstand impacts and stacking.
• Seal containers tightly to prevent leaks.
• Add internal protection for fragile goods or items prone to damage.

By investing in compliant, durable packaging upfront, you can avoid the costs of rejections and damaged goods later.

Mistake #2: Incorrect Labeling and Marking

Incorrect or missing labels can derail your shipment. Handlers and inspectors rely on hazard labels to understand the risks and safety measures for each package. Failing to meet air cargo labeling requirements can result in shipment rejections, delays, or compliance violations.

How to Avoid It:

• Apply durable, visible labels near shipping marks, never on the bottom of the package.
• Ensure labels include hazard symbols, UN numbers, and handling instructions.
• Double-check that labels match the material’s classification and documentation.
• Use weather-resistant labels to maintain visibility throughout the journey.

Think of labels as your shipment’s safety guide—make sure they’re accurate and easy to read to avoid costly errors.

Mistake #3: Incomplete or Incorrect Documentation

You might have the perfect packaging and labeling, but your shipment won’t get far without proper documentation. Customs and regulatory bodies require detailed forms like the Shipper’s Declaration and Air Waybill (AWB) to verify that your cargo complies with all rules. Missing or mismatched details can bring everything to a halt.

Common Errors:

• Omitting required documents, such as a Packing List or Material Safety Data Sheet (MSDS)
• Mismatched details (e.g., UN number, weight, or packaging)
• Missing emergency contact information on the Shipper’s Declaration

How to Avoid It:

• Cross-check all documents for accuracy before submitting them.
• Ensure consistency between documentation, labels, and packaging.
• Keep a checklist of required forms to prevent omissions.

Meticulous documentation is your best defense against customs delays and compliance headaches.

Mistake #4: Exceeding Weight and Quantity Restrictions

Every airline and country enforces specific shipment weight and volume restrictions, particularly for hazardous materials. Exceeding these limits can lead to extra fees, repackaging, or even shipment cancellations.

How to Avoid It:

• Know the weight and quantity restrictions for each carrier and destination.
• Accurately weigh and measure your shipment before finalizing documentation.
• Plan for large shipments by splitting cargo if necessary.

Staying within these limits prevents last-minute surprises and costly penalties.

Mistake #5: Not Working with a Specialized Freight Forwarder

Shipping hazardous materials on your own can be a logistical nightmare. Without expert guidance, you risk non-compliance, delays, and increased costs. Freight forwarders specialize in handling complex shipments and navigating international regulations.

How a Freight Forwarder Helps:

• Ensures compliance with IATA DGR and other regulatory standards
• Manages documentation, packaging, and labeling requirements
• Communicates with carriers and regulatory authorities on your behalf
• Offers solutions for weight restrictions and consolidation

How to Choose a Freight Forwarder:

• Look for experience in shipping hazardous materials.
• Verify their knowledge of air freight compliance.
• Request case studies or references to gauge their reliability.

Partnering with the right freight forwarder can be a game-changer, simplifying your operations and reducing risk.

Bonus Mistake: Overlooking Ongoing Training

Your shipping process is only as strong as the people managing it. Insufficient training often leads to mistakes in packaging, labeling, and documentation. Regulations evolve, and your team needs to stay up to date.

How to Avoid It:

• Provide regular hazmat training to all personnel involved in shipping.
• Schedule refresher courses to cover regulatory changes.
• Implement hands-on compliance exercises, such as mock inspections.

Keeping your team well-trained boosts compliance and reduces the risk of costly errors.

Ensure Smooth and Compliant Air Freight Shipping

Mistakes such as inadequate packaging, incorrect labeling, documentation errors, and exceeding weight limits can disrupt air freight operations and lead to costly consequences. To avoid delays and penalties, it is essential to proactively address these issues, maintain compliance, and provide ongoing training.

Following air freight shipping best practices and working with a specialized freight forwarder can streamline your logistics, reduce risks, and keep shipments on schedule.

Need expert assistance with air freight shipping?

Contact iContainers today for reliable support and guidance.