Complete Overview of the Air Cargo Handling Process: From Booking to Delivery

In air freight, ensuring that cargo is handled swiftly, accurately, and in accordance with proper procedures is critical to optimizing both time and cost. Especially for import-export shipments, understanding each step in the air logistics chain not only empowers businesses to take proactive control but also helps mitigate potential risks. This article outlines the five core stages—Booking, Customs Inspection, Declaration, Manifest, and Delivery—along with key considerations at each phase.

1. Booking – Space Reservation for Shipment

This is the first and most critical step in the entire process. The shipper (or freight forwarder) books cargo space with the airline through an online system or via a designated agent. The main objectives are to:

• Select a suitable carrier based on schedule, cost, and route
• Secure space availability (avoiding overbooked flights or rejections)

Key considerations:

• Certain cargo types (e.g., dangerous goods, perishables) require advance booking with clear cargo codes
• Airlines typically have MAWB (Master Air Waybill) cut-off times—booking should be made at least 24–48 hours in advance

SHA provides fast booking services, load capacity checks, and route consultation tailored to each type of cargo.

>>>> READ MORE: Choose the Right Air Route – Optimize Cost and Transit Time

2. Customs Inspection – Clearance Verification

Customs officers from the relevant Customs Sub-Department strictly monitor all import and export cargo.

Every shipment must go through a customs channeling process:

• Green: Exempt from inspection
• Yellow: Document inspection required
• Red: Physical inspection at the airport or bonded warehouse

Types of inspection:

• X-ray screening: For small or common shipments
• 100% physical inspection: Each package is opened and checked for quantity, classification, and origin

Risks of incomplete preparation:

• Delays in customs clearance
• Risk of administrative penalties if declarations do not match actual goods

SHA supports the customs inspection process by preparing documentation and coordinating with customs officials to ensure a smooth and efficient procedure.

3. Customs Declaration – VNACCS/VCIS 

Electronic customs declaration is a mandatory step for clearing cargo. All data related to the shipment—including cargo details, value, taxes, HS codes, etc.—must be accurately declared.

Key points to note:

• Incorrect HS code declarations may result in additional tax liabilities or administrative penalties.
• For new businesses or first-time shipments, it is advisable to review the applicable product policies carefully.

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4. Manifest – Airline Declaration

The manifest is a cargo declaration submitted to the airline, including shipment details such as AWB number, weight, number of packages, and shipper/consignee information.

Why is the manifest important?

• Inaccurate or incomplete declarations may result in the cargo being rejected for loading
• Each airline has its own manifest submission deadline—typically 3 to 6 hours before departure

SHA provides:

• Accurate, on-time manifest declarations
• End-to-end shipment tracking throughout the journey

>>>> FOR YOU: Distinguishing Between MAWB and HAWB in Air Freight: What Businesses Need to Know

5. Delivery – Cargo Handover at the Airport

Once the cargo arrives or is ready for export, the final step is completing the handover procedures at the airport or bonded warehouse. For imported goods, a full set of documents must be submitted—such as the customs declaration, air waybill, and inspection slip (if applicable).

Common risks:

• Missed pick-up deadlines → incurring storage and warehousing fees
• Incorrect or missing documentation → resulting in inability to claim the cargo

6. Optimizing the Air Logistics Chain with SHA

Smart Hub Aviation delivers end-to-end air cargo handling solutions—from route consultation, booking, and customs declaration to inspection and final delivery at the destination. Backed by an experienced team, SHA ensures strict adherence to schedules and procedures while helping businesses:

• Consult and book air freight (Commercial & Charter flights)
• Optimize costs and minimize risks
• Flexibly manage complex and special cargo
• Offer shipment tracking and full transparency across the supply chain
• Support with tax refund procedures, certificate of origin applications, and commercial documentation

>>>> READ MORE: Choose the Right Air Route – Optimize Cost and Transit Time

Contact Us:

• Hotline: +84 977 576 069
• Email: info@smarthub.com.vn
• Fanpage: Smart Hub Aviation