Selecting the right air freight company can make or break your supply chain efficiency and budget. With rates fluctuating weekly, capacity constraints, and variable service levels across carriers, asking the right questions upfront saves money and headaches. Here's what you need to know before signing on.
What Are Your Actual Chargeable Weight Rates?
Air freight pricing isn't straightforward—it's based on either actual weight or volumetric weight, whichever is higher. Ask your carrier for their specific rate per kilogram for your shipment weight range and trade lane. A 100 kg shipment to Europe might cost $4–7 per kg, while the same weight to Asia could run $3–6 per kg depending on capacity and seasonality.
Don't just ask for a quote—request their rate card and ask whether rates include fuel surcharges, security fees, and documentation charges. Many companies advertise base rates then add 15–25% in accessorial fees. Get a full all-in price before committing.
What's Your Schedule and Guaranteed Transit Time?
"Next-day delivery" means different things to different carriers. Ask specifically whether your destination airport has daily, three-times-weekly, or twice-weekly service. Osaka might have multiple daily options from major hubs, but a regional airport in India might only get two flights per week.
Request a written service level agreement (SLA) stating the guaranteed transit time from pickup to delivery. Most carriers offer 2–5 day door-to-door service on major routes, but international customs clearance can add 1–3 days. Know what you're paying for—expedited service typically costs 30–50% more than standard air freight.
How Do You Handle Customs and Documentation?
Unclear customs handling has derailed countless shipments. Ask whether the carrier provides customs brokerage as part of their service or if you need to hire a separate broker. Some air freight companies include basic documentation (commercial invoices, bills of lading), but customs entries and duty calculations might be extra.
Request their average customs clearance time at your destination. Experienced carriers with established relationships at major airports (JFK, LAX, London Heathrow, Hong Kong) typically clear cargo in 2–4 hours. Smaller airports or new destinations can take 12–24 hours or longer.
What Are Your Minimum Shipment Requirements?
Air freight economics shift dramatically at different weights. Most carriers have minimum billable weights (often 45 kg or 100 kg) below which per-kg rates jump significantly. Ask:
- Do you charge a minimum regardless of actual weight?
- What's your smallest economical shipment size?
- Do you offer consolidation services for smaller shipments at better rates?
If you're shipping 30 kg regularly, consolidated services bundling multiple customers' cargo can save 20–40% compared to small shipments sent individually.
Do You Track in Real Time?
Visibility matters. Ask whether the carrier provides real-time tracking via their website or API integration. Many mid-sized carriers still rely on email updates—unacceptable for time-sensitive shipments. Request information about:
- GPS tracking availability
- Electronic POD (proof of delivery)
- How quickly alerts are sent for delays or exceptions
- Whether you can set up automatic notifications
Top-tier carriers offer milestones at pickup, at origin airport, at destination airport, and at final delivery within 30–60 minutes of each event.
What's Your Insurance and Liability Coverage?
Standard air bills limit carrier liability to roughly $20 per kilogram (about $20–30 per pound in some cases). For high-value cargo, this is inadequate. Ask what additional all-risk insurance options they provide and at what cost—typically 1–2.5% of declared value.
Request their claims process timeline and required documentation. Companies with efficient claims departments process straightforward claims within 30–45 days; others take months.
Do You Have Experience With My Specific Cargo Type?
Hazmat, temperature-controlled, oversized, or fragile cargo requires specialized handling. Ask directly: "Have you shipped [your cargo type] before? How often?" A carrier handling automotive parts daily will have better expertise than one that ships hazmat quarterly.
Request references from shippers in your industry and verify their certifications (IATA for hazmat, Cool Chain Alliance for temperature-controlled, etc.).
Frequently Asked Questions
Q: How far in advance should I book air freight? For international shipments, 48–72 hours provides options without premium rush fees; last-minute bookings (same-day or next-day) typically cost 40–100% more.
Q: What's the difference between airport-to-airport and door-to-door air freight? Airport-to-airport is cheaper (you handle pickup and delivery) but slower overall; door-to-door includes ground transport and typically costs 20–35% more but saves logistics headaches.
Q: Can I get a discount if I ship regularly? Yes—most carriers offer volume discounts at 50+ shipments annually, though Mercoly helps you compare and negotiate rates with multiple trusted air freight providers to find the best value.
Ready to get competitive quotes? Compare air freight companies on Mercoly and connect with vetted providers matched to your needs.