Air freight continues to be one of the fastest, safest, and most reliable shipping methods for global trade. Whether you're transporting fresh produce, electronics, machinery, or high-value goods, air freight ensures products reach their destination quickly and securely.

But many businesses still struggle to understand how air freight charges are calculated, what additional requirements apply, and what refund or responsibility policies exist in case of shipment issues.

This expanded guide explains air freight costs in detail—including important terms, handling conditions, and company responsibilities—so you can plan your logistics more confidently.

Why Air Freight Costs More Than Other Shipping Methods

Air freight offers unmatched speed and efficiency. Airlines invest heavily in safety checks, fuel management, cargo handling, and global routing. These elements make air freight more expensive than sea or road transport, but they also ensure maximum reliability.

Key Factors That Determine Air Freight Charges

1. Chargeable Weight (Actual vs. Volumetric Weight)

Air freight pricing is based on whichever is higher:

Actual weight (kg)

Volumetric weight (based on dimensions)

Formula:

Volumetric Weight = (Length × Width × Height in cm) ÷ 6000

Large but lightweight cargo may cost more because it occupies more aircraft space.

2. Destination, Airport & Routing

  • Rates vary depending on:
  •  Distance
  •  Direct vs. indirect route
  •  Airport handling fees
  • Country-specific regulations
  • Remote or high-traffic airports usually have higher charges.

3. Nature of Cargo & Special Requirements

  • Certain goods require extra attention:
  •  Perishable items
  •  Temperature-sensitive cargo
  •  Fragile goods
  •  Dangerous goods (DG)
  • High-value items
  •  Lithium batteries
  • Additional documentation, packaging, certifications, and handling fees apply.

4. Fuel Surcharges

Airlines adjust fuel surcharges based on global fuel price fluctuations.

Higher fuel costs = higher air freight charges.

5. Customs, Documentation & Handling Fees

  • Air freight cost includes:
  •  Air cargo terminal fee
  •  Documentation charges
  • Security screening
  •  Export clearance
  • Import duties (if applicable)
  • Storage charges (if cargo is delayed)
  • Late document submission may also lead to penalties.

6. Seasonal Demand & Peak Time Charges

  • Holiday seasons, festivals, and global events increase demand and raise air freight rates.
  • Booking early helps avoid peak-season surcharges.
  • Additional Requirements That Affect Air Freight Cost
  •  Mandatory Packaging Standards
  • Cargo must be packed securely using:
  •  Reinforced boxes
  •  Proper labeling
  •  Cushioning for fragile items
  • Palletization (if required)
  • Incorrect packaging may lead to re-packing charges at the airport.

 Correct Documentation,Required documents usually include:

  •  Commercial invoice
  • Packing list
  • Shipper declaration
  •  Air Waybill (AWB)
  •  DG certificates (if applicable)
  • Missing or inaccurate documents may cause:
  • Delays
  •  Fines

 Additional storage charges:

Accurate Address & Contact Information

To avoid delays or misrouting, shippers must provide:

  •  Full receiver name
  •  Complete delivery address
  •  Postal code
  •  Receiver phone number
  •  Any delivery instructions

Incorrect information can lead to return fees or delivery failure costs.

Refund, Responsibility & Non-Refundable Conditions

Many customers ask about refund policies. Below is a clear explanation used by most air freight service providers:

1. Wrong Address Provided by Customer

  • If the shipper provides an incorrect or incomplete address:
  • The company is not responsible for misplaced, delayed, or returned shipments.
  • No refund will be issued for:
  • Wrong address
  •  Wrong contact number
  •   Unavailable receiver
  •   Failure to pick up cargo from the destination airport
  •  Additional redelivery or return charges may apply.

2. Non-Refundable Charges

The following costs are usually non-refundable under any circumstances:

  • Air freight charges once the shipment is uplifted
  • Documentation fees
  • Fuel surcharges
  • Customs penalties
  •  Airport handling fees
  • These charges are paid to airlines and customs departments and cannot be recovered.

3. Refundable Situations (Limited Cases)

  • Partial or full refunds may be issued only if:
  • The shipment is cancelled **before** acceptance at the airline terminal
  • Duplicate payment was made by mistake
  •  The logistics provider fails to ship the cargo within the agreed timeline due to their own error
  • Refund eligibility varies by carrier and region.

4. Company Not Responsible for Certain Issues

  • Logistics companies are generally not liable for:
  •  Delays due to weather or airline operational issues
  •  Customs clearance delays
  •  Damage caused by improper packaging provided by the customer
  •  Shipment confiscated due to prohibited or restricted items

 Customers must follow all packaging and documentation rules to avoid problems.

       How to Reduce Air Freight Costs:

  • Businesses can reduce spending by
  •  Using proper packaging to reduce volumetric weight
  • Shipping early to avoid peak-season surcharges
  • Consolidating shipments
  •  Selecting the right air freight service level (express / economy / consolidation)
  •  Working with a trusted logistics partner

Final Thoughts

Air freight is a premium service designed for businesses that require speed, reliability, and global reach. By understanding how costs are calculated—and knowing the refund rules, documentation requirements, and responsibilities—you can avoid unexpected charges and ensure a smooth shipping experience.