Air Freight Shipping Guide: Costs, Documentation & Quotes
Whether you’re shipping domestically or internationally, air freight is a faster, more reliable option. Explore our guide to understand the air cargo process and find answers to your most common shipping questions.
What is Air Freight Shipping?
Air freight is the transportation of goods by aircraft. It’s the fastest and one of the most reliable ways to ship cargo, especially when time, security or distance is a critical factor. Because air freight is more expensive than other modes, it’s typically used for lightweight, high-value or time-sensitive goods.
Air Freight vs. Ocean Freight
When to Use Air Freight
Air freight is typically chosen for time-sensitive, high-value or lightweight goods. Common examples include:
- Medical equipment or pharmaceuticals
- Electronics or other high-value products
- Apparel
- Perishable or seasonal goods
- Urgent/just-in-time inventory or production needs
- International shipments
When Not to Use Air Freight
Air freight isn’t always the best option. Other modes may be a better fit when:
- Shipments are extremely heavy or bulky
- Delivery timelines are flexible
- Budget is the top priority
- Destinations are remote or inland
- Goods are restricted or hazardous
Advantages of Air Freight
Air freight is often the fastest way to move goods, cutting down transit time compared to other options. With less time in transit, shipments may arrive in better condition. Air also gives you more visibility into where your freight is and when it will arrive, which makes planning easier. For sensitive items, there are options for temperature control and special handling, and strong security processes help protect high-value shipments.
How Much Does Air Freight Cost?
Air freight costs vary based on several key factors. We aim for full transparency so you can understand what drives pricing and avoid surprises on your invoice. Below are examples of factors that will influence your landed cost.
Chargeable Weight: Actual vs. Dimensional
Air freight is billed on the greater of two measures: the actual weight of the cargo or the dimensional weight, which reflects package size. Use our Chargeable Weight Calculator to estimate costs before booking.
Route and Distance
Rates increase with longer distances, remote locations, or international routes. Generally, more mileage means higher cost.
Service Level
Faster delivery options come at a premium, while consolidated or deferred services provide more budget-friendly solutions. Compare Service Levels.
Shipment Size and Special Handling
Oversized, hazardous, or temperature-sensitive goods may need special packaging or care, which adds to cost. Explore our Specialized Freight Services, including healthcare shipments.
Market Conditions: Air Freight Demand vs. Capacity
Pricing is shaped by global supply and demand. Tight capacity raises costs, while softer markets can lower them. Partnering with your forwarder helps navigate these changes. Review our Quarterly Industry Outlook for insights.
Additional Fees
Expect potential surcharges for customs clearance, fuel, or optional insurance, depending on your shipment.
How Long Does Air Freight Take?
Air freight transit times vary by distance, routing and service level, but typically fall within these ranges:
Compare Shipment Modes and Transit Times
Express or Priority Services
Fastest option, often ranging from 1 to 3 business days for major global routes. These services prioritize speed and are priced at a premium.
Standard Services
Typical delivery in 3 to 5 business days, balancing cost and transit time. Suitable for most international and regional shipments.
Economy or Consolidated Services
Longer transit windows of 5 to 7 business days or more. Shipments are combined with others to lower costs but may involve additional stops or indirect routing.
Regional or Domestic Air Freight
Within the same country or region, shipments may move in 1 to 3 days, depending on the distance and service chosen.
Special Handling Shipments
Temperature-sensitive, oversized, or hazardous goods may take longer due to extra handling, regulatory requirements, or limited routing options.
How to Ship Air Freight: A Step-by-Step Guide
Get an air freight shipping quote by sharing key details such as origin, destination, weight and dimensions. Freight forwarders use this information to provide rates and service options, helping you compare solutions that fit your timeline and budget. For example, tools like the UPS® Forwarding Hub let you calculate and compare costs in real time.
Compare Live Rates on the UPS® Forwarding Hub
Estimate Costs with the Chargeable Weight Calculator
Air freight shipments can’t be picked up without proper documentation. Make sure you’ve gathered and completed the necessary forms:
- Commercial Invoice (required for international shipments)
- Air Waybill (AWB) or e-AWB
- Bill of Lading (if applicable)
- Any export/import documentation required for the destination country
Learn More or Download Air Freight Documents
Review Our Customs Brokerage Services
Proper packaging is essential for safe air transport. Be sure to:
- Secure freight on stackable, stable pallets
- Protect goods from damage during handling
- Label each piece with shipper/consignee names, tracking info and handling instructions
- Follow all dangerous goods packaging and labeling regulations if applicable
If you have any questions regarding labeling your air freight shipment, we have put together a quick video showing you how to properly label an air freight shipment.
Air Freight Documents Checklist
Accurate documentation is essential for clearing customs and keeping your air freight moving. Below are references to the most common documents used in air freight shipping. Requirements may vary by country and commodity, so reach out to our Customs Brokers for specific country and commodity compliance.
Check out our Shipping Documents Page for downloadable documents as well as guided instructions on how to fill them out.
- Document
- Description
- Country/Territory
- Form Type
- Commercial Invoice Template
- Used by customs to check what you're shipping, its value, and whether duties apply
- All international shipments
- Export
- Packing List Template
- Lists what’s inside each box or pallet. Used for cargo handling and inventory, especially for third-party recipients
- All shipments
- Custom form
- Shipper’s Letter of Instruction (SLI)
- Authorizes your freight forwarder to act on your behalf and includes instructions for the carrier
- US exports
- Export
- Certificate of Origin Template
- Confirms where your goods were made. May be required for customs or trade agreements and often must be certified by the Chamber of Commerce
- Based on trade agreement (e.g., USMCA)
- Government/trade form
- Air Waybill
- Legally required document issued by the carrier to confirm receipt and outline terms of air freight transport
- All shipments
- Carrier-issued
