By Vincent Wen    Photo：CANVA

In international freight forwarding, inquiries are a critical step to ensure smooth business operations. This is especially true for air freight, where there are strict requirements regarding cargo types, sizes, packaging, and other specifications. These factors can directly affect not only the shipping cost but also whether the cargo can even be transported.

Providing detailed and complete cargo information during the inquiry stage helps freight forwarders quickly assess and quote accurately, reducing unnecessary back-and-forth communication and misunderstandings. Below are the six key pieces of information that freight forwarders hope to receive before providing an air freight quotation:

1. Product Name

The cargo name helps forwarders preliminarily determine whether the goods are general cargo or dangerous goods. Items such as liquids, gases, powders, or oversized/heavy cargo may require special handling. Accurate product descriptions enable the forwarder to design a compliant and safe transportation plan, avoiding potential delays or rejections by airlines.

2. Number of Pieces, Weight, and Dimensions (L×W×H)

Air freight charges are typically based on chargeable weight, which is the greater of actual weight and volumetric weight. Providing the exact number of pieces, actual weight, and dimensions allows the forwarder to determine if the cargo is volumetric or heavy and calculate its dimensional weight ratio.

Large or oversized items may not fit into certain aircraft cargo holds, particularly on passenger flights. Thus, accurate sizing is essential for both pricing and routing.

3. Packaging Type (Carton, Wooden Crate, Pallet, etc.)

Different packaging types affect handling, stacking, and airline acceptance.

Standard pallets make handling and loading more efficient.

Barrel-type cargo may need to be palletized before being accepted.

Wooden packaging must comply with ISPM 15 fumigation requirements to prevent the spread of harmful organisms.

Providing this information helps the forwarder assess compliance and plan any necessary preparations in advance.

4. Origin and Destination

Accurate origin and destination details are crucial to avoid costly routing errors. For instance, the United States has two cities named Portland—one in Oregon (Portland, OR) and one in Maine (Portland, ME).

Please specify the city, country, and preferably the airport code (e.g., LAX for Los Angeles, PVG for Shanghai) to help the forwarder plan routes and pricing correctly.

5. Trade Terms (Incoterms)

International trade terms (e.g., EXW, FOB, CIF, DAP) define the responsibilities and costs borne by the buyer and seller.

If you're inquiring under DAP terms, the freight forwarder will include costs up to the destination address (excluding import customs clearance). For FOB, only pre-export costs are included.

Clear trade terms help both parties understand the scope of the quotation and avoid confusion later on.

6. Cargo Ready Date and Latest Acceptable Arrival Date

Airlines have limited cargo space per flight. By providing an accurate cargo ready date and acceptable arrival deadline, forwarders can coordinate the most suitable flights, ensuring timely and cost-effective delivery.

This information also determines whether your shipment needs to be expedited, consolidated, or sent via charter.

Conclusion

An efficient inquiry process allows freight forwarders to identify key details right from the first contact, saving time, avoiding errors, and improving accuracy.

Whether you're a new or long-term customer, proactively offering the six key pieces of information above is the first step to building a successful and efficient logistics partnership.

For further quotation or transport planning, feel free to prepare the information above in advance. This will allow your freight forwarder to provide a customized and optimal air freight solution.

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