Cargo Charter Paperwork: What a Forwarder Must Send Before the Aircraft Is Confirmed
Updated: 15 hours ago
When a forwarder asks for a freighter charter, the operator cannot give a firm price or confirm the aircraft until it knows exactly what it is carrying, from where, to where, and under what conditions. Every missing detail means another round of emails, and in a tight market the aircraft can go to someone else in the meantime.
Moving cargo? Tell us route, weight and dates on WhatsApp or see our air cargo charters.
This is the checklist we use.
1. Cargo details
Commodity: what it is, in plain words
Number of pieces and whether they are palletised, crated or loose
Dimensions of each piece, especially the largest and heaviest
Weight per piece and total weight
Total volume, so the operator can check whether the cargo fills the aircraft by weight or by space
Stackable or not
The dimensions of the largest piece decide which aircraft can take it, because of the cargo door size and the height of the hold.
2. Special handling
Dangerous goods: class, UN number and quantities. Lithium batteries count. See our dangerous goods air charter page.
Temperature control: required range and whether active or passive containers are used. See perishables air charter.
Live animals, valuables, human remains or outsize cargo: each has its own rules.
Security: screening requirements at origin.
3. Route and timing
Loading and destination airports
Earliest and latest dates
Any intermediate stops
Time the cargo will be ready at the airport
4. Shipper, consignee and parties
Shipper and consignee names and addresses
Notify party
Who the operator's contract is with, and who pays
5. Documents
Air waybill details
Commercial invoice and packing list
Dangerous goods declaration, signed by a trained person, where relevant
Export and import licences for controlled goods
Certificates such as phytosanitary or veterinary certificates for perishables and animals
6. Permits
The operator applies for landing and overflight permits, but it needs the details above to do it. Some countries require permits for every cargo charter and take several working days to issue them, especially for dangerous goods or for aircraft registered abroad. Allow for that in your timeline.
7. Ground handling and customs
Handling agents at both ends, if you have a preference
Whether customs clearance at destination is arranged, and by whom
Any loading equipment needed for unusual cargo
8. Payment terms
Cargo charters are normally paid in advance. Agree when the payment is due and in what currency. A late payment is one of the most common reasons a confirmed charter is cancelled.
Why this speeds things up
With all of this in the first message, an operator can:
Choose the right aircraft first time
Apply for permits immediately
Quote a firm price rather than an estimate
Hold the aircraft while you confirm
Getting a quote
Send your cargo details to info@jetvice.net and we will come back with operators and prices. See also our air cargo page.
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