An air freight request that says only “100 kg from Vietnam to the United States” is not enough to compare workable options. Two shipments with the same gross weight can have very different chargeable weights, flight acceptance requirements, handling time, and document needs.
IATA describes the minimum Quote & Book dataset as including routing, dates, weight/volume/dimensions, commodity or nature of goods, load type, and handling needs. Building on that framework, these are the eight information groups worth sending in the first request.
The 8-detail checklist
| Information group | What to provide | Why it changes the quote |
|---|---|---|
| 1. Origin and destination | Airport or exact pickup/delivery address | Defines airport-to-airport versus door-to-door scope and trucking |
| 2. Cargo-ready date and deadline | Availability date, required delivery, flexibility | Filters realistic flight and transit options |
| 3. Piece count and packaging | Cartons, pallets, crates, machinery pieces | Supports acceptance, handling, and packing checks |
| 4. Dimensions | Length × width × height for each package type | Determines volume and possible aircraft/ULD constraints |
| 5. Weight | Gross weight per piece and total | Allows comparison with volumetric weight |
| 6. Commodity | Specific name, material, model or use where relevant | Supports acceptance, classification, and document review |
| 7. Special handling | Batteries, liquids, magnets, temperature control, fragility | Identifies acceptance, packing, and routing requirements |
| 8. Service scope | Incoterms, customs, pickup, delivery, insurance | Prevents comparisons between quotations with different coverage |
Gross weight is not always the chargeable weight
Air freight commonly compares gross weight with volumetric weight and charges on the higher figure. IATA describes a common rule of dividing volume in cubic centimetres by 6,000, but the divisor and rounding method should always be confirmed for the airline product and quotation concerned.
For illustration, a package measuring 100 × 80 × 60 cm has a volume of 480,000 cm³. Using a divisor of 6,000 gives 80 kg of volumetric weight. If its gross weight is 55 kg, the shipment may be rated on 80 kg before other conditions are applied. This example is not a rate commitment.
Describe the commodity precisely
Descriptions such as “sample”, “parts”, “equipment”, or “accessories” often create another clarification round. Provide the commercial and actual product name, principal material, use, whether the item is new or used, and whether it contains batteries, liquid, powder, compressed gas, magnets, or chemicals.
Dangerous goods can require an MSDS, UN number, proper shipping name, packing instruction, labels, and a Shipper’s Declaration. A shipper should not assume that a small battery or chemical quantity is automatically non-dangerous; qualified review of the product and packing is needed.
Align the scope before comparing prices
An airport-to-airport quote cannot be compared directly with a door-to-door quote that includes pickup and export customs. Confirm the proposed routing, direct or transit service, what the transit estimate includes, handling and screening charges, destination exclusions, quotation validity, and what happens if the actual dimensions or weight differ.
A concise request example
Route: pickup at Long Hau Industrial Park, Vietnam, to warehouse delivery in Los Angeles, USA. Cargo ready 5 August 2026 and required by 10 August. Three pallets, each 120 × 100 × 95 cm, total gross weight 780 kg. New steel machine components, no batteries, liquids, or chemicals. FCA terms; please include pickup, export customs, and air freight, with destination charges shown separately.
This gives the operations team enough context to identify missing items and compare realistic services. Final acceptance and price still depend on capacity, schedule, physical cargo checks, documentation, and carrier conditions.
Sources
- [IATA – Air Cargo Distribution: Current Trends and Prospects](https://www.iata.org/contentassets/c43eecf576c2435a93dc667d79736839/air_cargo_distribution_current_trends_and_prospects.pdf)
- [IATA – e-freight / e-AWB](https://www.iata.org/en/programs/cargo/e/efreight/)
Review [SeaAir Global’s air freight service](/en/services/air-freight) or [send your shipment details for a quotation](/en/quote?service=air-freight).
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