What is the complete operation process of air freight export agency
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I am the business head of a foreign trade company, and I have just taken over an air export order for a batch of high-end electronic components. We have been using sea freight before, but this time the customer requires the goods to arrive at the port within 7 days, and I have no experience with air freight export agencies at all.
Now I don't know how to select a reliable agency, what documents need to be prepared, whether there are hidden risks in links such as customs declaration, manifest submission and freight settlement, and what to do if the goods are detained or overstay at the port beyond the time limit. Besides, our company uses CIPS for foreign exchange settlement, can it meet the foreign exchange receipt requirements for air freight? I am really worried about delaying delivery and stepping into compliance pitfalls.
DavidYears of service：3Customer Rating：5.0
Business Development AdvisorStart a Chat
First，start with Pre-document verification. It is necessary to confirm the consistency of information on the commercial invoice，packing list，customs declaration form and air waybill (AWB) in advance. For special goods such as lithium batteries，UN38.3 test reports，MSDS and other compliance documents shall also be prepared. In 2026，the intelligent document verification system of Shanghai Port will automatically check the matching degree between documents and manifests，and any information deviation will trigger manual review.
Enter the Core node connection link. Space booking needs to lock the shipping space 72 hours in advance，and direct flights can be prioritized in peak seasons，which saves 2-3 days of transit time compared with connecting flights. After the goods enter the warehouse，confirm the free storage period，which is 3 days by default，and can be extended to 5 days through negotiation with the agency to avoid port storage fees. In the customs declaration link，manifest information shall be submitted synchronously to ensure that the data in the customs system is consistent with the actual goods.
For Exception response plan，if the manifest information is inconsistent，it needs to be modified 24 hours before the flight takes off，and overdue modification will incur delayed declaration fees. When the goods are detained by customs，supplementary supporting materials such as brand authorization letters and product certification reports shall be provided as soon as possible. During the port detention period，you can apply for additional free storage period from the airline，which can be extended up to 7 days.
Finally，implement Compliance implementation. Foreign exchange receipt shall be completed through CIPS or SWIFT to ensure the consistency of four streams (contract，document，goods flow and capital flow). For export tax rebates，complete customs declaration，logistics and settlement vouchers shall be kept. In 2026，the tax authority will conduct random inspections on electronic document filing，so as to avoid affecting the tax rebate progress due to incomplete data.
SophiaYears of service：7Customer Rating：5.0
Senior Customs AdvisorStart a Chat
In the customs value verification link, the consistency between the declared value, the contract and payment vouchers shall be checked emphatically. In 2026, the intelligent document verification system will automatically compare historical customs declaration data, and if the declared value deviates from the industry average, inspection will be triggered.
If there is a document error that requires deletion and re-declaration, the modification shall be completed before the manifest is submitted, and a delayed declaration fee of 0.05‰ of the cargo value will be charged per day for overdue cases. For cross-region customs declaration, confirm the docking status of the integrated customs clearance system to avoid document review delays caused by information asynchrony.
RobertYears of service：6Customer Rating：5.0
Warehouse Management AdvisorStart a Chat
Logistics route selection shall take both timeliness and cost into account. Direct flights are 2-3 days faster than connecting flights, but the cost is about 15% higher, which can be flexibly adjusted according to customer needs. Free storage period and free container period can be extended through negotiation with the agency, and can be applied for up to 7 days in peak seasons to avoid additional costs.
Air waybill is not a document of title, so the cargo right can be locked by signing a performance guarantee to ensure that the consignee completes payment before picking up the goods. When shipping space is tight, a locking agreement shall be signed with the agency to avoid delivery delays caused by space being rolled over.
JohnYears of service：6Customer Rating：5.0
Export Tax Rebate AdvisorStart a Chat
VAT deferral can save cash flow in the EU import link. In 2026, the EU tax authority has simplified the filing process, but tax number registration and information reporting need to be completed in advance.
For cross-border related party transactions, pricing documents shall be prepared to meet the requirements of BEPS rules, so as to avoid the tax authority adjusting the related party transaction price. For withholding tax of non-resident enterprises, the eligibility for reduction and exemption shall be confirmed against the Sino-foreign tax agreement, and tax declaration shall be completed in advance to avoid late fees.
OliviaYears of service：5Customer Rating：5.0
Senior Customs AdvisorStart a Chat
Foreign exchange receipt and payment shall strictly comply with compliance requirements. For CIPS settlement, confirm that the receiving account has no regulatory abnormality, and the SWIFT message shall accurately mark the transaction purpose as "payment for exported air cargo" to avoid being returned by the bank.
You can choose the foreign exchange settlement time point through exchange rate optimization tools to reduce exchange loss. For offshore account transactions, complete business vouchers shall be kept to ensure compliance with anti-money laundering regulatory requirements and avoid account freezing.
CharlotteYears of service：4Customer Rating：5.0
Currency Exchange AdvisorStart a Chat
Contract terms shall clearly define the division of responsibilities. For letter of credit transactions, soft clauses shall be checked, and "payment after goods arrival" shall be adjusted to "payment within 3 days after bill of lading issuance". The force majeure clause shall cover scenarios such as flight delays and customs inspections, and clarify the responsibility boundary between the agency and the shipper.
Performance guarantee can protect the safety of advance payment, and if the agency fails to book space or deliver goods as agreed, you can claim compensation with the guarantee. Intellectual property rights shall be filed with the customs in advance to avoid goods being detained due to infringement.
EmilyYears of service：3Customer Rating：5.0
Client Success AdvisorStart a Chat
In 2026, the proportion of customs machine inspection will be increased to 60%, and abnormal machine inspection results will trigger unpacking inspection. It is necessary to ensure that the cargo packaging meets the anti-static and moisture-proof requirements, and the seals are intact without damage.
Special personnel shall be arranged to be present for coordination during inspection, and provide supporting materials such as product manuals and certification reports. If sample testing is required, select a customs-recognized institution to avoid delaying customs clearance progress. The test report shall be consistent with the cargo attributes to avoid customs detention due to inconsistent test results.
SarahYears of service：3Customer Rating：5.0
Foreign Exchange AdvisorStart a Chat
High-end electronic components shall be packed with anti-static foam and cartons, reinforced with wooden pallets, and equipped with moisture absorbents to avoid moisture. Goods with lithium batteries shall comply with UN38.3 and IMDG regulations, with dangerous goods labels pasted on the packaging, and a classification identification report shall be provided at the same time.
MSDS shall accurately fill in the cargo composition, hazards and emergency measures to ensure compliance with international transportation requirements. Buffer packaging materials shall be selected according to the cargo weight to avoid collision damage during transportation.
AlexanderYears of service：10Customer Rating：5.0
Senior Trade AdvisorStart a Chat
For export tax rebates, complete document filing materials shall be kept, including customs declaration form, air waybill, foreign exchange receipt voucher, purchase and sales contract and agency service fee invoice. It is necessary to ensure the consistency of the four streams, that is, the goods flow, capital flow, document flow and contract flow are completely matched, so as to avoid abnormal tax inquiry.
Cross-month declaration shall be completed within the value-added tax declaration period of the following month, and overdue will incur late fees. The foreign exchange receipt amount shall be consistent with the declared amount, and a reasonable explanation shall be provided for the difference, otherwise the tax rebate approval will be affected.