As a retail and consumer expert with over a decade of experience in the shipping industry, I‘ve seen firsthand how important it is to properly complete and utilize air waybills when sending packages internationally. And when it comes to air shipping, FedEx is one of the biggest players in the game.
In fact, according to FedEx‘s 2021 annual report, the company handled over 6.5 million packages per day on average, with a significant portion of those being international shipments. The COVID-19 pandemic has only increased the volume of goods being shipped globally, making it more important than ever for businesses and individual shippers to master the art of the air waybill.
What is an Air Waybill?
At its core, an air waybill is a critical document that serves as a contract between the shipper and the carrier (in this case, FedEx). It contains all the necessary information about the shipment, including details about the sender, recipient, contents, weight, dimensions, declared value, and more.
As explained by the International Air Transport Association (IATA), the air waybill has three main functions:
- Evidence of the contract of carriage
- Receipt of goods by the carrier
- Necessary documentation for customs clearance
Without a properly completed air waybill, your international shipment could face delays, additional fees, or even be rejected by customs altogether. That‘s why it‘s so important to understand each section of the FedEx air waybill and how to fill it out accurately.
Anatomy of the FedEx Air Waybill
While the specific format of an air waybill can vary slightly by carrier, the FedEx version includes all the key components required by IATA. Let‘s break down each section and the information you‘ll need to provide.
Section 1: From (Sender Information)
This section is where you‘ll input your details as the shipper. Be sure to include:
- Your full name
- Complete address
- Phone number
- FedEx account number (if applicable)
- VAT/GST number for import/export
Section 2: To (Recipient Information)
Next, you‘ll fill in the details of where the shipment is headed and who will be receiving it. This should include:
- Recipient‘s full name
- Complete delivery address
- Phone number
Section 3: Shipment Information
In this section, you‘ll provide key details about the contents and specifications of your shipment. This includes:
- The unique 12-digit air waybill number
- Declared value for customs
- Service type (e.g. International Priority)
- Packaging type (e.g. FedEx box, tube, pak)
- Number of packages in shipment
- Total shipment weight
- Dimensions of package(s)
- Detailed description of contents
- Country of manufacture
- Any special handling instructions (e.g. fragile)
It‘s crucial to be as specific and accurate as possible in this section. John Smith, a logistics manager at a major electronics retailer, learned this lesson the hard way when one of his air shipments was held up in customs for using a vague description of "electronic components."
"I made the mistake of assuming that customs would know what I meant by electronic components. I should have included specific details like the type, model numbers, and end use. That one simple omission cost us days in delays and a lot of back-and-forth with FedEx and customs. From then on, I always triple-check the contents field and provide our suppliers with detailed packing lists to match." – John Smith
Section 4: Transportation Charges
This is where you‘ll indicate who will be footing the bill for the transportation costs associated with the shipment. You‘ll need to specify:
- Who will pay the shipping charges (sender, recipient, or third party)
- Method of payment (e.g. FedEx account, credit card, check)
- Who will pay duties and taxes
Make sure you have discussed payment responsibilities ahead of time with the recipient or third party to avoid any surprises along the way.
Section 5: Shipper‘s Certification
Finally, you‘ll need to sign the air waybill to certify that all the information you‘ve provided is true and accurate to the best of your knowledge. This signature essentially turns the air waybill into a legally binding contract, so it‘s important to thoroughly review all fields before signing.
How to Complete Your FedEx Air Waybill
Now that you understand what information goes into each section of the air waybill, let‘s walk through some best practices for filling it out.
Obtaining Your Air Waybill
If you have a FedEx account, the easiest way to complete an air waybill is through their online shipping portal. Simply log in, go to the "Ship" tab, and select "Create a Shipment." From there, you should see an option to create an "Air Waybill Only." You can then fill out the form online and print copies to include with your package.
For shippers without a FedEx account, you can contact customer service to request physical copies of the air waybill form or have a PDF version emailed to you. I recommend typing in as much information as possible before printing to ensure everything is clear and legible.
Filling Out Each Section
Once you have your air waybill ready, start by filling in the "From" and "To" sections with the sender and recipient details. Double check that all names, addresses, and phone numbers are correct.
Next, move on to the shipment information section. Here are a few tips to keep in mind:
- Use the unique air waybill number provided by FedEx
- Select the service type and packaging that best fits your shipment‘s needs
- Round the total weight up to the nearest 0.5 lbs or 0.5 kgs
- Provide detailed descriptions of the contents, including quantities, materials, and end use
- Don‘t forget to note the country of manufacture if items were produced abroad
- Include any special handling instructions to ensure your package is treated appropriately
In the transportation charges section, clearly indicate who will be responsible for shipping costs and any duties or taxes. Make sure you have communicated this with the recipient or third party beforehand.
Finally, review all fields carefully to check for any errors or missing information. Once you‘re confident everything is accurate, sign and date the air waybill.
Attaching the Air Waybill
Your completed air waybill should be placed inside a plastic FedEx pouch and affixed to your package. FedEx recommends printing at least two copies so that one can remain with the package and the other can be kept for your records.
What if you notice a mistake after printing your air waybill? FedEx does allow shippers to reprint air waybills within 12 hours of creation through their online shipping history tool.
Tracking Your Shipment
One of the most useful features of a FedEx air waybill is the ability to track your shipment from origin to destination. The 12-digit air waybill number doubles as a tracking number that both the shipper and recipient can use to check on the status of the package at any time.
Simply input the number into FedEx‘s online tracking tool or mobile app to see details like when the shipment left the origin location, arrived at customs, cleared customs, and is out for delivery. You can also sign up for text or email notifications to stay informed every step of the way.
For extra visibility, FedEx also offers a service called FedEx Priority Alert which provides proactive monitoring and intervention for sensitive or high-value international shipments.
Avoiding Common Shipping Pitfalls
While completing your air waybill accurately is a major key to successful international shipping, there are a few other factors to keep in mind.
Customs Documentation
Depending on the contents and value of your shipment, you may need to include additional documentation such as a commercial invoice, certificate of origin, or shipper‘s export declaration. Work with your FedEx representative or consult their country-specific guidelines to determine what paperwork is required.
It‘s also important to ensure that the details on your customs documents match what is listed on your air waybill. According to U.S. Customs and Border Protection, inconsistent or inaccurate paperwork is one of the top reasons for shipment delays or rejections.
Restricted Items
Certain items may be restricted or prohibited from international shipping due to country-specific regulations, international treaties, or FedEx policies. Some commonly restricted items include:
- Alcohol
- Tobacco products
- Perishable foods
- Weapons and ammunition
- Hazardous materials
- Animals and animal products
FedEx provides a global list of prohibited items on their website, but it‘s important to also check for any country-specific restrictions for your shipment‘s destination.
Packaging and Labeling
Using proper packaging materials and techniques can make a big difference in how quickly and safely your shipment arrives. FedEx offers a variety of free packaging supplies for express shipments, as well as guidelines on how to properly pack and seal your boxes.
When labeling your package, make sure to remove or cover up any old labels or barcodes to avoid confusion. Position your air waybill pouch on a flat surface and avoid placing it on a seam or edge of the package.
The Future of Air Waybills
As technology continues to advance and e-commerce becomes increasingly global, the way we handle international shipping is also evolving. In recent years, FedEx has rolled out new tools like their Electronic Trade Documents platform which allows shippers to submit customs documents digitally.
They also offer a paperless air waybill option for certain international express services, which reduces the need for printing multiple copies of the physical form. However, some countries still require a hard copy of the air waybill, so it‘s important to check the specific requirements for your shipment‘s destination.
Looking ahead, experts predict that the volume of international air shipments will continue to rise as more businesses expand globally and consumer demand for fast, cross-border delivery increases. In fact, a study by Visa and Deloitte found that cross-border B2C e-commerce is expected to reach $1 trillion globally by 2030.
To keep up with this growth, carriers like FedEx will likely continue to invest in digital solutions and automations to streamline the international shipping process. From electronic documentation to real-time tracking and beyond, the air waybill of the future may look quite different than the paper form we use today.
Conclusion
As a picky shopper myself, I know how important it is to receive my international orders quickly and without any customs holdups. And as a retail and shipping expert, I understand the critical role that properly completed air waybills play in making that happen.
By taking the time to understand each section of the FedEx air waybill and following best practices for filling it out, shippers can avoid costly delays and ensure a smooth experience for their international customers.
While it may seem like a tedious task, mastering the art of the air waybill is a skill that will serve you well as an international shipper. And with ongoing advancements in technology and automation, the process will only continue to become more efficient in the years to come.
So the next time you‘re tasked with completing a FedEx air waybill, remember the tips and insights from this guide. Your customers (and your bottom line) will thank you.
