Air freight quotes are not always what they seem. A low base rate can quickly become an expensive invoice once surcharges, handling fees, and destination charges are added. For SMEs without dedicated logistics teams, this lack of transparency is one of the most frustrating parts of working with a freight forwarder.
Understanding the components of an air freight quote does not require a logistics degree. It requires knowing what questions to ask and what a complete, honest quote looks like.
What is actually in an air freight rate
Most air freight rates quoted by forwarders are airport-to-airport base rates. They cover the main carriage cost from origin airport to destination airport. That is often where the simple part ends.
On top of the base rate, you will typically encounter some or all of the following:
- Fuel surcharge (FSC) — adjusts weekly or monthly based on jet fuel prices. This can represent a significant portion of total freight cost and fluctuates with global energy markets.
- Security surcharge (SCC) — covers cargo screening and security protocols at airports. Relatively stable and usually small.
- Terminal handling charges (THC) — charged at origin and destination airports for loading, unloading, and handling of cargo. Destination THC can be substantially higher than origin THC.
- Customs clearance fees — charged by the customs broker for filing the declaration. Separate from import duties and VAT.
- Import duties and VAT — calculated based on the declared value and HS code of your goods. Not always included in quotes and sometimes significantly underestimated.
- Last-mile delivery — road transport from the airport to your facility. Often quoted separately or not at all.
- Peak season surcharge (PSS) — applied during high-demand periods. Not always flagged in advance.
A quote that shows only a base rate is incomplete. Always ask for an all-in price that includes every surcharge, handling fee, and destination cost. If a forwarder cannot give you that, they are either unable to plan the shipment properly or choosing not to show you the full picture.
Chargeable weight: the calculation that catches people out
Air freight is not charged purely on actual weight. Airlines charge based on chargeable weight, which is the higher of the actual gross weight and the volumetric weight of your shipment. Volumetric weight is calculated by multiplying the dimensions of your cargo in centimetres and dividing by a standard factor of 6000.
This means a large, lightweight shipment such as packaging materials or foam components can cost significantly more than its actual weight suggests. A box measuring 100 x 80 x 60 centimetres has a volumetric weight of 80 kilograms regardless of what is inside it. If the actual weight is 20 kilograms, you pay for 80. Understanding this before you ship helps you plan more accurately and sometimes reconsider packaging choices.
What transparent pricing actually looks like
A trustworthy freight forwarder provides a quote that clearly separates each cost component, states which surcharges are estimates versus fixed, and flags that fuel surcharges may change between quote and shipment. They should be able to give you a total landed cost estimate that includes all charges from origin to delivery at your premises.
They should also be upfront about the chargeable weight calculation and confirm it with you before booking. Billing intelligence tools, like those used at BYR Logistics, compare shipment events against invoice line items to catch discrepancies before they reach you.
Practical steps to protect yourself
- Always request an all-in quote, not just a freight rate.
- Ask your forwarder to confirm the chargeable weight before the shipment is booked.
- Clarify which surcharges are fixed and which may change between quote and invoice.
- Get the customs duty and VAT estimate in writing before importing.
- Review invoices against the original quote. Unexplained charges should always be questioned.
The bottom line
Transparent pricing in freight forwarding is not complicated. It means showing you all the costs, explaining how they are calculated, and not surprising you with line items that were never discussed. If your current forwarder cannot or will not provide this level of clarity, the problem is not the industry. It is the forwarder.
Pricing with
no surprises.
BYR Logistics provides clear, all-in quotes. Every charge itemised. Every invoice checked against shipment data before it reaches you.
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