Calculating air freight costs:
which factors determine the rate?

The cost of air freight can vary widely. Even comparable air freight shipments can have significantly different rates. Many companies only find this out when a quote turns out higher than expected or when additional costs arise during transport. Think of non-standard dimensions, incorrect documentation, dangerous goods, or limited capacity on a specific route.

Air freight is often used for time-critical shipments, meaning there is little room to correct errors afterward. Once a shipment is booked, many costs can no longer be influenced. That is why it is important to understand the breakdown of the air freight rate beforehand.

Van Thiel Transport verifies your shipment details prior to booking, ensuring you know what costs to expect and preventing surprises during transport as much as possible.

How are air freight costs calculated?

Many companies look for a fixed air freight price, want to calculate their air freight costs, or compare different air freight rates. However, air freight does not have a fixed price. The air freight rate is calculated based on multiple factors, such as:

Weight of the shipment

The weight of the goods often forms the basis of the transport rate. Generally, the heavier the shipment, the higher the costs.

Volumetric weight

In air freight, it is not just the weight that counts, but also the space a shipment occupies. A large, lightweight shipment can therefore be more expensive than a small, heavy one. In such cases, airlines calculate costs using volumetric weight.

Dimensions

Non-standard dimensions can impact the available cargo space and the choice of aircraft. This can lead to additional charges.

Destination

Air freight to China, America, or India carries different rates than transport within Europe. Available capacity, airport fees, and the chosen route play a major role here.

Urgency

When goods need to be transported urgently, fewer flight options are typically available. As a result, rates are generally higher.

Type of goods

Batteries, machinery, chemicals, or other goods subject to additional regulations often require extra inspections, documentation, or surcharges.

What cost items are included in air freight?

The total cost of air freight consists of more than just airport-to-airport transport, including:

• Air freight rate
• Fuel surcharges
• Security fees
• Air Waybill (AWB)
• Terminal handling charges
• Customs clearance
• Import duties/clearance fees
• Pre-carriage (pickup from the supplier)
• On-carriage (delivery to the final destination)
• Potential storage fees

Because these factors vary per shipment, there is no standard rate for air freight. A low transport rate can ultimately turn out more expensive if additional costs are not factored in beforehand.

Why air freight sometimes becomes more expensive than expected

Extra costs often arise even before an air freight shipment departs. Common causes include:

Incorrect documentation:

A missing commercial invoice, wrong HS code, or incomplete description can lead to additional inspections, delays, and storage fees.

Incorrect classification of goods

Not all goods can be transported under the same conditions. Goods such as batteries, accumulators, or other dangerous goods fall under specific regulations. If it turns out afterward that these were not classified correctly, the booking may need to be adjusted. This can affect rates, documentation, and flight options.

Dangerous goods

Goods such as batteries, lithium-ion accumulators, or certain types of machinery fall under dangerous goods regulations. These goods require additional inspections, certification, and sometimes more expensive flight options. If this is not taken into account beforehand, air freight costs can turn out higher.

Capacity shortages

During peak seasons, available cargo space can be limited. This can cause air freight rates to rise within a short period.

Late bookings

When an air freight shipment is booked shortly before departure, less capacity is available. This often has a direct impact on the rate.

Storage fees

If a shipment cannot be processed immediately due to missing documents or additional customs inquiries, storage fees can accumulate rapidly.

Incoterms

Unclear agreements regarding Incoterms can result in handling, transport, or customs costs unexpectedly falling on the recipient.

How Van Thiel Transport keeps a grip on air freight costs

To prevent unexpected air freight costs, we verify every shipment before it is booked for:

• Dimensions and weight
• Commercial invoices
• HS codes
• Customs documentation
• Packaging requirements
• Applicable dangerous goods regulations

We also always advise you on Incoterms, transport routes, and the most efficient shipping method for your shipment. This way, you know what costs to expect beforehand and prevent errors from only becoming visible when the shipment is already en route.

What does air freight cost on average

The costs of air freight vary per shipment and depend on multiple factors, such as weight, dimensions, destination, type of goods, and customs formalities. An urgent shipment from China carries different rates than a regular air freight shipment within Europe. That is why Van Thiel Transport does not work with standard prices; instead, we calculate your air freight costs on a tailormade basis, tailored to your shipment and preferred schedule.