AWB Best Practices and Common Mistakes for Beginners

For anyone new to air cargo, the AWB is central to moving goods quickly and cleanly. Small errors on an AWB or misunderstandings about how it works are common causes of delays, extra costs and disputes. This guide shares friendly, practical best practices and highlights common mistakes so you can handle AWBs confidently.

Best practices when preparing or using an AWB:

• Verify names and addresses: Ensure shipper and consignee details are accurate, complete and match commercial invoices. Incomplete or incorrect consignee addresses are a leading cause of delivery delays.
• Use clear commodity descriptions: Describe goods precisely (e.g., "women's cotton T-shirts, packed in cartons") rather than vague terms like "clothing." Customs authorities rely on accurate descriptions to classify shipments and assess duties.
• Confirm weights and dimensions: Provide accurate gross weight and dimensions for each piece. Airlines use this data to calculate freight charges and allocate space; wrong measurements can result in reweighs, reclassification and additional charges.
• Check the AWB number format: Make sure the AWB number has the 3-digit airline prefix and the 8-digit serial. Use the full number when tracking (e.g., 618-12345678). The prefix identifies the airline carrier responsible for the MAWB.
• Declare value and insurance: If the cargo has a high value, state the declared value for carriage on the AWB and arrange cargo insurance separately; declared value affects carrier liability limits, which are often lower than full commercial value.
• Understand Incoterms and responsibilities: Know whether you’re the shipper or consignee and which party arranges freight and customs (common Incoterms like EXW, FOB, CIF change who handles what).
• Use correct handling and DG codes: If shipping dangerous goods, fill in the DG sections accurately and attach required DG documentation. Mis-declared DG is a safety risk and a regulatory breach.
• Keep copies and digital records: Retain the AWB number, copies of the AWB (paper or e-AWB confirmation), and related documents in a centralized file for claims and audits.
• Coordinate with your forwarder: If a freight forwarder issues a HAWB, confirm the MAWB number with them. When shipments are consolidated, forwarders handle many operational steps and must provide MAWB/HAWB references for tracking.

Common mistakes and how to avoid them:

1. Wrong consignee contact details
2. Many shipments are delayed because the consignee’s phone number or email is missing or incorrect. Always double-check contact details and consider adding a local delivery contact to speed last-mile delivery.
3. Inaccurate weights or dimensions
4. Under-reporting weight or dimensions to save costs can lead to reweighs and recalculation of charges, fines or refusal of carriage. Measure and weigh accurately at origin.
5. Vague commodity descriptions
6. Using non-specific descriptions can trigger customs queries, holds or misclassification. Use clear HS codes where possible and include invoice details that match the AWB description.
7. Missing export or import documentation
8. Even the best AWB can’t clear customs without required invoices, licenses or certificates. Prepare commercial invoices, packing lists and any permits in advance and attach or reference them where the AWB system allows.
9. Failure to note special services
10. If you need temperature control, priority handling, or door delivery, indicate these clearly on the AWB and confirm charges and availability with the airline or forwarder to avoid surprises.
11. Assuming AWB equals insurance
12. The AWB documents carriage and may note declared value limits, but it does not replace cargo insurance. Obtain separate insurance when needed and check coverage terms carefully.

Troubleshooting and follow-up tips:

• Track early and often: Use the AWB number to check status with the airline, forwarder and tracking platforms. Early awareness of exceptions prevents surprises on arrival.
• Contact the right party: If the issue involves customs clearance or the shipment is part of a consolidation, contact the forwarder (HAWB issuer). For carrier handling or flight issues, contact the airline using the MAWB number.
• Document everything for claims: If damage or loss occurs, keep photos, packing lists, invoices and the AWB. Follow the carrier or forwarder’s claim procedures promptly—many have short time limits for notification.
• Use e-AWB where possible: It speeds processes and reduces paper errors. Ensure your forwarder and the airline support e-AWB on the route in question.

Checklist for creating or reviewing an AWB (quick):

• Correct shipper/consignee names and contacts
• Accurate weight, dimensions and number of pieces
• Clear commodity description and HS codes where applicable
• Declared value and insurance decisions documented
• Special handling and DG declarations completed
• AWB number recorded and shared with all relevant parties

By following these friendly, practical guidelines and avoiding common mistakes, beginners can use AWBs to keep air shipments moving smoothly. The AWB is small in size but big in operational importance—get it right and you’ll save time, money and headaches.