How to Read and Fill an AWB — Step-by-Step for Beginners

Introduction

If you are new to air cargo, filling out or reading an AWB can feel intimidating. This step-by-step guide breaks the AWB into manageable parts, explains what each field means, and gives friendly tips and examples so you can prepare accurate paperwork that moves quickly through airlines and customs.

1. AWB number and issuing airline

Top of the AWB you will see the AWB number. This is your shipment’s tracking reference. It normally uses the format XXX-XXXXXXXX (three-digit airline prefix — the issuing carrier — and an eight-digit serial). Always record this number when you communicate about a shipment. Example: 123-45678901.

2. Shipper (consignor)

Enter the company or person sending the goods. Include complete address, city, country and a contact phone number or email. Practical tip: include the shipper’s tax ID or VAT number if required for customs.

3. Consignee

Enter the named receiver and a reliable contact — phone and email are helpful. If the consignee is an agent or freight forwarder, note that clearly. Missing or incorrect consignee information is one of the top causes of delivery delays.

4. Agent and issuing carrier

These fields identify the freight forwarder or agent handling the shipment locally and the airline that will carry it. If your forwarder issues the AWB, their name and IATA agent code may appear here as well as the issuing airline.

5. Airport of departure and destination

Use standard airport codes (IATA three-letter codes) where possible: for example, BKK for Bangkok, LHR for London Heathrow. These codes help automated systems and handlers route the cargo properly.

6. Flight details (if known)

Some AWBs include flight number, date and routing. If you know the flight, include it. If not, the forwarder or airline will complete it when booking the space.

7. Number of pieces, weight and dimensions

Enter the total number of packages, the gross weight (usually in kilograms) and, if requested, dimensions. Many airlines now calculate chargeable weight as the greater of actual gross weight or volumetric weight (length × width × height ÷ a volumetric divisor). Example: 3 pieces, gross 45 kg, dimensions 60×40×50 cm each. Tip: measure and weigh accurately — incorrect weights change costs and may cause reweighing delays.

8. Description of goods

Give a clear, non-generic description of the cargo (e.g., “electronic control modules,” “cotton t-shirts,” “spare engine parts”). Include the number of units per package and, when required, the Harmonized System (HS) code. Avoid vague terms like “parts” or “merchandise.” Customs officers and handlers need enough detail to classify and process the goods.

9. Nature and handling

Use this area for hazardous goods declarations, perishables, temperature control notes, or other special handling needs. If your goods are dangerous goods, the forwarder or shipper must follow IATA Dangerous Goods Regulations and include the correct UN number, proper shipping name and packing group. Example handling codes include notations for perishable goods or priority handling.

10. Charges and payment status

The AWB specifies whether freight charges are prepaid (paid by the shipper) or collect (to be paid by the consignee). It may also include breakdowns of charges like freight, fuel surcharges or security fees. Confirm payment arrangements with your forwarder in advance to avoid surprises at destination.

11. Declared value and insurance

If you declare a commercial value for carriage or insure the shipment, record that value on the AWB. Declared value affects liability limits and may be necessary for customs valuation in some countries. If you want cargo insurance, discuss it separately with an insurer — the AWB declaration alone is not an insurance policy.

12. Signature and date

The AWB acts as a contract and receipt, so authorized signatures and dates are important. Electronic AWBs may use digital confirmations instead of handwritten signatures.

Practical example — filling key fields

Suppose a small manufacturer in Ho Chi Minh City is shipping parts to a buyer in Rotterdam. A filled AWB might show: Shipper: ABC Manufacturing, HCMC; Consignee: XYZ Trading BV, Rotterdam, contact +31-10-XXXXXXX; Airport of departure: SGN; Destination: RTM; Pieces: 5; Gross weight: 120 kg; Description: "5 boxes - Automotive spare parts, non-dangerous"; Prepaid; Declared value: USD 2,500. The forwarder checks dims/weights and issues the AWB number to the shipper for tracking.

Common mistakes and how to avoid them

• Incorrect consignee details — double-check phone numbers and addresses.
• Wrong weight or volume — measure and weigh packages before booking.
• Vague descriptions — be specific and use HS codes when required.
• Missing permits — ensure any phytosanitary, export or import permits are attached.
• Improper DG declarations — if goods are dangerous, follow IATA rules strictly.

Final tips

Keep a clear copy (or e‑copy) of the AWB, note its number for online tracking, and work closely with your forwarder to ensure accuracy. If you’re unsure about any field, ask the forwarder — getting it right on the AWB saves time and money at both ends of the shipment.