Shipping a pallet from A to Z: Air freight for beginners

Step 1: The foundation for shipping a pallet: choose the right pallet

Everything starts with a solid foundation. A wrong or damaged pallet is the fastest route to damage and rejection. Airlines are extremely strict about this.

• The standard: Choose a Europallet (120x80 cm). It's sturdy, efficient, and universally accepted.
• The 30-second inspection: Always perform one. Check for cracks and protruding nails.
• ISPM 15 stamp: Crucial for exports outside the EU. This proves the wood has been treated against pests. Without this stamp, your shipment simply won't clear customs. Period.

Step 2: Stack safely and stably

How you stack determines the safety of your shipment. Sloppy stacking isn't a risk; it's a guarantee for disaster.

• Heavy on the bottom: Place the heaviest goods at the bottom and the lighter ones on top for a low center of gravity and to prevent tipping.
• Stack in columns: Always place boxes directly on top of each other (in a columnar stack). The corners of a box are its strongest points; this reduces the risk of collapse by as much as 50%.
• Avoid overhang: Never let boxes extend beyond the edges of the pallet. Even a few centimeters dramatically reduces the load-bearing capacity and will almost certainly lead to rejection or extra costs.

Step 3: Secure the load tightly

Loose boxes are not a shipment; they are a stack waiting to topple over. Shrink wrap transforms your boxes into a single solid block.

The technique is everything: start at the bottom and anchor the wrap to one of the pallet blocks. Wrap tightly upwards with a 50% overlap. The most important step is to secure the load to the pallet itself. This prevents the entire stack from sliding off the pallet during an abrupt movement. For heavy (>750 kg) or unstable loads, strapping is a must for extra stability.

Step 4: Calculate your air freight transport costs

Airlines charge based on weight OR volume, and they always choose the higher of the two. This is called 'chargeable weight' (chargeable weight). An aircraft has both a weight limit (kg) and a space limit (m³). This formula ensures they get paid for both, whether you're shipping lead or feathers.

• The formula: (Length x Width x Height in cm) / 6000 = Volumetric weight in kg.
• Example: Your pallet is 120x80x100 cm and weighs 150 kg. The calculation is (120x80x100)/6000 = 160 kg. Because 160 kg (volume) is higher than 150 kg (actual weight), you pay for 160 kg.

On the Cargoplot platform, we are transparent about this. Enter the dimensions and weight, and our calculator instantly shows the chargeable weight and the all-in price. This way, you know exactly what your air freight transport costs will be, with no surprises later.

Step 5: Arrange the documentation and labels

Your pallet is physically perfect. The last hurdle is the paperwork.

• Labeling: Ensure every individual box has an address label. Additionally, apply a main shipping label to at least two sides of the wrapped pallet.
• Essential documents: You need an Air Waybill (AWB) and a Commercial Invoice. Filling out an AWB manually is prone to errors. On our platform, you enter the details, and we generate the documents for you with a single click.

Summary: Get a grip on your shipment

Shipping a pallet doesn't have to be complicated. By focusing on the right pallet, stable stacking, and the correct calculation of your air freight transport costs, you remain in control. With the right preparation and documentation, you ensure a smooth process without unexpected surcharges or delays at customs.

Frequently asked questions about shipping a pallet

What is the difference between actual weight and chargeable weight in air freight?

Airlines charge based on the higher of two values: the weight on the scale (actual) or the volume converted to kilos (chargeable). The standard formula for volumetric weight is (L x W x H in cm) / 6000.

Why do I need an ISPM 15 stamp on my pallet?

For exports outside the EU, the ISPM 15 stamp is mandatory to prove that the wood has been treated against pests. Without this stamp, your shipment will often be refused by customs.

Can my load overhang the edge of the pallet?

No, overhang significantly reduces the stack's load-bearing capacity and increases the risk of damage. Airlines often reject pallets with overhang.

How much does air freight transport for a pallet cost?

The total air freight transport costs for shipping a pallet depend on the destination, the chargeable weight, and current surcharges. You can easily calculate this by entering the dimensions and weight into the calculator.

What components make up the total air freight transport costs?

Besides the base rate, costs often include fuel surcharges (BAF), security surcharges, customs documentation, and handling fees at the airport.

How can I save on the costs of my pallet shipment?

You can reduce air freight transport costs by stacking boxes in columns and avoiding empty space. This keeps the volumetric weight as low as possible, which directly impacts the final price.