How to Prepare Air Freight Documentation in Australia

When shipping goods by air—whether from Brisbane to Perth or across the globe—documentation is everything. A small paperwork error can delay your cargo, incur penalties, or even cause the shipment to be refused.

This guide covers the essential documents required for air freight within Australia, including when to use each one, how to avoid common mistakes, and tips to streamline your paperwork process.

Why Documentation Matters in Air Freight

Air freight moves fast. To keep up, your documents need to be accurate, complete, and aligned with your cargo type. Good documentation:

• Ensures smooth cargo acceptance and transit

• Complies with airline and government regulations

• Avoids customs or safety inspection delays (especially for DG or high-value goods)

• Helps tracking, billing, and insurance processing

🔗 Need a refresher on shipping routes and cargo types? Read our Air Freight Brisbane to Perth Guide.

Essential Documents for Domestic Air Freight in Australia

1. Air Waybill (AWB)

The most important document—serves as the shipping contract between the sender and carrier.

Includes:

• Shipper and consignee details

• Description of goods

• Number of packages and weight

• Declared value

• Routing and service level

• Carrier and tracking number

📝 Often generated electronically (eAWB) by your freight provider.

2. Packing List

Outlines what’s inside the shipment.

Includes:

• Description of each item

• Quantity

• Net and gross weight

• Dimensions (important for volumetric weight)

• Packaging type (box, crate, pallet)

🎯 Used to check accuracy during pickup, transit, and delivery.

3. Commercial Invoice

Even for domestic shipments, an invoice is important for:

• Insurance purposes

• Valuation of goods

• Record keeping

Includes:

• Buyer and seller info

• Goods value

• Currency

• Invoice number and date

• Payment terms (if applicable)

4. Dangerous Goods Declaration (if applicable)

Required if you’re shipping:

• Lithium batteries

• Flammable liquids (e.g. paints, aerosols)

• Corrosives or toxic substances

The shipper must complete a Shipper’s Declaration for Dangerous Goods, signed by a trained DG handler.

⚠️ Incomplete or missing DG documentation can lead to major delays or cargo rejection.

5. Temperature Control or Special Handling Instructions

If your cargo is perishable or sensitive:

• Add special handling labels (e.g. “Keep Frozen”, “Handle with Care”)

• Provide detailed instructions for storage and transit

• Include temperature loggers or indicators if required

This info is often attached externally and also shared electronically with the airline.

Additional Supporting Documents (Optional)

Common Mistakes to Avoid

• ❌ Missing AWB number or incorrect routing info

• ❌ Incomplete Dangerous Goods declaration

• ❌ Mismatched item descriptions between invoice and packing list

• ❌ Using wrong units (e.g. pounds instead of kilograms)

• ❌ Handwriting errors on paper documents—use typed or digital files

Tips to Streamline Air Freight Paperwork

• Use templates for AWBs and packing lists

• Double-check dimensions and declared weight

• Digitise your documents with cloud storage

• Work with a freight forwarder who can prepare documents on your behalf

• Book early during peak seasons to avoid last-minute documentation issues

🔗 Want to avoid costly mistakes? See our guide on choosing the right air freight service

Summary: Document Checklist

Before shipping, ensure you have:

✅ Air Waybill (AWB)
✅ Packing List
✅ Commercial Invoice
✅ DG Declaration (if needed)
✅ Special instructions (if needed)
✅ Photo proof of packaging (optional)

Final Thoughts

Air freight documentation doesn’t need to be overwhelming. With the right preparation—and an understanding of what’s required—you can avoid delays, penalties, or disruptions.