Complete IATA guide for your air cargo operations
Formulas, IATA rules, cargo categories, and best practices to secure your shipments and billing workflow.
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Introduction
This guide helps you structure air freight operations using IATA best practices and real customer requirements.
It covers the full cycle: qualification, quotation, documentation, execution, and compliance control.
Section goals
- Calculate chargeable and volumetric weight correctly.
- Identify cargo categories and operational constraints.
- Build clear, auditable, and compliant invoices.
Volumetric weight
Standard IATA formula:Length x Width x Height (cm) / 6000.
The billed weight is the higher value between actual weight and volumetric weight.
Core principle
Standard IATA formulas
Method 1 — centimetres
Example: 100 × 80 × 75 cm → (100×80×75)÷6000=100 kg
Method 2 — cubic metres
Example: 0.6 m³ × 167=100.2 kg
Sample comparison
| Dimensions | Actual | Volumetric | Chargeable | Note |
|---|---|---|---|---|
| 50×40×30 cm | 15 kg | 10 kg | 15 kg | No bump |
| 100×80×75 cm | 80 kg | 100 kg | 100 kg | +20 kg vs actual |
Cost tips
1. Model before packing
Check volumetric exposure early.
2. Compress soft goods
Vacuum bags help on textiles.
3. Split bulky units
Disassemble when possible.
Cargo categories
Classify goods before quoting to avoid pricing and documentation errors.
- General cargo
- Perishable
- High value
- Sensitive / fragile
- Dangerous (DGR)
Each category may require specific surcharges, labels, and supporting documents.
Air freight requires precise classification of goods to ensure safety and compliance with international regulations.
General Cargo
| Type | Description | Examples | IATA Code |
|---|---|---|---|
| GCR | Standard general cargo | Textiles, electronics, mechanical parts, plastics | - |
| COL | Fragile or bulky goods | Furniture, works of art, large equipment | - |
| VAL | High-value goods | Jewelry, precious metals, currency, valuable documents | VAL |
Special Categories with IATA Code
DGR - Dangerous Goods
Code:DGR (Dangerous Goods Regulations)
Explosive, flammable, toxic, radioactive, and corrosive materials across 9 classes.
PER - Perishable Cargo
Code:PER (Perishable Cargo)
Fruits, vegetables, flowers, meats, dairy products, temperature-sensitive medicines.
AVI - Live Animals
Code:AVI (Live Animals)
Dogs, cats, birds, fish, reptiles, farm animals, insects.
HUM - Human Remains
Code:HUM (Human Remains)
Human remains, funeral ashes, organs for transplantation.
Other Important Categories
| Code | Category | Description | Requirements |
|---|---|---|---|
| EAT | Food Products | Non-perishable food products | Sanitary certificates |
| MAG | Magazines & Journals | Periodical publications | Content declaration |
| VUN | Vulnerable Cargo | Cargo requiring special attention | Delicate handling |
| AOG | Aircraft On Ground | Urgent parts for grounded aircraft | Maximum priority |
In the Keitata System
When creating an air freight invoice, you must:
- Select the appropriate cargo category
- Indicate the IATA code if applicable (DGR, PER, AVI, etc.)
- Attach required documents according to the category
- Apply specific surcharges (DGR, temperature-controlled, etc.)
Dangerous goods
DGR shipments require strict checks on UN classes, packaging, and labeling.
- Validate shipper declaration for dangerous goods.
- Confirm aircraft compatibility (passenger/cargo).
- Verify quantity limits and supporting documents.
Mandatory training
Dangerous goods require valid IATA DGR training and compliant processes. Non-compliance can mean fines, prosecution, or carriage bans.
The nine hazard classes (overview)
- Class 1 — Explosives
- Class 2 — Gases (flammable, non-flammable, toxic)
- Class 3 — Flammable liquids
- Class 4 — Flammable solids; spontaneous combustion; dangerous when wet
- Class 5 — Oxidisers and organic peroxides
- Class 6 — Toxic and infectious substances
- Class 7 — Radioactive material
- Class 8 — Corrosives
- Class 9 — Miscellaneous (e.g. lithium batteries, CO₂ solid, strong magnets)
Mandatory DGR paperwork
- Shipper’s Declaration for Dangerous Goods (DGD)
- Valid DGR certificate (recurrent training)
- Safety data sheets (SDS)
- Correct marks, labels, and packing instructions (PI)
Keitata checklist
- Flag DGR on the air freight invoice.
- Enter UN number, class/division, packing group.
- Attach DGD and SDS.
- Let the system apply DGR handling surcharges.
Special cargo
Some cargo types need dedicated booking, handling, and monitoring flows.
- Live animals
- Pharma and cold-chain cargo
- Artwork and sensitive equipment
- Out-of-gauge shipments
Always document the key constraint: temperature, security, urgency, or fragility.
These commodities need extra booking, equipment, certifications, or monitoring.
Perishables (PER)
Cold chain, hygiene certificates, fast connections, clear temperature targets (+2 °C to +8 °C, −18 °C frozen, etc.).
Live animals (AVI)
IATA LAR crates, ventilation, feeding intervals, vaccination records, CITES when applicable.
Food (EAT)
Non-perishable foodstuffs still need sanitary certificates and compliant labelling.
Valuables (VAL)
Discrete packing, secure storage, declared value, insurance.
In Keitata
Select PER / AVI / VAL codes, attach certificates, and let surcharges apply automatically based on your pricing rules.
Documentation
Complete documentation prevents delays and customs issues.
- Air Waybill (AWB)
- Commercial invoice
- Packing list
- Destination/product specific certificates
Tip: keep weights, quantities, and descriptions consistent across all documents.
Clean paperwork prevents customs holds and billing disputes.
1. Air Waybill (AWB)
Contract of carriage: parties, airports, commodity description, weights, declared value, conditions.
2. Commercial invoice
HS codes, quantities, currency, Incoterms®, origin country — must match physical cargo.
3. Packing list
Per-carton contents, net/gross weights, marks & numbers.
4. Certificates
Origin, sanitary, phytosanitary, veterinary — depends on lane and commodity.
Keitata
Upload PDFs/JPEGs alongside the invoice; generated AWB and invoice PDFs stay in the shipment record.
Pricing
Build pricing transparently: freight base + surcharges + service fees + margin.
- Freight rate (chargeable kg)
- Fuel and security surcharges
- Handling, documentation, and last-mile fees
- Taxes depending on applicable regime
Always show a clear surcharge breakdown to improve customer trust and validation speed.
Air freight price=base rate + mandatory surcharges + optional services + margin.
Base freight
Rate × chargeable kg. Common break points: minimum, −45, +45, +100, +300, +500 kg (example scale).
Typical surcharges
- Fuel (FSC)
- Security (SSC)
- AWB / documentation
- Screening / X-ray
- AMS / ICS filings when required
Worked example (illustrative)
Chargeable 200 kg, base USD 5/kg → USD 1 000; +20% fuel; +USD 0.40/kg security; +AMS/AWB/screening → illustrate a transparent breakdown on the invoice.
Keitata
Store lane-specific rate ladders, auto-pick chargeable weight, apply configurable surcharges, convert currencies, and keep quote history.
IATA regulations
Apply IATA standards and local regulations to ensure compliance and traceability.
- Follow current editions (DGR, TACT, and related resolutions).
- Update internal procedures on a regular basis.
- Archive operational and commercial evidence properly.
Compliance should be enforced at invoice creation stage, not only before flight departure.
Combine IATA manuals with national security and customs rules.
IATA DGR
Classification, packing, marking, documentation, operator variations.
IATA LAR / PCR / TACT
Animals, perishables, tariff & rules references — always use the current edition.
Customs & trade
- Incoterms® — clarify cost/risk transfer (FCA, CPT, DAP, DDP…).
- HS codes — drive duty rates; must align on invoice, AWB, and filings.
Security
- 100% cargo screening where required.
- Known consignor / regulated-agent programmes can streamline acceptance.
Keitata
Use validation prompts for missing documents, HS checks, and DGR data before invoicing.
System workflow
Recommended Keitata workflow for smooth execution:
- Qualify customer request and collect shipment data.
- Calculate chargeable weight and prepare quotation.
- Create invoice and complete internal validation.
- Track shipment, record payment, and report performance.
Typical Keitata flow for air freight billing.
Create an air freight invoice
- Customer & delivery references.
- Origin/destination airports, service level, dates.
- Pieces: count, actual kg, L×W×H (cm), packaging type.
- Commodity family, description, declared value, HS if known.
- Options: insurance, temperature service, customs, express.
- System derives volumetric & chargeable weight, applies tariffs & surcharges.
By commodity type
- GCR — standard data entry; volumetric alerts automatic.
- DGR — UN number, class, packing group, upload DGD & SDS.
- PER / AVI — temperature or animal specifics + certificates.
Need help?
Use this guide, contact support@keitata.com, or request training.
Ready to take action?
Use this guide to make your calculations, documents, and operational decisions more reliable.
Operational tip
Always validate volumetric weight and cargo category before confirming the final price with the customer.
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