Completing a Paper Air Waybill | Step by Step

To fill in an air waybill is not that much complicated process, it can be easy if you understand when to fill in and what kind of information must be typed in each single box of AWB. If this I your first time reading my articles, I suggest that you read my previous articles which give you a basic air cargo skill. My previous articles include IATA traffic conference areas, calculating chargeable weight, air cargoconsolidator and air waybill basic information. In the future, I will write about international air fright rates calculating and my articles will be in separate lessons.

 

You my heard that an air waybill is considered a non-negotiable document, that's true, this means not open for debate or modification. It can refer to the price of a good or security that is firmly established and cannot be adjusted, or a part of a contract or deal that is considered a requirement by one or both involved parties. Additionally, the term can relate to a good or security whose ownership is not easily transferable from one party to another.

 

I will explain to you the completion process of paper air waybill. To facilitate this, I will divide the airway bill format to three parts [ IATA Cargo Service Conference Resolutions 600a].

Do you remember the air waybill meaning?

The air waybill is a document which shall be either an air waybill referred to as an “airline air waybill”, with preprinted issuing carrier identification, or an air waybill referred to as a “neutral air waybill” without preprinted identification of the issuing carrier in any form and used by other than an air carrier.

It is the most important document issued by a carrier either directly or through its authorized agent. It is a contract- a legal document between a shipper and carrier detailing the type, quantity, and destination of goods being shipped. However, for it to be a valid contract, the AWB has to be signed by the shipper or his agent and by the carrier or its authorized agent. Although the same individual or organization may act on behalf of both the carrier and the shipper, the air waybill must be signed twice one each in the respective carrier and shipper boxes. Both signatures may be of the same person. This also implies that the air waybill should be issued immediately upon receipt of the goods and letter in instructions from the shipper.

 

Step by Step filling of a Paper Air Waybill

Air waybill (AWB) can be completed either manually by typewriter or by computer. Well filled air waybill (AWB) may prevent delays and inconvenience.

 

Now I will give you a full details example:

Shipment Details

Carrier Name: Delta Airlines

Shipper Details  : XYZ Trading ltd

                               Tel +962 6-xxxxxxxxx

        Al-Shmaisani

         Amman - Jordon

Consignee Details: ABC Trading  ltd

Tel +1 617 xxxxxxxx                          \

                          Beacon Street.

Boston , Massachusetts,

United States

 

Air Cargo Agent Name :  Aviation Professional Logistics , Amman

Sector (Routing)                                 : Amman (AMM)  (Jordon) to

                                                              Boston (BOS)- United State

Commodity                                         : Stationary

No of pieces                                         : 1 box

Gross weight                                       : 24.7 kgs

Dimensions                                         : 40 x 40 x 40 cm x 1

Payment                                             : All charges prepaid

Applicable rate                                  : GCR N JOD 5.38 Per kg

Chargeable weight                            : 25 kgs

Note : from Amman to Boston air cargo rate per kilo is normal rate = 5.38 JOD, more than 45 quantity rate.

Weight charge                                     : 25 kgs × JOD 5.38 = JOD 134.5

Minimum charge                              : JOD 40.300

Let us fill the air waybill together

 

Part 1 : Shipper And Consignee Details

Nice, have a look at air waybill format, part 1.

 

I will fill in the basic information, I will write another article containing more information about multi usage practices of air waybill.

Box number	Title	What to fill in
1	Airline Code Number	Insert ‘006’
2	Airport of Departure	Enter the three-letter code of the Airport of departure
3	Air Waybill Number	Enter the eight-digit –Delta Air Waybill number (12345678 - including the Mod-7 check digit) Note : It is used for delta freight tracking 006-12345678

 

 

 

Then we move to fill in the shipper details and the consignee details, including Delta Airlines' agent details

 

Box number	Title	What to fill in
4	Shipper information	The shipper’s name, address, city, postal code, country and telephone number
5	Consignee information	The consignee’s name, address, city, postal code, country and telephone number
6	Issuing Carrier’s Agent	The Carrier’s Agent name and address
7	Agents IATA Code	Enter the IATA/Cass code (as applicable)
8	Account Number	Enter the Delta Airlines' Account number (as applicable)
43	Accounting information	Only accounting information required by the participation carriers such as payment by cheque, bill of loading etc.

 

 

The example: complete air waybill format – Part 1

 

 

We finished the first part, let us move to second one to fill in flight route and carrier's information

Part 2: flight Route and Carriers Details

Good job, have a look at air waybill format, part 2.

The shipment will be shipped through the direct flying route from Amman to Boston by delta airlines. The payment method is cash in Jordanian currency ( JOD) and there is no declared value for carriage or declared value for customs and no Amount of Insurance.

 

Box number	Title	What to fill in
9	Airport of Departure	Enter the name of the departure airport (and requested routing if applicable)
10	To (by first carrier)	The Destination Airport code, or that of the first transfer airport
11	By first carrier	Enter the name of the first carrier (full name or two-digit code)
12	To (by second carrier)	The Destination Airport code, or that of the second transfer point
13	By (second carrier)	Enter the two-digit carrier code for the second carrier
14	Currency code	Enter the ISO three-letter currency code applicable to the AWB
15	Charges Codes	Enter ‘PX’ for prepaid on account, or ‘PP’ for prepaid cash
16	Weight/Valuation Charges	Insert ‘X’ in the PPD field
17	Other Charges	Insert ‘X’ in the PPD field (as appropriate)
18	Declared Value for Carriage	Enter ‘NVD’
19	Declared Value for Customs	The declared value for customs. If no value declared, enter ‘NCV’ or leave blank
20	Airport of Destination	Enter the name of the destination airport
21	Amount of Insurance	Enter ‘XXX’

 

The example: complete air waybill format – Part 2

 

Part 3 : shipment information and calculation of international air freight rates

Perfect, have a look at air waybill format, part 3.

Do you still remember the shipment information?

The commodity   is stationary, 1 box, 24.7 kgs gross weight, Dimensions 40 x 40 x 40 cm x 1, GCR Normal Rate JOD 5.38 per Kilo is the applicable air freight rate and chargeable weight after rounding is 25 kgs.        

             

Before we start filling in the part 3, do you think we need to mention the dimensions in the air waybill?

Of course, no, because the gross weight is higher for this reason, we take it as chargeable weight. If the volumetric weight is higher, we will take it and mention it on the Nature and Quantity of Goods box.

Now, we can begin.

Box number	Title	What to fill in
22	Handling Information	Only clear and concise information as required by the carriers shall be inserted (Please notify Mr.xxxxxx while arrival mobile xxxxxxxx
23	Number of Pieces	Enter the number of pieces
24	Gross Weight	Insert the Gross weight of the pieces for the applicable rate-line.
25	Weight indicator	Enter ‘K’
26	Rate Class	Enter one of the following codes (as appropriate): ‘M’ – Minimum charge ‘N’ – Normal Rate ‘Q’ – Quantity Rate ‘C’ – Specific Commodity Rate ‘R’ – Class Rate Reduction ‘S’ – Class Rate Surcharge ‘U’ – ULD, basic charge or Rate ‘E’ – ULD, additional (Pivot) Rate ‘X’ – ULD, additional information
27	Commodity Item Number	Complete this box as follows: §  When an SCR code applies, enter the 4-digit code (applicable to ‘C’ and ‘U’ rate class only) §  When a Class Rate Surcharge or Reduction applies, enter the percentage adjustment preceded by the Rate Class to which it applies (e.g. A 50% reduction on the Normal shall be expressed by N50) §  When a ULD(s) Rate applies, enter the ULD Rate Class type
28	Chargeable Weight	Insert the chargeable weight applicable to the rate-line
29	Rate/Charge	Enter the applicable Rate or Charge
30	Total	Enter the total charge applicable to each rate-line
31	Nature and Quantity of Goods	Complete this box as follows: §  Enter the description of the goods as applicable for each rate-line §  Enter the dimensions of the goods (not applicable for cargo in intact ULD(s)). If the dimensions are not known, insert ‘No Dimensions Available’ §   When a ULD(s) is used, the ULD identifier(s) (e.g. PMC12345NZ) shall be inserted on the ‘X’ rate-line §   For ULD-loaded consignments; when the number of pieces indicated in box 23 is different from the actual number of pieces, the actual number of pieces shall be shown as “…SLAC” (shipper’s load and count). This should be shown on a blank line immediately above its corresponding ULD identifier (‘X’) line
32	Total Number of pieces	If there is more than one rate-line, enter the sum of the number of pieces
33	Total Gross Weight	If there is more than one rate-line, enter the sum of the Gross weight
34	Total (Charges)	If there is more than one rate-line, enter the sum Total (Weight) Charges

 

           

Do not worry, there is some details I mentioned above, but it is not related to our example in this article. It will be covered by another article in the future.

The example: complete air waybill format – Part 3

 

Step 4 : fill in the other charges detail & Signatures

Excellent, have a look at air waybill format, part 4.

In addition to the air freight rate, there is other charges but will not be covered in this article.

Let us continue.

Box number	Title	What to fill in
35	Prepaid Weight Charge	Transpose the Total Weight Charges into this box
36	Other Charges due Agent	Enter any ‘other charges’ due Agent. These should be specified in the box to the right using correct codes
37	Other Charges due Carrier	Enter any ‘other charges’ due Carrier. These should be specified in the box to the right using correct codes
38	Total Prepaid Amount	Enter the sum total of the Air Waybill charges
39	Shipper’s certification	Signature of the shipper or his agent (printed, signed or stamped)
40	Execution Date	Enter the execution date for the AWB in sequence day, month (alphabetical) & year. (Month can be abbreviated)
41	At (place)	Insert the place of AWB execution (Airport or City)
42	Issuing Carrier or Agent	Enter the signature of the issuing Agent

 

 

The example: complete air waybill format – Part 4

 

We finish filling the air waybill

 

Conclusion

In international carriage, it must be one individual air waybill for each consignment unless a shipment record is to be created (master air waybill with house air waybills manifest).  Also, no carrier shall execute the air waybill or carry any part of a consignment until the complete consignment has been received. it is about aviation security and shipping good practices.

Air waybill is the most important shipping document. It is a contract- a legal document between a shipper and carrier detailing the type, quantity, and destination of goods being shipped. However, for it to be a valid contract, the AWB has to be filled correctly, then signed by the shipper or his agent and by the carrier or its authorized agent.

 

Thank you for reading