Cargo Collection From Airports: A Step-By-Step Guide

Collecting cargo from the airport can be a complex process, with many steps and stakeholders involved. The procedures can vary depending on the airport, but there are some general guidelines to follow. Firstly, contact your airline to find the exact location for cargo pick-up, as it is usually received off the main airport property. It is important to provide accurate address details, including the terminal and exact location inside the airport, as well as the contact information of a staff member who can assist with the shipment. If you are unable to be present, you will need to arrange for another person to act on your behalf. Customs documentation and procedures also need to be considered, especially for international shipments, as original receipts and declarations may be required. Tracking services offered by some companies can help you monitor your cargo's progress. Additionally, cargo handling agents play a crucial role in the process, ensuring that shipments are security-cleared, properly labelled, and ready for carriage.

Provide exact location and contact details of the person responsible for handing over the cargo

Providing the exact location and contact details of the person responsible for handing over the cargo is crucial when collecting a parcel from the airport. Here are some detailed instructions to ensure a smooth collection process:

Provide the Exact Location:

• Country: Start by selecting the country where the package will be collected. For example, if you are collecting from Heathrow Airport, you would choose the United Kingdom.
• Airport Address: Include the full address of the airport, including the terminal and level information. For instance, "Level 2, Terminal 1, Heathrow Airport." Always double-check the address by visiting the airport's official website.
• Specific Location: Specify the exact location within the airport where the package will be held. This could be the Lost and Found office, a luggage and travel accessories shop, or a specific cargo collection point.

Provide Contact Details:

• Staff Member's Name: Include the name of the staff member who will be responsible for handing over the package. For example, "John Smith, Lost and Found Office."
• Phone Number: Provide a local phone number with the correct international dialling code. For the UK, it would be "+44" followed by the area code and number, e.g., "+44 1234 567890."
• Email Address: Supply the email address of the responsible staff member or department. This allows for written communication and confirmation of collection details.
• Additional Contact Information: You may also provide alternative contact details, such as a mobile phone number or the general airport information line.

It is essential to ensure that all the information provided is accurate and up-to-date to facilitate a smooth collection process and avoid any delays or misunderstandings.

Additionally, be sure to have all the necessary documentation ready, such as identification and any relevant collection or customs forms, to expedite the handover process.

Customs documentation and procedures

Understanding Customs Procedures:

Customs procedures vary depending on the airport and the country's regulations. Before collecting cargo, it is advisable to familiarise yourself with the specific customs procedures of the airport in question. This information is usually available on the airport's website or through relevant government websites. Some airports, like Tbilisi Airport, provide a designated phone number for the Customs Department, making it easier to obtain accurate and detailed information.

Documentation Requirements:

Customs authorities require specific documentation to facilitate the smooth clearance of cargo. The necessary documents may include:

• Shipping Manifest: This document contains detailed information about the goods being transported, including their nature, quantity, and value.
• Bill of Lading: The bill of lading serves as a contract between the shipper and the carrier, outlining the terms of the shipment. It also acts as a receipt for the goods and is required by customs authorities.
• Air Waybill: The air waybill is a crucial document that provides detailed information about the shipment, including the shipper's and consignee's information, a description of the goods, and any special handling instructions.
• Customs Declaration: A customs declaration form is typically required for items being imported or exported. This form provides detailed information about the goods, their value, and the reason for their transport.
• Proof of Insurance: Customs authorities may request proof of insurance for the goods being transported, especially for high-value items.
• Permits and Licenses: Depending on the nature of the goods, you may need to present specific permits or licenses. For example, transporting hazardous materials or certain types of plants and animals may require special permits.

Providing Original Receipts:

In some cases, customs authorities may require you to provide original receipts for the goods being transported. This is particularly true for items of high value, as the receipts help verify the declared value and ensure that the correct amount of duties and taxes is assessed.

Compliance with Import and Export Regulations:

It is essential to ensure that your shipment complies with the import and export regulations of the country. These regulations outline restrictions on certain goods, such as prohibited items, quantity limitations, and any special requirements for specific types of cargo. Failure to comply with these regulations can result in delays, seizure of goods, or even legal consequences.

Role of Freight Forwarders:

Freight forwarders are companies that specialise in facilitating the transportation of goods, including handling customs documentation and procedures. They can guide you through the specific requirements of your shipment, ensure that all necessary documents are in order, and help navigate any complexities or restrictions that may arise.

By following these instructions and staying informed about the specific requirements of your chosen airport, you can effectively navigate the customs documentation and procedures when collecting cargo from the airport.

Cargo handling and safety

Cargo handling is a crucial aspect of the supply chain, encompassing the processes from the cargo's delivery at the origin airport to its loading onto the plane, and subsequently, its unloading at the destination and handover to the recipient. The following paragraphs outline the key considerations and procedures for safe and efficient cargo handling at airports.

The Cargo Master Operating Plan (MOP)

Adhering to the Cargo Master Operating Plan (MOP) is fundamental to ensuring systematic and harmonized cargo handling. The MOP comprises 19 primary processes and 78 sub-processes, encompassing five categories: booking and planning shipments, receiving and accepting cargo for shipment, preparing cargo for flight, sending shipments to flight, and unloading cargo. Each step must be meticulously followed to guarantee the safe and secure delivery of cargo.

Booking and Planning Shipments

The initial phase of cargo handling involves booking and planning shipments. This stage demands a comprehensive plan of action, including receiving shipper requests, checking security status, obtaining freight information, planning routing, arranging freight pickup, and coordinating with freight forwarders. A well-structured plan facilitates a smooth booking process and mitigates potential issues down the supply chain.

Receiving and Accepting Cargo for Shipment

The next step entails receiving and accepting cargo for transport, a complex process involving multiple stakeholders such as trucking companies, cargo handling agents, and ground handling service providers. Safety remains a paramount concern throughout this stage, emphasizing clear and accurate labelling and identification of packages. The packages themselves must be suitable for their contents, providing adequate protection during transportation.

Preparing Cargo for Flight

Once the cargo has been accepted, airport cargo and ground handling personnel are responsible for further preparations. This includes verifying security clearance, performing ready-for-carriage checks, and ensuring compliance with carrier requirements, export regulations, transit airport rules, and import regulations of the destination country. Additionally, transit cargo undergoes security checks, including X-ray screening and Explosive Trace Detection (ETD).

Sending Shipments to Flight

During this stage, loaded cargo units are transferred to a secure flight holding area, with careful consideration given to sensitive cargo, such as temperature-controlled and dangerous goods. Ramp safety protocols must be rigorously followed to prevent accidents, and all ground support equipment must be accounted for during loading and unloading processes.

Unloading Cargo

The unloading process involves fewer steps but remains subject to stringent rules and regulations. Adherence to ramp safety protocols and methodical execution of tasks are crucial to preventing accidents and maintaining efficient aircraft turnaround times. The specific steps outlined in the IATA Cargo Handling Manual (ICHM) include unloading and dispatching shipments to the warehouse and handing over shipments to forwarders.

Safety Considerations

Throughout the entire cargo handling process, safety must be the top priority for all parties involved in the air cargo supply chain. Clear and accurate labelling, proper packaging, and adherence to safety protocols during loading, unloading, and transportation are vital to preventing damage, accidents, and security breaches.

Cargo Master Operating Plan (MOP)

A Cargo Master Operating Plan (MOP) is essential for enhancing the efficiency and safety of the air cargo supply chain. Here is a detailed outline of the key components of a Cargo MOP:

The Cargo Master Operating Plan (MOP) is a comprehensive guide that outlines the processes and standards for managing air cargo transportation. It is designed to improve efficiency, safety, and harmonization across the industry. The MOP is developed by Cargo iQ, an IATA not-for-profit membership initiative, to establish and implement quality benchmarks for the global air cargo sector.

MOP Structure

The MOP documents and standardizes the entire shipment process, encompassing 19 primary procedures and 78 sub-processes, from the shipper's door to the consignee's door. These processes are categorized into five groups: Destination Forwarder, Carrier, Origin Forwarder, Shipper, and Consignee. The MOP provides a systematic framework for the air cargo industry to ensure consistent quality and security.

MOP Objectives

The MOP serves as a foundation for establishing industry standards and best practices in areas such as e-freight, security, quality, and standardization. It facilitates discussions with regulators and streamlines communication with supply chain partners. Additionally, the MOP aims to enhance the value of airfreight for customers by continuously improving processes and measuring success.

Implementation

The MOP is designed to be accessible and user-friendly for all participants in the air cargo supply chain. It is expected to evolve over time, adapting to changing requirements and industry advancements. Cargo iQ members, including major airlines, freight forwarders, and IT solution providers, collaborate to define and refine the processes outlined in the MOP.

Benefits

The MOP provides a common reference for the industry, supporting the development and implementation of new standards and practices. It assists in discussions with regulators and helps air cargo companies improve their internal processes and develop cohesive strategies with supply chain partners. The MOP promotes harmonization, quality enhancement, and regulatory compliance across the air cargo sector.

Data Collection

The MOP emphasizes the importance of data collection and analysis in air cargo planning. This includes gathering information on cargo volume, cargo operations, security, air forwarders, truck parking and movements, cargo tug traffic, ground support equipment, and fueling. Various methods, such as surveys, interviews, observations, and technology solutions, are employed to collect accurate data for effective air cargo facility planning and management.

Cargo collection by a third party

If you are unable to collect cargo in person from the airport, you can arrange for a third party to collect it on your behalf. This could be a friend, family member, or colleague. It is important to note that this person will need to be available at the airport at the specified time of collection. Here are some detailed steps to help guide you through the process of arranging cargo collection by a third party:

• Provide detailed and accurate address information: Ensure that the third party has all the necessary address details, including the terminal, exact location inside the airport, and any relevant contact information.
• Share parcel details: Share with the third party any specific details about the parcel, such as its size, weight, and any identifying marks or labels. This will help them locate and identify the parcel easily.
• Authorise the third party: Inform the relevant airport staff that your chosen third party will be collecting the cargo on your behalf. Provide the airport with the third party's full name and any necessary contact information.
• Prepare necessary documentation: If the cargo is being shipped internationally, customs documentation may be required. Work with the third party to ensure that all necessary paperwork is in order before they arrive at the airport. This may include providing original receipts or proof of the value of the goods.
• Instruct the third party on packing: If the cargo needs to be packed or repacked, provide clear instructions to the third party on how to do so securely. You can also direct them to online packing guidelines for additional help.
• Share tracking information: If possible, share tracking information with the third party so that they can follow the progress of the shipment and be at the airport at the right time.
• Communicate with the third party: Maintain open communication with the third party throughout the process. Ensure they have all the information they need and confirm that they are available on the collection date.

By following these steps, you can ensure a smooth process for cargo collection by a third party from the airport.

Frequently asked questions