Collecting Shipments: Navigating Airport Logistics Efficiently

Collecting a shipment from the airport can be a daunting task, especially if you've never done it before. The process can vary depending on the airport and the type of shipment, but there are some general steps you should follow to ensure a smooth collection. Firstly, it's important to have all the necessary paperwork, such as customs documentation and original receipts, as this will be required during the security checks. You should also bring identification and be prepared to pay any associated fees. Knowing the exact location of your package within the airport is crucial, so be sure to provide detailed address information, including the terminal, office location, and contact details of a staff member who can assist. It's also a good idea to allow ample time, as there may be unexpected delays due to the busy nature of airports.

Provide exact location and contact details

The most important step when scheduling a parcel collection from an airport is providing all the details needed for the courier to reach the collection place. This includes the exact location where your package will be held and the contact details of the person responsible for handing it to the courier driver.

Provide the full address, including the terminal, office location, and any other relevant details. For example:

• Country: Choose the country of pick-up/delivery. For example, the United Kingdom.
• Receiver: Add the name of the Lost and Found office at the airport, followed by the name of the staff member handling your package. For example, Airport Lost and Found desk (After Security), (lost property for) John Turner.
• Address: Include the airport address and terminal. For example, Level 2, Terminal 1, Heathrow Airport.
• Zip/Post code: Provide the correct zip/post code. For instance, TW6 1AP.
• Town/City: Add the full name of the town or city. For example, Longford.
• Phone number: Provide a phone number with the correct area code. For instance, +44(country code) XXX XXX XXXX.

Please note that courier services are not obliged to contact you by phone, and if they do, they will only call local phone numbers.

Customs documentation and procedures

Customs Documentation:

• Accurate and Complete Information: Ensure that all required documents are correctly filled out and no information is missing. These documents typically include the bill of lading, commercial invoice, packing list, and certificates of origin. Inaccurate or incomplete information can lead to delays and compliance issues.
• Harmonized System (HS) Code: Each product has a specific HS code that determines its customs classification. Correctly identify and declare the HS code for your cargo, as it will impact the applicable customs duties and taxes.
• Original Receipts: In some cases, you may need to provide original receipts or proof of purchase to verify the value of the goods. This is especially important when shipping excess luggage or parcels from overseas.
• Restricted and Prohibited Items: Be aware of any restrictions or prohibitions on certain items. Some goods, like controlled substances or hazardous materials, may require special permits or may be entirely prohibited from being shipped.
• Customs Declarations: Ensure that customs declarations are submitted accurately and on time. These declarations provide detailed information about the shipment, such as the nature and value of the goods, quantity, country of origin, and intended use. Late or incomplete declarations can result in delays and penalties.
• Airway Bill (AWB): The AWB is a crucial document that serves as a contract of carriage and provides details of the shipment, including the shipper, consignee, and flight information.
• Commercial Invoice: This document contains transaction details such as the value and description of the goods, and is used for customs valuation.
• Packing List: A packing list provides a detailed inventory of the contents of each package or container in the shipment.
• Certificate of Origin: This document verifies the country of origin of the goods and is essential for determining applicable trade agreements and tariffs.
• Proof of Origin: This document certifies that the goods included in the consignment originate from a particular country or territory. It is usually declared with the Single Administrative Document (SAD) for customs clearance.
• Entry Summary Declaration (ENS): The ENS contains advance cargo information and allows customs to conduct a risk analysis for security purposes. It must be lodged with the first customs office of entry to the EU by the carrier of the goods, within specified time frames depending on the mode of transport.

Customs Procedures:

• Customs Clearance: Customs clearance is the process of obtaining authorization from customs authorities for the entry or exit of goods from a country. It involves a series of checks, procedures, and documentation to ensure compliance with the country's laws and regulations.
• Customs Broker: Engaging a customs broker or a licensed customs agent can simplify the customs clearance process. They can guide you through the complexities of import and export regulations, documentation requirements, and compliance.
• Examination and Inspection: Customs authorities may conduct physical inspections, x-ray screenings, or laboratory testing of the goods to verify the provided information and ensure compliance with regulations.
• Duty and Tax Assessment: Customs authorities will assess and calculate the applicable duties, taxes, and fees based on the classification, value, and type of goods being imported or exported.
• Payment and Clearance: The importer is responsible for paying the assessed duties, taxes, and fees. Once payment is made, customs authorities will issue a customs clearance certificate or release order, allowing the goods to proceed to their final destination.
• Temporary Storage: When goods arrive at the customs office, they are typically placed into temporary storage under customs supervision until they are assigned a specific customs procedure or re-exported. This storage period is usually limited to a maximum of 90 days.
• Release for Free Circulation: This procedure involves fulfilling all import formalities so that the goods can be sold on the Union market. It includes paying applicable tariff duties and charges, presenting import licenses and authorizations, and making customs declarations.
• Customs Warehousing and Free Zones: Non-Union goods may be stored in designated areas, such as customs warehouses or free zones, without being subject to import duties and charges. Goods in these areas can undergo simple operations such as processing and repacking.
• Temporary Admission: Non-Union goods can enter the EU without import duties if they are intended for re-export without any changes. The maximum period for temporary import is usually two years.
• Inward and Outward Processing: Inward processing allows goods to be imported and processed under customs control without immediate duties and taxes, with the understanding that the finished products will be exported. Outward processing involves temporarily exporting Union goods for processing and then releasing them for free circulation with potential relief from import duties.

Tracking

• Real-time tracking: Modern technology has made it possible to track shipments in real-time. GPS technology allows you to monitor the location of your shipment at any given moment. This transparency helps you plan and prepare for the arrival of your goods.
• Condition monitoring: Tracking technology can also monitor the conditions in which your shipment is stored. This is especially important for temperature-sensitive items like pharmaceuticals and perishable goods. By ensuring that your shipment is stored at the correct temperature, you can minimise the risk of damage or spoilage.
• Security: Airport-to-airport shipping often involves multiple security checks and paperwork verification processes. Tracking your shipment helps you stay informed about the status of your goods at each stage of the journey. This includes knowing when your shipment has cleared security and customs checks.
• Transit time: Transit time refers to the interval from when the cargo is loaded at the origin airport to when it is unloaded at the destination airport. Accurate transit time estimates are crucial for efficient planning and preparation. Online calculators can help you estimate transit times based on factors like distance, air traffic, and clearance times.
• Delivery estimates: In addition to transit time, you should also consider delivery estimates. This includes the time taken for last-mile delivery, which is the final stage of the delivery process where the shipment reaches the consignee.
• Disruptions: It is important to be aware of potential disruptions that can impact the delivery timeline. These include traffic jams, fuel shortages, labour issues, high demand, airport closures, and other unforeseen events. Staying updated on the status of your shipment can help you anticipate and mitigate the impact of such disruptions.
• International considerations: When dealing with international shipments, it is important to consider the different regulations and procedures involved. Customs clearance and documentation requirements vary across countries, and understanding these in advance can help you avoid delays.

Arrange for collection by a third party

If you are unable to collect your shipment from the airport in person, you will need to arrange for a third party to act on your behalf. This could be a friend, family member, or colleague, or you could hire a third-party logistics company to manage the collection for you. Here are some important things to consider when arranging for a third party to collect your shipment from the airport:

• Provide detailed instructions: Ensure that you give the third party clear and detailed instructions on where and when to collect the package. Include the exact location within the airport, such as the terminal, level, and office or desk from which the package will be collected.
• Share necessary documentation: If the third party will be collecting the package on your behalf, they may need certain documents, such as an authorisation letter or a copy of your ID. They may also need to present their own ID when collecting the package.
• Consider customs documentation: If the shipment is coming from an international location, customs documentation and procedures will need to be addressed. Provide the third party with any necessary documentation, such as original receipts or proof of the value of the goods.
• Communicate with the airport staff: Provide the contact information of a staff member at the airport who can assist with the shipment. This will be helpful if there are any issues or delays with the collection.
• Opt for a third-party logistics company: If you prefer a more hands-off approach, consider hiring a 3PL (third-party logistics) company. These companies specialise in managing shipments and can handle all aspects of the collection, including tracking, customs clearance, and delivery to your desired location.
• Understand the advantages of 3PL: Using a 3PL company can offer cost savings, reduced overhead, and peace of mind. They have the necessary networks and operational knowledge to ensure efficient and reliable collection.

Remember to choose a trustworthy third party to ensure the safe and timely collection of your shipment from the airport. Clear communication and providing all the necessary information will help ensure a smooth collection process.

Prepare for fees and paperwork

When collecting a shipment from the airport, it's important to be aware of the various fees and paperwork requirements that may be involved. Here are some things to keep in mind:

• Customs Duties: These are taxes imposed by governments on imports, and they vary by country and by item. It is the importer's responsibility to pay any applicable customs duties.
• VAT or GST and Import/Export Fees: In addition to customs duties, you may also need to pay value-added tax (VAT) or goods and services tax (GST) on the value of your shipment, as well as other import or export fees.
• Fuel Surcharges: If you are using air freight, there may be additional fuel surcharges to cover fluctuating fuel costs.
• Security Fees: Airport freight security fees may also be included in your overall costs.
• Terminal Handling Charges: If your shipment is being processed at an airport terminal, you may be charged terminal handling fees.
• Documentation Fees: Your freight forwarder may charge documentation fees for preparing and managing your shipping documents.
• Customs Broker Fees: If you hire a customs broker to clear your goods through customs, you will need to pay their fees.
• Storage Charges: If your goods are not collected within a certain timeframe, you may be liable for storage charges at a warehouse.
• Other Surcharges: Depending on factors such as port congestion, seasonality, and security measures, you may incur additional surcharges.

To avoid surprises, it is recommended to speak with your freight forwarder or customs broker in advance to understand all the charges you will need to pay. Ensure that your paperwork is in order, including accurate measurements, values, and descriptions of your goods, to avoid delays and additional fees.

Frequently asked questions