Freight transport and customs clearance for businesses

1. Delivery terms and Incoterms

Record the agreed rule, the exact named place of handover or delivery, and the edition, for example DAP, consignee's address, Incoterms® 2020. Incoterms allocate obligations, costs and risks between seller and buyer. Payment and the transfer of ownership are agreed separately. For samples sent without a sale, still agree on responsibilities and costs with the consignee.

For air freight, use rules that apply to any mode of transport, such as FCA, CPT, CIP, DAP or DDP. For example, under DAP the buyer handles import clearance and payments. Under DDP the seller takes on those obligations. Check that the seller can meet them in the destination country before agreeing to DDP. Choose the rule that fits the actual arrangement.

2. Documents in at least two languages

We prepare the invoice or pro forma and the packing list in Russian and English. We check that descriptions, quantities, values, weights, dimensions and party details match. Other languages or documents can be arranged as required by the destination or parties to the shipment.

Specify whether the samples are for testing, demonstration, an exhibition or product evaluation. Let us know in advance if they will be returned. Send any documents already prepared to the logistics team for review.

3. Cargo characteristics, customs classification and storage

Describe the product by name, composition or material, intended use, quantity and value. Provide its customs classification codeif it is already known. A customs clearance specialist can help verify the classification.

Share the actual weight and outside dimensions of the packaging. Flag any temperature, shelf-life, moisture or light requirements. Agree on batteries, liquids, oils and other special characteristics before selecting a carrier. A useful description identifies the actual product.

4. Flight options and shipping costs

Our team will propose available options to the destination country, including a direct flight or a connecting route. We compare the ready date, required timing, cargo characteristics, transfers and storage conditions in transit.

The quote should show the air leg and any agreed extras, including pickup, preparation, clearance, terminal operations and destination services. We confirm what is included and what costs extra before dispatch. The calculator estimates the air leg. Our team quotes additional services separately.

5. What to arrange yourself and what to assign to us

You can add export customs clearance and transport to the departure airport to your request or arrange them yourself. Agree on who is responsible for each step and for handing over the cargo, including where we collect or accept the shipment, who prepares the documents and when the cargo needs to be ready.

If you handle clearance or transport yourself, agree on the handover place and time, packaging condition and required information before the cargo goes to the airport.

6. Services at destination

Before dispatch, agree who will arrange import clearance, pay customs charges and arrange door delivery. The scope depends on the delivery terms and local service providers. The consignee should know the costs and steps for which it is responsible.

International door delivery can be added when AEROSMART handles the shipment. Include the country, city, delivery address, agreed Incoterms rule and services needed. We confirm availability, routing and final terms after reviewing the shipment.

1. What to include in a quote request

Share the product name and intended use, customs classification code if known, destination country and city, actual weight, package dimensions and ready date. Include the value and consignee details if available. Specify the Incoterms rule, cargo handover point and services you need from AEROSMART.

Separate the product value from the shipper's and consignee's expenses. A logistics quote should identify the selected steps and show mandatory payments and additional services separately from the airline rate.

2. Services and possible expenses

• Before departure: pickup from the shipper, transport to the airport, packaging or repacking, marking and agreed storage.
• Export preparation: customs clearance support, document preparation and translation, and product checks or certifications where applicable.
• At the airport: terminal handling, applicable security screening, cargo acceptance, transport documents and possible storage.
• In transit: air freight, applicable carrier charges, transfer handling and other confirmed route services.
• After arrival: terminal services, import clearance, applicable charges, storage, collection and agreed final delivery.

The quote lists applicable services, any additional charges and who pays them. If the shipper or consignee handles part of the work, we exclude those steps to avoid duplicate charges.

3. Customs documents and payments

Clearance usually starts with details of the parties and transaction, an invoice or pro forma, a packing list, transport information, product description, value and classification. Confirm contracts, permits and supporting records for the product, procedure and shipment. We prepare working documents in Russian and English and check additional destination requirements.

Clearance services, customs fees and duties are separate costs. Service providers charge for their work, and official charges follow the applicable rules. Check whether export duties and customs fees apply. Confirm the details and applicable costs before filing the documents.

4. Airline documents and security requirements

The airline and terminal check cargo characteristics, packaging, marking and transport documents. They may request a safety data sheet (SDS or MSDS), technical description or more information from the manufacturer.

An SDS helps assess product characteristics. Air acceptance requires separate checks. Dangerous goods have specific classification, packaging, marking and shipper documentation requirements, including a dangerous goods declaration (DGD) where required. For applicable batteries, check UN 38.3 test information and transport conditions. Confirm aviation security screening and the ability to handle and store cargo at origin, transfer and destination airports.

5. Regulated cargo and supporting documents

We check the customs classification code alongside the description, composition, origin and intended use to establish whether the goods are subject to controls and what the destination requires.

• Veterinary controls by Rosselkhoznadzor: check for relevant animals, products of animal origin and other regulated goods. Veterinary documents, destination requirements and producer or product eligibility depend on the shipment.
• Phytosanitary controls by Rosselkhoznadzor: check for regulated plant products and other articles. Certificate and inspection requirements depend on the product and importing country.
• Sanitary and epidemiological requirements under Rospotrebnadzor: check registration and supporting records for the product and applicable regime. Documents for import or circulation in the EAEU and documents requested for shipment to another country are assessed separately.

Confirm the required records before choosing the final route and handing over the shipment. Check each applicable control separately.

6. Destination services and the shipment budget

Agree who will arrange import clearance and pay applicable duties and taxes, terminal services, storage and final delivery. Responsibilities depend on the delivery terms. Check that the consignee and local providers are ready.

Compare quote currencies and validity periods, included services, amounts that still need confirmation and terms for possible storage, acceptance delays or routing changes. Insurance and other extras can be included as agreed.

AEROSMART will propose direct or connecting routes and agree on additional services. International door delivery is available by arrangement as part of an AEROSMART shipment. We confirm availability, final cost and timing after checking the shipment.