What Are the Random Documents of an Air Freight Forwarder?

In the field of cross-border logistics, air freight is well known for its speed and reliability, and freight forwarders often use "random documents" or "random documents". What are these? Are they really random? Or is there something else behind them?

If you have ever been detained or delayed by customs due to incomplete documents, this article is for you. We will analyze in depth what "random files" really mean, their importance, and how to prepare them to avoid costly delays.

What are random documents in air freight?

"Random documents" are documents that accompany the goods on the plane to the destination. These documents are usually documents required for customs clearance or other purposes at the destination to ensure that the goods can pass customs smoothly and complete subsequent processes. The English expression of random files is Documents with Air Shipment or Paperwork with Air Shipment.

Despite the confusing name, "random documents" are not random. The documents accompanying air transport are not simple documents. They have specific purposes and are essential to ensure compliance with regulations, facilitate customs clearance, and protect the interests of shippers and consignees. Unlike ordinary express delivery, international air transport has stricter requirements for documents, and any omissions may result in tens of thousands of yuan in demurrage or order disputes.

What are the common "accompanying documents"?

Commercial invoice

Proof of sale and cargo value, providing detailed information on the transported goods, including quantity, weight, value and commodity code. It also outlines financial details such as freight and insurance.

Packing list

Lists the weight, size, specifications, etc. of the goods to facilitate customs to verify the cargo information. It is used to verify the actual quantity and contents of the goods and ensure that the goods arrive at the destination intact.

Airway bill (AWB)

Includes the master waybill (MAWB) and the house waybill (HAWB), which is a transportation contract between the carrier and the shipper. It serves as a receipt for the goods and outlines the terms of transportation, including details of the shipper and consignee, departure and destination airports, and special handling instructions.

Export declaration

Documents required to legally export goods.

Certificate of Origin (if required)

For countries with specific import regulations. Proves the country of origin of goods, often required for trade agreements and customs purposes. Helps goods qualify for preferential tariffs and ensures compliance with trade regulations.

MSDS (Material Safety Data Sheet)

Documents required for dangerous goods or electronic products. For hazardous materials, these documents are required to ensure compliance with safety regulations and provide handling instructions.

Product photos or labels

Especially for sensitive goods such as cosmetics or electronic products.

Import license or certification

Depends on the country or product category.

Other documents

Such as Certificate of Quality, Hygiene Certificate, etc., depending on the nature of the goods and destination requirements.

Purpose of random files

1. Customs clearance at the port of destination

Accompanying documents are essential information for customs clearance at the destination. Documents such as invoices, packing lists and certificates of origin are used to verify cargo information and ensure that the declared content is consistent with the actual goods. Incomplete documents or inaccurate information may result in cargo detention or fines.

2. Facilitate cargo sorting at airport cargo terminals

Documents such as air waybills and cargo manifests help airport cargo terminals quickly sort cargo, separate cargo from different batches and different consignees, and improve cargo sorting efficiency. It can reduce cargo accumulation and improve logistics efficiency.

3. Avoid the problem of "cargo waiting for documents"

Air transportation is fast. If the customs clearance documents do not arrive with the goods, the goods may arrive but the documents have not arrived, resulting in customs clearance delays. Ensure that the accompanying documents arrive at the destination at the same time as the goods.

4. Comply with customs regulations

Customs officials use these documents to verify the legality, safety and declared value of the goods.

5. Accurate cargo handling

Airlines and warehouses need to know the weight, size and handling instructions of the goods.

6. Insurance or dispute proof

If damage or loss occurs, your claim will depend on these documents.

Preparation precautions for Documents with Air Shipment

1. Distinguish between customs declaration documents and customs clearance documents

Customs declaration documents are used for export declarations, and customs clearance documents are used for customs clearance at the destination. The contents of the two may be different and need to be confirmed in advance.

2. Document form requirements

Some countries (such as South America) require that the accompanying documents must be originals, while other countries may accept photocopies or electronic versions.

3. Document security

The accompanying documents are carried by the airline, but the airline is not responsible for the risk of document loss. Important documents such as certificates of origin can be sent by international express.

4. Confirm the requirements with the customer in advance

Different countries have different requirements for customs clearance documents. You need to confirm the required documents and forms with the customer.

5. Ensure the accuracy of the documents

The accompanying documents must accurately fill in all required information, use clear language and accurate terminology.

6. Use official letterhead or headed paper

The accompanying documents are usually printed in a standard format and use official letterhead or headed paper.

7. Meet legal and regulatory requirements

The accompanying documents need to meet specific legal and regulatory requirements to ensure the legality and validity of the documents.

8. Confirm with the consignee in advance

Different countries may have different requirements for the accompanying documents. Be sure to confirm the required form of customs clearance information with the consignee in advance.

FAQ (Hot Topics for Sellers)

Why does my freight forwarder keep asking me for documents I've already sent?

Often, minor discrepancies, such as a mismatch in the declared value or a missing brand name, trigger duplicate requests. International standards require that all documents be accurate and consistent.

Do small packages also require these documents?

Yes. Even for packages weighing less than 2 kg, customs authorities often ask for basic "accompanying documents" such as invoices and packing lists - especially if the $800 tax exemption is eliminated in 2025.

What if I don't have an MSDS or certificate of origin?

A good freight forwarder like ChinaDivision can help you obtain or prepare these documents. Don't guess - incomplete documents may result in your shipment being detained, returned, or destroyed.

What if the accompanying documents are lost?

You can resend the documents via international courier, or provide an electronic version for the customer to print the original.

Do the accompanying documents need to be original?

Some countries, such as South America, require original documents, while others may accept photocopies or electronic versions.

Expert advice from a professional logistics provider

ChinaDivision supports B2B brands and e-commerce sellers with:

Review and verify "within documents" before departure

Help customers prepare customs-compliant invoices and packing lists

Provide template kits for common product categories

Provide real-time support when you need it

Promptly update policy changes, such as the US tariff adjustment planned for 2025

Chinadivision provides comprehensive international logistics services, including order fulfillment, customized packaging, and last-mile delivery. Their expertise in handling customs issues and providing real-time tracking can help B2B companies and e-commerce sellers navigate the complex process of international shipping. By working with Chinadivision, companies can ensure that their shipments are properly documented, efficiently processed, and meet all regulatory requirements.

Need help? Contact ChinaDivision now

Preparing "within documents" is no longer confusing or stressful. Whether you are shipping bulk orders, DTC Shopify products, or testing the US market, ChinaDivision provides end-to-end air logistics services, including document preparation, warehousing services, and customs solutions.