Booking your first cargo charter can feel like stepping into unfamiliar territory. The process looks straightforward on paper—find an aircraft, load your cargo, and off it goes—but there are nuances that can turn a smooth operation into a costly delay if you're not prepared.
We've coordinated thousands of cargo charters, and we've seen the same avoidable slip-ups trip up first-time shippers. The good news? Once you know what to watch for, most of these issues are easily preventable. Here's what we see most often, and how to get it right from the start.
Mistake #1: Underestimating the Importance of Accurate Cargo Measurements
It's tempting to estimate dimensions when you're moving quickly, but cargo charter aircraft selection depends on precise measurements. An extra 20cm in height or an additional 500kg can mean the difference between a small freighter and needing a widebody—and the cost implications that come with it.
What to do instead: Calculate the verified gross mass (VGM) for every piece, along with exact dimensions (length, width, height). If your cargo includes pallets, measure them fully assembled with strapping and protective materials. This data helps us match your shipment with the right aircraft and avoid last-minute rejections at loading.
Helpful resource: Explore our cargo aircraft guides to understand how different aircraft handle various cargo profiles.
Mistake #2: Overlooking Airport Infrastructure Limitations
Not every airport can handle every type of cargo aircraft. Runway length, load-bearing capacity, and ground handling equipment all vary—and some airports simply can't accommodate larger freighters or specialised cargo types.
What to do instead: Before committing to departure and destination airports, verify they can support your selected aircraft and cargo requirements. Sometimes a secondary airport 100km away offers better infrastructure and faster turnaround times than the obvious choice.
Our team routinely evaluates airport capabilities as part of the coordination process, but flagging any special requirements early—oversized cargo, hazardous materials, temperature-sensitive goods—helps us plan more effectively.
Learn more: Our cargo charter services page outlines how we match infrastructure to mission requirements.
Mistake #3: Leaving Customs Clearance Until the Last Minute
Customs delays are one of the most common causes of cargo sitting on the tarmac when it should be in transit. Missing paperwork, incomplete declarations, or regulatory misunderstandings can add days to your timeline and rack up storage fees.
What to do instead: Engage a customs broker early in your planning process. Ensure all documentation—commercial invoices, certificates of origin, permits, and compliance paperwork—is accurate and submitted ahead of your flight. For international shipments, understanding the destination country's import requirements is non-negotiable.
If you're moving sensitive cargo like pharmaceuticals or industrial equipment, regulatory compliance becomes even more critical. Our article on cold chain handover considerations walks through documentation and handling protocols for temperature-sensitive shipments.
Mistake #4: Using Inadequate Packaging for Air Freight Conditions
Air freight undergoes significant pressure changes, handling movements, and potential exposure to varying temperatures. Packaging that works for ground transport may not be sufficient for air cargo, especially for fragile, hazardous, or perishable goods.
What to do instead: Invest in aviation-compliant packaging materials. Ensure all items are securely strapped, cushioned, and labeled with handling instructions. For hazardous materials, IATA Dangerous Goods Regulations apply—non-compliance can result in cargo being denied boarding.
When in doubt, consult with your broker about packaging standards for your specific cargo type. We've seen too many shipments delayed at the gate because of preventable packaging issues.
Mistake #5: Booking Last-Minute During Peak Demand Periods
Cargo charter availability tightens during peak seasons—think Q4 e-commerce surges, harvest periods for perishables, or around major industrial shipping deadlines. Last-minute bookings during these windows often mean limited aircraft options and premium pricing.
What to do instead: Plan as far in advance as possible, especially if your shipment coincides with known demand spikes. Even a few weeks' notice can secure better aircraft availability and more competitive rates.
For ongoing logistics needs, consider establishing a relationship with a broker who understands your seasonal patterns and can help you lock in capacity ahead of time.
Related reading: Our Q4 cargo charter planning guide breaks down lead times and capacity considerations for peak periods.
Mistake #6: Choosing the Wrong Aircraft for Your Cargo Profile
Aircraft selection isn't just about fitting your cargo inside—it's about matching capabilities to mission requirements. Weight limits, cargo door dimensions, pressurisation needs, and range all factor into the right choice.
A Boeing 737-700F works beautifully for standard palletised freight on medium-haul routes, but if you're moving oversized industrial equipment, you might need an Antonov An-124 with nose-loading capability.
What to do instead: Work with an experienced broker who can assess your cargo's size, weight, handling needs, and destination to recommend the most suitable aircraft. The right match protects your cargo, optimises cost, and ensures operational success.
Explore options: Browse our full cargo aircraft directory to see how different freighters handle specialised missions.
Mistake #7: Skipping Insurance Coverage for High-Value Shipments
Some shippers assume liability rests entirely with operators or carriers, but gaps in coverage can leave you exposed if cargo is damaged, lost, or delayed.
What to do instead: Confirm appropriate cargo insurance is in place before departure. For high-value shipments—pharmaceuticals, aerospace components, electronics—comprehensive coverage protects your investment and provides peace of mind.
Your broker can help you understand what's covered under standard operator insurance and where additional coverage makes sense for your specific cargo.
Questions to Ask Before Signing a Charter Contract
Before committing to a cargo charter, make sure you're clear on these essentials:
- Does the broker understand your cargo specifications, handling requirements, and timeline?
- Are all customs, regulatory, and permit requirements clearly identified and managed?
- What contingency plans exist for delays, weather disruptions, or rerouting needs?
- How will cargo be tracked and communicated during transit?
- What insurance does the operator provide, and what additional coverage do you need?
- Are pricing, cancellation policies, and payment terms transparent and documented?
How Fliteline Helps First-Time Cargo Charter Clients
At Fliteline, we combine genuine aviation expertise with a solution-focused approach to cargo logistics. Whether you're coordinating an urgent AOG (Aircraft on Ground) shipment, moving time-critical pharmaceuticals, or arranging your first international freight charter, our team walks you through every step.
We don't just book aircraft—we build pathways through complex logistics challenges, ensuring your cargo arrives on time, handled correctly, and with full transparency throughout the journey.
Planning your first cargo charter? Get in touch with our team to discuss your requirements. We're here to help you avoid the common pitfalls and coordinate a smooth, successful operation.
Get in touch with any questions about your air charter needs
