A complete guide to the DHL air waybill

When shipping items locally or overseas, having the proper documents is essential so you don’t have to face logistics issues or pay penalties. One of the documents you must note is your air waybill. Understanding this can be confusing to first-timers, and it can often be confused with commercial invoices. However, we provide you with all you need to know about air waybills and how DHL Express can help simplify the Air Waybill documentation process. 

What is an air waybill?

An air waybill (AWB) is a document issued by a carrier that lists the goods being transported and provides detailed instructions on the handling and routing of the shipment. Its primary purpose is to ensure that shipments are correctly routed to their final destinations without any issues. It acts as a receipt of the goods shipped and a contract between the sender and the carrier, specifying the delivery terms and conditions. An air waybill typically includes information such as the shipper's and receiver's details, a description of the goods, and the transport route.

Distinguishing an air waybill vs a commercial invoice

It's important to distinguish an air waybill from a commercial invoice, as these essential shipping documents serve different functions in the delivery process. The air waybill, specifically, is a vital document for air freight that acts as a contract between the shipper and the carrier, providing details on the terms of carriage and providing a tracking mechanism. On the other hand, the commercial invoice shows the value of the goods, which is crucial for customs and insurance purposes. 

The commercial invoice is indispensable for international trade, providing detailed information about the transaction between the buyer and seller, including product value, which is essential for calculating tariffs and taxes. Understanding these distinctions helps ensure that shipping operations comply with international regulations and are optimized for efficiency and security. 

What is DHL air waybill, and what details do I need to provide?

The DHL air waybill is a document that has all the necessary information about your shipment, such as proof of ownership and recipient details, which are crucial for international shipping. This document is also used for customs clearance to verify that the details match the contents and the shipping invoice.

To complete the DHL air waybill online, shippers must fill out several mandatory fields:

• Shipper’s address and details: Include your or your company’s name, contact number, email address, and complete mailing address with postal code.
• Receiver's address and details: Enter the name, phone number, email address, and complete mailing address with the postal code of the company or recipient.
• Shipment details: Provide the weight, dimensions, description of the items, and a declaration that they are not under the prohibited items list.
• Payer account number: This is required to identify who will be billed for the shipment.
• Additional services: Indicate if you require additional services, such as insurance or special handling.

Once you have finished filling out the information required in your air waybill, your DHL air waybill will have a unique 10-digit code known as your AWB number. This will serve as the reference number for your shipment; this means if you need to communicate with DHL Express for shipping concerns, our representatives can help you by tracking your AWB number.

Additional considerations when filling out the AWB include:

• Duties & taxes options: Shippers can select the Duties & Taxes Paid (DTP) option; this means the shipper covers all import duties, taxes, or other charges. If not selected, the default is Duties & Taxes Unpaid (DTU), where the recipient bears these costs. It’s important to clearly indicate your choice to avoid any confusion or unexpected fees.
• Expiration date: Be aware that the air waybill has an expiration date, after which it becomes invalid.
• Tax ID requirement: For most countries, if the shipment involves a sale of goods, shippers must provide a Tax ID for both sender and receiver. It is advisable to obtain this information well in advance.

Common mistakes to avoid when filling out your DHL air waybill

Filling out the DHL air waybill accurately is critical to ensure smooth logistics operations. Common errors can lead to delays, additional charges, or even shipment rejections. Here are several common mistakes to watch out for, along with suggestions on how to avoid them:

1. Omitting contact information 

A common oversight is neglecting to include contact details that are easily accessible in case the carrier needs clarification or if there are delivery issues. Always double-check entries and consider providing alternate contact details to cover all possible scenarios.

2. Inaccurate weight and dimensions

If the reporting on the weight and dimensions is incorrect, it can result in unexpected charges or delays in transit. Always use accurate scales and measuring tools to confirm the weight and dimensions before you report them on the air waybill. Consider seeking professional assistance if you are shipping large or irregularly shaped items.

3. Vague content descriptions

Customs authorities require clear and precise descriptions of the shipment contents to assess duties and ensure compliance with import regulations. Vague or incomplete item descriptions, such as simply stating "samples" or "parts," can lead to customs holds and inspections, delaying your shipment. Be specific in your descriptions: include what the items are made of, their intended use, and, if necessary, the industry in which they are used. For example, instead of listing "machine parts," detail it as "stainless steel valves for industrial plumbing."

4. Not reviewing for errors

Before finalizing your air waybill, conduct a thorough review to catch any typos, incorrect information, or omissions. It’s advisable to have another set of eyes review the document, especially for complex shipments that involve multiple items or international destinations.

Digital integration: MyDHL+ and air waybill preparation

When shipping with DHL Express, you don’t have to go through the manual process of filling out your air waybill. We digitalize the shipping and logistics process with MyDHL+. Our advanced online platform is designed to simplify the preparation of air waybills and streamline the entire shipping process. Moreover, MyDHL+ allows you to edit and manage air waybills online, reducing paperwork and saving time.

How to use MyDHL+ for Waybill Preparation

1. Log into your MyDHL+ account. If you do not have one, you can easily register on the DHL website.
2. Use the ‘Create a Shipment’ feature to start the process. MyDHL+ will guide you through each step, from entering shipment details to printing the final air waybill.
3. MyDHL+ allows you to save shipper and receiver details for future shipments, making recurring shipments faster and more efficient.
4. Once the air waybill is completed, MyDHL+ will enable you to track your shipment in real time.

For more information, check out our step-by-step guide on how to prepare your shipments. 

Trust DHL Express for your international shipments

Choosing DHL Express for international shipping simplifies the process of sending goods across borders with remarkable ease and efficiency. Known for our expertise and vast logistics network, DHL Express provides customers with a seamless experience when shipping items overseas. We can work closely with you through the customs clearance process and compliance with international shipping regulations, ensuring your shipments are delivered without unnecessary delays or complications. 

With DHL Express, you can enjoy peace of mind, knowing that your parcels are in good hands and can reach virtually any destination around the globe. Ship with DHL Express today.