Air Export Process

1. Introduction:

This document sets out the procedures for Exportation of goods via Air within the ITM freight forwarding department.

2. Purpose:

The purpose of this procedure is to standardise and document procedural and legislative requirements as well as responsibilities in the Exportation of goods via Air within the ITM freight forwarding department.

3. References:

Australian Customs Act


Australian Customs and Border Protection Service

Export Document Scanning Procedures

Department of Infrastructure

Department of Agriculture


4. Definitions:

4.1. SLI: Shippers Letter of Instruction, is a standardised form that instructs ITM as to the details of the shipment.

4.2. ECN: Export Consignment Number, is a unique number issued electronically by Customs which grants permission for the uplift of the cargo

4.3. CRN: Consol Registration Number, is a unique number issued electronically by Customs which grants the uplift of Consolidated cargo.

4.4. Consolidated Cargo: Occurs when ITM Group a number of shipments from numerous shippers to be uplifted at one time under one MAWB.

4.5. Co-load: Occurs when ITM take the booking from the shipper and undertakes to move the cargo via excess capacity that another Freight Forwarder might have.

4.6. RACA: Regulated Air Cargo Agent

4.7. TSP: Transport Security Program

5. Procedure

5.1. Call Received

The Export clerk shall obtain shipment information from the shipper in order to ascertain size, destination and urgency. This information is then to be supplied inwritting to ITM via the Shippers Letter of Instruction Document.

5.2. Shippers Letter Of Instruction

The export clerk shall ensure that all relevant fields within this document are

Correctly filled out.  (OP12.1)

5.3. Contact Client

In case the SLI is not filled out correctly the Export clerk shall liaise with the client to ensure the SLI is correctly filled out.

5.4. Job Registration

The Export Air Clerk shall input details as prompted by the computer system which entails answering Cargo Security Questions and transposing information from the SLI into the pre-formatted screen of the Freightpac system. At the end of the process a Job number will be issued.

5.5. Book with Airline

The Export clerk shall book space on the relevant Airline or Co Loader to ensure scheduled uplift of cargo.

5.6. Arrange Cartage

Export Air Clerk shall receive instructions from the shipper as to the delivery of cargo into our store. If ITM is to arrange pick up the clerk shall utilise an authorised supplier from the approved suppliers list.

5.7. Advise Client

The Export clerk, if requested, may advise the client of the confirmed booking and cut off times for the receival of cargo after cargo uplift; or if a Regular Customer, after receipt of cargo.

5.8. Complete MAWB & HAWB

The Export Air Clerk shall enter into the Freigthpac system all the relevant fields for the production of a MAWB and a HAWB.

5.9. Obtain ECN / CRN

The Export Air Clerk shall submit electronically via the Freightpac system an ECN and or CRN message for the purpose of receiving back authority to uplift the cargo.

5.10. Goods Receipt

The Storeperson shall receive all air export cargo into the store in accordance with the security and clearing procedures as required by ITM’s TSP/RACA. Storeperson to complete WAREHOUSE RECEIVAL ADVICE FOR EXPORTS (Form OP12.5)

At this stage the storeperson is to check and check weigh the cargo to ensure it is as described in the SLI document. The storeperson is to place any firearms/munitions into the Secure Cage. The Storeperson is to inform the export department of the shipment arrival. Any discrepancy will be reported to the client and a fresh SLI requested.

5.11. Cargo Security Clearance

The Export Air Clerk will Security clear the cargo in accordance with ITM’s security and clearing procedures as required by ITM’s TSP/RACA.

5.12. Cut AWB’s

Once the cargo is received as described and the ECN and or the CRN is received back a MAWB and or HAWB will be produced. All customer-supplied documentation will be attached to the MAWB and or HAWB to accompany the shipment.

5.13. Produce Bar Code Sticker

A bar code sticker is to be produced for every carton of export cargo. This sticker is then to be placed on the outside of the cartons. 

5.14. Deliver to Airport

The freight at this stage shall be delivered to the airline or co loader with the appropriately completed security statements (Refer OP12.3 & OP12.4) Cargo will be transported via an approved Cartage supplier as appears on the approved supplier list.

5.15. Close Shipment

The Export Air Clerk shall close all shipments after freight has been lodged with the Airline. This is done via the Freightpac system.

5.16. Invoice & Cost

The Export Air clerk shall invoice the shipper in line with the rates in place for the client as well as entering in all the costs involved with the job. An invoice will be produced which will accompany the documentation to the client. This is achieved via the Freightpac system.

5.17. Filling

The shipping documentation shall be scanned in accordance with ITM’s scanning procedures.

6. Documentation

OP12.1 Shippers Letter of Instruction

OP12.2 Air Cargo Regular Customer Undertaking

OP12.3 Security Declaration and Chain of Custody Statement

OP12.4 Security Declaration

OP12.5 Warehouse Receival Advise for Exports