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What is a UPS Air Waybill and How to Download It
If you are shipping goods by air with UPS, you will need to prepare a document called an air waybill. An air waybill is a legal contract between you and the carrier that specifies the terms and conditions of the transportation service. It also serves as a receipt for your shipment and a proof of delivery. In this article, we will explain what an air waybill is, why you need it, how to obtain it, how to complete it, and how to track it.
What is a UPS Air Waybill?
A UPS Air Waybill is a non-negotiable document issued by UPS to acknowledge receipt of your shipment and to indicate the destination address, contact information, and other details of your shipment. It is also called a consignment note or a dispatch note. A UPS Air Waybill has an eleven-digit reference number that you can use to track your shipment online or by phone. A UPS Air Waybill is different from a bill of lading, which is used for ocean freight shipments.
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Why do you need a UPS Air Waybill?
You need a UPS Air Waybill for several reasons:
It is a legal contract that binds you and UPS to the terms and conditions of the transportation service.
It is a receipt that proves that you have handed over your shipment to UPS and that UPS has accepted it.
It is a proof of delivery that confirms that your shipment has arrived at its destination and has been signed for by the consignee or their agent.
It is a document that provides important information about your shipment, such as the origin, destination, weight, dimensions, description, value, service type, and handling instructions.
It is a document that may be required by customs authorities for clearance purposes.
How to obtain a UPS Air Waybill?
You can obtain a UPS Air Waybill in different ways:
You can request one from your local UPS office or customer service center.
You can download one from the .
You can create one online when you get a quote and book a shipment through the .
You can use a third-party software or platform that integrates with UPS and generates air waybills automatically.
How to complete a UPS Air Waybill
The required information on a UPS Air Waybill
A UPS Air Waybill has 24 sections that you need to fill out with the relevant information about your shipment. Here is a brief explanation of each section and what you need to enter:
Section 1: Shipper's name and address
This is where you enter your full name, company name (if applicable), street address, city, state, zip code, country, phone number, and email address. You should also indicate if you are a UPS account holder and enter your account number.
Section 2: Consignee's name and address
This is where you enter the full name, company name (if applicable), street address, city, state, zip code, country, phone number, and email address of the person or entity that will receive your shipment. You should also indicate if they are a UPS account holder and enter their account number.
Section 3: Origin airport code
This is where you enter the three-letter code of the airport where your shipment will be picked up by UPS. You can find the airport codes on the or by contacting your local UPS office or customer service center.
Section 4: Destination airport code
This is where you enter the three-letter code of the airport where your shipment will be delivered by UPS. You can find the airport codes on the or by contacting your local UPS office or customer service center.
Section 5: Declared value for carriage option
This is where you enter the value of your shipment in US dollars for insurance purposes. This is the maximum amount that UPS will pay you in case of loss or damage to your shipment. The default value is $100, but you can declare a higher value for an additional fee. You should also check the box if you want to use the UPS Worldwide Express Freight service, which offers higher liability coverage.
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Section 6: Shipment value for customs purposes
This is where you enter the value of your shipment in US dollars for customs purposes. This is the amount that customs authorities will use to calculate duties and taxes on your shipment. You should declare the fair market value of your goods based on the transaction price or other acceptable methods.
Section 7: Handling information
This is where you enter any special instructions or requests for handling your shipment, such as fragile, perishable, hazardous, or temperature-sensitive items. You should also attach any labels or stickers that indicate the nature of your goods, such as "Handle with Care" or "This Side Up".
Section 8: Number of pieces
This is where you enter the total number of pieces in your shipment. A piece is any single item or package that can be handled separately. You should also indicate if you are using a pallet or a container and enter the number of pallets or containers.
Section 9: Gross weight
This is where you enter the total weight of your shipment in kilograms or pounds. The gross weight is the sum of the weights of all pieces in your shipment, including packaging materials and pallets or containers.
Section 10: Kilograms or pounds
This is where you check the box that corresponds to the unit of measurement that you used for entering the gross weight in section 9.
Section 11: Chargeable weight
This is where you enter the chargeable weight of your shipment in kilograms or pounds. The chargeable weight is the weight that UPS uses to calculate the shipping rate for your shipment. It is either the gross weight or the dimensional weight, whichever is greater. The dimensional weight is calculated by multiplying the length, width, and height of each piece in your shipment and dividing by a factor determined by UPS. You can find more information on how to calculate the dimensional weight on the .
Section 12: Rate/charge
This is where you enter the shipping rate or charge for your shipment in US dollars. You can find out the shipping rate or charge by using the , by contacting your local UPS office or customer service center, or by using a third-party software or platform that integrates with UPS and provides the shipping rate or charge automatically.
Section 13: Total
This is where you enter the total amount that you have to pay for your shipment in US dollars. The total amount is the sum of the shipping rate or charge, the declared value for carriage option fee, and any other applicable fees or surcharges.
Section 14: Nature and quantity of goods
This is where you enter a brief description of the goods that you are shipping, such as the product name, model number, brand name, or category. You should also enter the quantity of each item and the unit of measurement, such as pieces, pairs, sets, or units. You should be as specific and accurate as possible to avoid any delays or problems with customs clearance.
Section 15: Signature of shipper or agent
This is where you sign your name or the name of your authorized agent to confirm that you agree to the terms and conditions of the UPS Air Waybill and that the information that you have provided is true and correct.
Section 16: Date of signing
This is where you enter the date when you signed the UPS Air Waybill in the format of month/day/year.
Section 17: Time of signing
This is where you enter the time when you signed the UPS Air Waybill in the format of hour:minute using a 24-hour clock.
Section 18: Place of signing
This is where you enter the city and country where you signed the UPS Air Waybill.
Section 19: Signature of issuing carrier or its agent
This is where a UPS representative signs their name to acknowledge receipt of your shipment and to issue the UPS Air Waybill.
Section 20-23: Consignee signatures
These are where the consignee or their agent signs their name to confirm delivery of your shipment and to indicate any exceptions or remarks. There are four copies of these sections, one for each party involved in the transportation process: the shipper, the consignee, the carrier, and the customs authority.
Section 24: Service type
This is where you check the box that corresponds to the service