7 Red Flags When Choosing an Air Freight Partner
Choosing the right air freight partner is one of the most critical decisions a business can make. A poor choice doesn’t just mean delays; it can lead to damaged goods, financial losses, and major disruptions to your supply chain. In essence, the first step isn’t finding the best partner—it’s avoiding the worst one. This article will walk you through the key red flags to watch for when you’re considering a freight partner. This helps you avoid costly mistakes down the line by spotting potential issues before signing on the dotted line.
Stage 1: The Initial Inquiry and Conversation
The first step in engaging with any air freight partner is the initial conversation. This is where you’ll get your first impression of their professionalism, understanding of logistics, and attention to detail. If they don’t get these basics right, the rest of the process is likely to follow suit.
Red Flag #1: They Don’t Ask Questions About Your Shipment
Air freight, as with international shipping, should not be treated as a regular courier service. The many rules and regulations, particularly those around customs clearance, attest to that. As such, you can spot an inexperienced or unprofessional freight partner from a mile away if they don’t ask about the specifics of your shipment right from the start. You may think that a prompt quote is a sign of efficiency, but it is actually not. This indicates one is either cutting corners or not paying attention to the details that matter most. A quote without this crucial information is almost always going to be inaccurate. If they aren’t asking the right questions, they either don’t understand the logistics process or don’t care to understand your needs.
A professional freight forwarder should ask about the dimensions of your cargo, its value, the destination, and any other special handling requirements. If they skip this step, it’s a clear sign to keep looking.
Red Flag #2: They Are Vague About Their Experience
Not all goods are the same. Some, like the case with dangerous goods shipping, require specific care and handling. If a freight forwarder gives vague answers when you ask about their relevant experience, consider it a serious red flag. Phrases like “We handle that all the time” without concrete examples telltale signs of DEI—Didn’t Earn It. Experience matters in logistics. Without it, you risk having your shipment mishandled, delayed, or even stuck at customs.
Further Reading: How To Ship Dangerous Goods
Stage 2: Receiving and Evaluating the Quote
Once you’ve received a quote, it’s time to assess whether this partner is really up to the job. The way they present the quote and the details included can tell you a lot about their professionalism and reliability.
Red Flag #3: Their Documents Are Unprofessional
If the first formal document you receive—like a quote—has formatting errors or typos, it’s a cause for concern. Unprofessional documents at this stage suggest a lack of attention to detail. This would likely extend to critical tasks like preparing customs paperwork or coordinating shipments. If they can’t get the basics right in their first impression, what will happen when it’s time to handle your cargo and the critical paperwork involved? Customs declarations and other official documents, like an air waybill, all need to be accurate and professional. If they can’t present a polished quote when trying to win your business, don’t expect their performance to improve once the contract is signed.
Further Reading: What Is An Air Waybill?
Treat the quote as a sample of their work quality. A well-organized, clear document reflects a partner who values precision. Meanwhile, a sloppy one signals potential trouble ahead.
Red Flag #4: The Quote is Too Good to Be True
It is perfectly normal to compare prices before making the final decision. After all, why pay exorbitant prices when cheaper options exist? However, the opposite scenario is equally dubious.
A too-good-to-be-true price often signals a bait-and-switch tactic. Such quotes frequently hide additional fees, surcharges, or costs that only appear on the final invoice, leading to unexpected expenses. It could also indicate that certain (often important) steps are sacrificed in order to remain profitable. To protect yourself, scrutinize any unusually low quote. Request a comprehensive breakdown of all potential charges to ensure there are no surprises later. Fully evaluate the terms before you sign on the dotted line, not after.
Stage 3: Due Diligence and Final Vetting
By now, you should have enough information to assess the reliability of the freight partner. At this point, your job is to make sure their business practices and risk management align with your needs. This is when you really need to dig deeper.
Red Flag #5: They Can’t Clearly Explain Their Insurance and Liability
Air freight, generally speaking, offers a much higher level of security than sea freight. However, low does not mean zero. Mishaps can happen, resulting in damage to, or worse, loss of your precious cargo. Hence, understanding where individual liabilities lie is increasingly important in international freight.
When you ask about their coverage for lost or damaged cargo, freight forwarders should be able to explain the specifics. It could be something like the dollar amount per kilogram of goods they’re liable for. Great ones may even advise what steps you should take in the event of a claim. If they seem evasive, it suggests they haven’t clearly thought through the potential risks involved. Don’t get caught with your pants down. Always ask for their cargo insurance terms in writing and make sure you fully understand them.
Red Flag #6: Their Own Finances Seem Unstable
Financial stability is another critical factor to assess. If a freight partner demands large upfront payments or is inflexible about standard credit terms, it’s a red flag. A company in financial trouble may not be able to pay the carriers it works with. This could put your cargo at risk of delays or even being held hostage.
Be cautious of any non-standard payment demands, as they often signal deeper issues. A financially stable partner will offer reasonable terms and inspire confidence in their ability to execute your shipment smoothly.
Stage 4: Closing the Deal
When it comes time to close the deal, you’ll want to ensure that they are treating you like a business partner, not just a one-off transaction.
Red Flag #7: They Use High-Pressure Sales Tactics
As you approach the final decision, be alert for high-pressure sales tactics. It could be something as innocuous as a time-sensitive quote. Sure, freight prices are increasingly volatile in the current market. However, it usually isn’t to the point of near immediate expiry dates.
Less reputable companies, particularly those in China, often combine red flags 1, 4, and 7 to create a false sense of efficiency and urgency. Such high-pressure sales tactics hints at a short-sighted business model. They are after what they can immediately earn, rather than building a long-term partnership.
On the other hand, a reliable partner will give you time to consider your decision. If you encounter pressure tactics, it’s a clear signal to walk away and find a partner who values your business for the long haul.
Conclusion
The process of choosing an air freight partner is a revealing test of their reliability and professionalism. From the questions they ask in your first conversation to the way they handle final negotiations; their actions provide critical clues about their suitability. The seven red flags outlined here are unmistakable warnings of potential trouble. A dependable partner will demonstrate clarity, professionalism, and a commitment to your needs at every stage. Trust your instincts, and if any of these red flags appear, don’t hesitate to move on. Your business deserves a partner you can count on for seamless, reliable service.
Make that partner Express Freight Management. As a leading international freight forwarder based in the United States, we have successfully managed trades between the United States and Brunei, Cambodia, Indonesia, Laos, Malaysia, Myanmar, Philippines, Singapore, Thailand, and Vietnam for nearly two decades. With expert knowledge and a commitment to reliability, we provide seamless logistics management that helps you focus on growing your business without have to deal with logistics headaches.