Air freight pricing for perishables: chargeable weight to landed cost
Chargeable weight, the 1:6000 volumetric rule, rate breaks, fuel and security surcharges, handling fees and how carton design changes your landed cost per kilo.
This guide explains how an air freight bill for perishables is built, line by line, so you can check a forwarder's quote, compare offers fairly, and change carton design to bring down your landed cost per kilo of produce.
Chargeable weight: actual vs volumetric
Air cargo is charged on chargeable weight, which is the greater of two figures:
- Actual (gross) weight: what the cargo weighs on the scale, including cartons, liners, pallets and any ice or gel packs.
- Volumetric (dimensional) weight: the space the cargo takes up, converted to kilos. The standard air cargo conversion is 6,000 cm³ per kg, often written as 1:6000 or 166.67 kg per cubic metre.
To calculate volumetric weight for one carton:
length (cm) × width (cm) × height (cm) ÷ 6,000 = volumetric kg
Example: a carton of 60 × 40 × 30 cm has a volume of 72,000 cm³. Divided by 6,000, its volumetric weight is 12 kg. If the packed carton weighs 10 kg on the scale, you pay for 12 kg. If it weighs 14 kg, you pay for 14 kg.
Airlines and forwarders measure the whole shipment, so the calculation is done on the total, and weights are commonly rounded up to the next half kilo.
Dense and light produce
| Product type | Usually charged on | Why |
|---|---|---|
| Okra, beans, gourds, drumsticks | Close to actual weight | Fairly dense when packed well |
| Leafy greens, herbs, curry leaves | Often volumetric | Light and bulky |
| Loose marigold flowers | Varies with packing density | Depends on how firmly cartons are filled |
| Garlands, stemmed flowers | Usually volumetric | Lots of air in the box |
| Mangoes, fruit in trays | Close to actual weight | Dense, but tray packs can add volume |
If your product is "volumetric", every centimetre of empty carton space is something you pay to fly.
Rate breaks
Air freight rates are published in weight bands. The rate per kilo falls as the chargeable weight of a shipment rises. Common breaks are:
- M: a minimum charge per shipment, regardless of weight.
- N (normal): below 45 kg.
- +45 kg, +100 kg, +300 kg, +500 kg, and often +1,000 kg.
Some carriers and forwarders use different breaks, such as +250 kg, so read the tariff you are quoted against.
The break-point check
Because the per-kilo rate drops at each break, a shipment just below a break can cost more than one just above it. Forwarders apply the cheaper option automatically if rated correctly, but you should check.
Worked example with an illustrative rate index (not real prices): suppose the +100 kg rate is 100 units per kg and the +300 kg rate is 85 units per kg.
- 270 kg × 100 = 27,000 units
- 300 kg × 85 = 25,500 units
At 270 kg it is cheaper to pay for 300 kg at the lower rate. The point where both costs meet is called the break point. Knowing it helps you decide whether to add a few cartons to an order.
Surcharges and other charges
The rate per kilo is only part of the bill. A typical perishable air freight quote from India includes:
| Charge | How it is usually charged | Notes |
|---|---|---|
| Air freight | Per kg chargeable | By rate break, route and carrier |
| Fuel surcharge | Per kg chargeable | Changes with jet fuel prices |
| Security / screening surcharge | Per kg chargeable | Covers X-ray and security screening |
| Air waybill (AWB) fee | Per shipment | Fixed document fee |
| Origin terminal handling | Per kg, often actual weight | Charged by the cargo terminal at the airport |
| Perishable / cold-room handling | Per kg or per shipment | Where cold storage is used before loading |
| Forwarder fees | Per shipment | Documentation, customs filing, coordination |
| Destination handling | Per kg or per shipment | Terminal fees at arrival airport |
| Destination clearance and delivery | Per shipment | Customs entry, inspection, local transport |
Fuel and security surcharges are usually charged on chargeable weight, so volumetric cargo pays them on the higher figure too. Origin terminal charges may be based on gross weight. Ask your forwarder to state the basis for each line.
Under Incoterms such as CPT or CIP, the seller pays freight to the destination airport and origin charges, and the buyer pays destination charges. Under FCA the buyer arranges and pays the main carriage. Compare quotes on the same basis.
Landed cost per kilo of produce
What matters to your business is cost per kilo of saleable produce, not cost per kilo of cargo. Three numbers drive it:
- Net weight per carton: the produce you can sell.
- Gross weight per carton: produce plus carton, liner and any packing.
- Chargeable weight per carton: the greater of gross and volumetric.
Freight cost per net kg = (chargeable weight × all-in rate per kg) ÷ net weight
Example: two carton designs for 5 kg net of okra.
| Carton A | Carton B | |
|---|---|---|
| Dimensions (cm) | 50 × 35 × 25 | 40 × 30 × 20 |
| Volume (cm³) | 43,750 | 24,000 |
| Volumetric weight | 7.3 kg | 4.0 kg |
| Gross weight | 5.6 kg | 5.5 kg |
| Chargeable weight | 7.3 kg | 5.5 kg |
| Chargeable kg per net kg | 1.46 | 1.10 |
Carton B carries the same produce for about a quarter less chargeable weight. On a weekly programme, that difference goes straight to your margin.
How carton design changes your cost
- Match the carton to the product. Avoid empty headspace. A carton sized for a different product is a common hidden cost.
- Keep ventilation, lose the air. Produce needs airflow through vent holes; it does not need large voids.
- Watch carton weight. Heavy double-wall boxes add gross weight on dense produce. Use the lightest board that survives the route and humidity.
- Think in pallets and ULDs. Cartons that stack cleanly on an airline pallet without overhang or wasted height reduce handling damage and make better use of space.
- Limit extra packaging. Gel packs, ice and water add weight that you pay to fly. Use them only where they clearly protect quality.
- Test before you switch. A smaller carton that crushes or overheats the product saves freight and loses the consignment.
Other factors that move the price
- Route and carrier: direct flights often cost more per kilo than connecting routes but reduce time on the ground.
- Season: space tightens before major festivals and holidays, and rates rise.
- Booking pattern: regular weekly allocations can be priced better than ad hoc bookings.
- Shipment size: consolidating several small shipments into one larger one reaches a better rate break and pays one set of per-shipment fees.
Before you compare quotes
- Same Incoterm and same airports on every quote.
- Rate break and chargeable weight shown.
- Each surcharge listed with its basis (chargeable or gross kg).
- Per-shipment fees listed separately.
- Carton dimensions and gross weight confirmed by the shipper.
- Cost per net kilo calculated, not just cost per cargo kilo.
If you're comparing air freight options for Indian fresh produce, send us your products, carton sizes, weekly volumes and destination airport and we'll come back with a written quote.
Grades, packing and how we ship it from Delhi, or send us your spec for a written quote.