Imagine this scenario: After overcoming numerous challenges in international air freight transportation, your cargo finally arrives at its destination. Customs clearance is complete, and you're ready to collect your shipment—only to discover that the most crucial document, the Delivery Order (D/O), has gone missing. Don't panic. This guide provides step-by-step instructions for efficiently obtaining a delivery order and outlines the replacement process should it be lost.
The Delivery Order: Your Key to Air Cargo
In international air freight, the Delivery Order (D/O) serves as the essential document for claiming goods, functioning much like a key to the warehouse. This document is mandatory for collecting shipments from airlines or their designated agents. Understanding the process for obtaining a D/O is therefore critical.
Three Steps to Efficiently Obtain a Delivery Order
A delivery order isn't automatically issued but requires following specific procedures. Typically, after goods arrive at the destination airport and complete necessary customs clearance, you must apply to the airline or its designated ground handling service provider to obtain the D/O. Below are the detailed steps:
1. Receive arrival notification and prepare required documents:
Upon the cargo's arrival at the destination airport, the airline or freight forwarder will send an arrival notification via email or SMS. This notification contains crucial information including the air waybill number, arrival airport, and warehouse location. After receiving this notice, carefully verify the information and prepare the following documents:
- Original air waybill (or telex release proof): This document proves ownership of the goods and must be securely stored.
- Receiver identification: Individual receivers must provide original ID cards; corporate receivers need to submit business license copies with official company stamps.
- Power of attorney (if applicable): If using an agent to collect goods, provide a notarized power of attorney specifying the authorization scope.
2. Submit documents, verify information, and pay applicable fees:
Bring the prepared documents to the airline's office at the airport cargo terminal or the designated document exchange location. Staff will verify your air waybill information against arrival records to ensure consistency. They will also inform you about any additional charges such as storage or document exchange fees. Carefully review all fee details and clarify any discrepancies immediately. Payment can be made as required (some airports offer online payment options for convenience).
3. Pass verification and receive the delivery order:
Once your documents are approved and fees settled, the airline or agent will issue the delivery order (D/O) immediately. This document specifies critical shipment details including storage location, package count, and weight—serving as the sole authorization for warehouse access. Thoroughly verify all information on the D/O against the actual shipment.
Lost Your Delivery Order? Here's the Replacement Process
Even with careful handling, documents can sometimes be misplaced. If you lose your delivery order, follow these steps to obtain a replacement:
1. Immediately notify the issuing party in writing:
Submit a written statement to the airline's cargo department or freight forwarder that issued the original D/O. Include the delivery order number, shipment details, and circumstances of the loss (such as improper storage or courier misplacement). The document should bear the receiver's official stamp (or individual signature with ID copy). Confirm with the issuer that the goods haven't been claimed by others to prevent ownership disputes.
2. Submit documents for replacement:
In addition to the written statement, provide these supporting documents:
- Air waybill copy: For shipment verification.
- Customs release notice (if clearance is complete): Proof that customs procedures are finished.
- Original receiver identification: ID card for individuals or stamped business license for companies.
- Agent authorization (if applicable): Power of attorney for replacement by proxy.
3. Pay replacement fees and receive the new document:
After verifying your documents, the airline or forwarder will charge a replacement fee (typically $50-$200, varying by carrier and location). Upon payment, they will reissue the delivery order. Some airports may first provide a scanned copy for warehouse access to verify goods, with the original following later—significantly improving efficiency.
Preventive Measures to Avoid Complications
- Ensure information consistency: When replacing a D/O, all details must match original records exactly—even minor discrepancies can delay approval and shipment collection.
- Act promptly for replacements: Begin the replacement process immediately after discovering a lost D/O to prevent accumulating storage fees, particularly at ports where daily rates increase progressively.
- Notify customs first if clearance is incomplete: For lost D/Os before customs clearance, inform customs authorities before initiating replacement to avoid disrupting clearance procedures.
International air freight collection involves multiple interdependent steps. Mastering the processes for obtaining and replacing delivery orders enables effective response to challenges while preventing unnecessary losses. This guide provides valuable reference material to help ensure smooth air freight operations.
Note: Timelines and fees mentioned are for reference only. Actual requirements may vary. For specific cases, consult professional logistics advisors.