Choosing a domestic air freight provider on price alone is one of the most expensive mistakes I see. A low rate per kilo can hide a higher cubic conversion factor, a long list of surcharges, weak regional coverage or a network that falls over every December. The provider that looks cheapest on a spreadsheet is often not the cheapest once you add missed deliveries, re-invoiced adjustments and lost customers.
The ten questions below will help you see past the headline rate. They are part of our guide to using domestic air freight to optimise your supply chain.
Understand who you are buying from
Before you compare quotes, understand what kind of provider you are dealing with, because it shapes what they control.
| Provider type | What they do | Best suited to |
|---|---|---|
| Airline cargo divisions | Sell space on their own aircraft, usually airport to airport | Forwarders and large shippers with their own pick-up and delivery |
| Express and parcel networks | Door-to-door services using their own or contracted air capacity | Parcels and small consignments, ecommerce, regular business freight |
| Freight forwarders | Arrange transport across carriers and handle complex or special freight | Heavy, oversized, dangerous or temperature-controlled freight |
| Aggregators and platforms | Resell several carriers' services under one account | Smaller businesses wanting choice and simpler booking |
The 10 questions to ask
1. Whose aircraft and network will actually carry my freight?
Ask whether the provider operates its own aircraft, buys space on dedicated freighters or uses passenger aircraft holds. Freighters offer more consistent capacity for larger volumes, while passenger holds give more frequencies but less space. Ask which legs, particularly regional ones, are handled by agents or subcontractors.
2. What are your cut-off times and real transit times on my lanes?
Get lodgement or pick-up cut-offs and door-to-door transit times for each lane you use, not just capital city pairs. Ask for on-time performance data, and whether delivery times are targets or guarantees.
3. How do you calculate chargeable weight?
This single question can change the ranking of your quotes. Ask which cubic conversion factor applies, how dimensions are measured and rounded, and how re-measure adjustments are billed. A carrier using 250 kg per cubic metre can cost much more for bulky goods than one using a lower factor, even at a lower rate per kilo. Our guide to how domestic air freight rates are calculated shows the difference with worked examples.
4. What surcharges apply, and how are they set?
Ask for a complete schedule: fuel, security screening, dangerous goods, oversize, remote area, residential, after-hours, tail-lift and any peak-season charges. Find out how often the fuel surcharge changes and where it is published. Then model a typical month of your freight to compare total cost, not just rates.
5. How is security screening handled?
Air cargo in Australia must be examined by a Regulated Air Cargo Agent or come from an approved Known Consignor before loading. Ask whether the provider is a RACA, whether screening is included in the price, and what happens to freight that arrives unscreened. If you ship large volumes, ask whether they can support you in becoming a Known Consignor.
6. Can you handle my special freight?
If you ship dangerous goods, perishables, pharmaceuticals, live animals or high-value items, ask about trained staff, acceptance procedures, temperature-controlled storage and the carriers they work with. Our guide to shipping perishables by domestic air freight lists the capabilities to look for in cold chain providers.
7. How good is your regional and remote coverage?
Ask for delivery days and transit times to your regional postcodes, which areas carry surcharges, and which are serviced by agents. If you supply mine sites or remote communities, ask how the provider manages offloads and wet season disruption. Our article on reaching regional and remote areas with domestic air freight explains the constraints.
8. How will you perform in peak season?
Ask how capacity is allocated when demand spikes, whether they offer capacity commitments for forecast volumes, and when peak cut-offs and surcharges apply. In Sydney, ask how they are handling the move of overnight freight flights to Western Sydney International Airport ahead of the Kingsford Smith curfew change from 1 November 2026. Our peak season planning guide explains why this matters.
9. What visibility and reporting will I get?
Look for scan-based tracking at each stage, electronic proof of delivery, and integration with your ecommerce or warehouse systems. Ask for regular reporting on on-time delivery, damage and claims, and agree the measures you will review together.
10. What happens when something goes wrong?
Ask how delays, damage and losses are reported and resolved, the claims process and time limits, and how much the carrier's terms limit its liability. Carrier liability is often capped well below the value of the goods, so consider transit insurance for valuable freight. Ask who your escalation contact is and what contingency options exist if a flight is cancelled.
Red flags to watch for
- Rates quoted without a stated cubic conversion factor.
- Vague answers about surcharges or "standard terms" you cannot see before signing.
- No on-time performance data, or data only for capital city lanes.
- Reluctance to discuss peak-season capacity.
- No clear process or contact for claims and escalations.
- Pressure to sign a long contract before a trial.
How to compare providers fairly
- Build a freight profile. Summarise three to six months of consignments by lane, weight, dimensions, service level and delivery type.
- Request quotes on that profile. Ask each provider to price the same sample, showing chargeable weight and every surcharge.
- Score beyond price. Weight your scoring to what matters to your business.
- Run a trial. Ship real freight on your main lanes for a few weeks and track performance yourself.
- Agree service levels in writing, with regular reviews.
| Criteria | Suggested weighting | What to assess |
|---|---|---|
| Total landed cost | 30% | Modelled monthly cost on your freight profile, including all surcharges |
| Reliability | 25% | On-time performance on your lanes during the trial |
| Network fit | 15% | Coverage of your destinations, including regional postcodes |
| Capability | 10% | Dangerous goods, cold chain, security screening |
| Visibility and systems | 10% | Tracking, integration, reporting |
| Service and claims | 10% | Responsiveness, escalation and claims handling |
Adjust the weightings to suit you. A pharmaceutical distributor might put capability first, while an online retailer might weight systems and cost more heavily.
The right provider is the one whose network and processes fit your freight, not the one with the lowest number on page one of the quote.
Consider more than one provider
Many businesses use a primary provider for most freight and a second for specific lanes, special freight or backup. This keeps pricing competitive and protects you when one network is disrupted. It does add management effort, so keep the second relationship simple and active enough that it works when you need it.
Choosing the right partner is one of the most important steps in building an air freight strategy. For the complete picture, read our guide to optimising your business supply chain using domestic air freight.
Frequently asked questions
Should I book directly with an airline or use a forwarder?
Airline cargo divisions usually sell airport-to-airport space and suit businesses that can manage their own pick-up, delivery and documentation. Most businesses find it easier to use an express network or forwarder, which handles door-to-door service, screening and paperwork.
How many providers should I use?
Many businesses use one primary provider and a second for specific lanes, special freight or backup. This balances simplicity with resilience and keeps pricing competitive.
What is a Regulated Air Cargo Agent?
A Regulated Air Cargo Agent (RACA) is a business approved under Australia's aviation security rules to examine air cargo and issue security declarations. Freight examined by a RACA or originating from a Known Consignor can be loaded without further screening at the terminal.
Do I need transit insurance for domestic air freight?
Carriers' terms often limit their liability to amounts well below the value of the goods. If your freight is valuable, check your existing business insurance and consider transit cover.
Sources and review. This article draws on guidance from the Civil Aviation Safety Authority (CASA), the Cyber and Infrastructure Security Centre within the Department of Home Affairs, IATA, airline cargo conditions of carriage and published carrier information. Rates, surcharges and rules change often, so confirm current requirements with your carrier before you ship.
Written and reviewed by
George Brown
Senior Air Freight Editor, Georgeiv.net
George has 18 years of air cargo experience, from ramp operations at Sydney Airport to managing airline allocations and pricing for forwarders across Australia and Asia-Pacific. He leads our domestic air freight coverage and checks every figure and rule before publication.