Air Freight & Customs

You want to get a machine, module or complete production line across the border quickly and safely. Then it's about two things: air freight for pace and customs for predictability. With the right preparation, you can avoid downtime, security check surprises and extra costs. On this page, you can read how Pol Industrial Movements manages your air freight and customs from A to Z, from export packaging and waste to documentation and delivery.

Why do air freight and customs determine your lead time so much?

Air freight is the fastest international route for machines and spare parts, but only if your customs data and documents are in order. Airlines and the EU request complete data in advance for a safety assessment. Examples include a clear description of the goods, HS codes and, where appropriate, EORI numbers. With this combination of speed and compliance, you can prevent “do not load” notifications, extra checks and delays at the terminal.

How do we approach your air freight project?

We combine packaging/shipping, lifting, transport planning and customs documentation in one direction. This way, you keep 1 point of contact and a predictable schedule.

• Intake and project direction: We start with a technical recording and risk scan. We determine routes, hoisting and lifting equipment, dimensions/weights and the required export packaging. You get a clear plan with planning, tasks and preconditions.
• Packing and packaging at ISPM 15 level: Your machine is secured with barrier film (vacuum), VCI corrosion protection and shock/tilt indicators. We make wooden boxes and pallets in accordance with ISPM 15 to prevent problems during customs and phytosanitary controls. Learn more about our methods at Packing machines and Expanding Machines.
• Customs & documents: We coordinate the export files with your forwarder or our regular customs partners: export declaration (EX‑A via DMS/AES), invoice and packing list, any origin documents and instructions for the air waybill.
• Booking & pre-advice (ICS2): We book the flight via our network and provide the necessary data to the airline/handler in a timely manner. Early and complete data reduces the risk of delays.
• Airport handling & delivery: We coordinate delivery to the handler, monitor milestones and ensure a tidy delivery to the end location with the right hoisting and lifting equipment.
• Aftercare: Afterwards, you will receive the documentation and a short evaluation. Useful for repeat shipments or return logistics.

What documents and data do you need? (checklist)

A complete set prevents delays. Use this checklist:

• Commercial invoice and packing list with net/gross weights and dimensions per package.
• HS codes (at least 6 digits) and non-generic description of the goods.
• Sender/Recipient EORI numbers where applicable
• Export declaration (EX‑A via DMS/AES). Explanation: Customs NL — Export: filing a declaration.
• Make sure to provide the AWB/e-AWB data and a shipper's letter of instruction to the air freight partner.
• Any certificates (origin, dual use, CE, GMP, sanitary/phytosanitary).
• Contact details of sender, recipient and notify party.
• Tip: Contribute ICS2 data early.

How do we ensure safe export packaging and damage prevention?

A good box is an insurance policy against transport damage. We build custom boxes with sufficient stiffness, lifting points and internal fixations. We seal machines in barrier film (possibly with drying agents) and use VCI corrosion protection, plus shock/tilt indicators for traceable handling. Wooden packaging outside the EU generally requires ISPM 15 treatment and IPPC marking. Want to see how we approach it? Watch Packing machines whether Expanding Machines.

What does this mean for food, pharma and high-tech?

In clean or GMP environments, hygiene, traceability and minimal downtime count. We plan around shutdowns, ensure clean handling and coordinate customs processing times with flight planning. Our teams work daily in active production environments. Want to know more about how we work on the factory floor? See Industrial removals.

What does air freight and customs cost?

Steer on predictability

Rates depend on chargeable weight/volume, route and urgency, airport handling, export packaging (ISPM 15) and customs work. You save time and costs by:

• Provide early and complete data (ICS2).
• Choosing the right packaging/waste for rapid acceptance.
• Smart planning with buffer storage and staging.

Extra handy: with our Warehousing service you can temporarily store machines and deliver them to the airport in batches. This makes your schedule calmer and your costs more predictable.

Frequently asked questions about air freight and customs

• Do you also arrange air freight booking and handling? Yes. We work with authorized air freight partners through our network. You keep one point of contact and we monitor the entire project from packaging to delivery. You can find out more about multimodal logistics at Pol Transport — Logistics (https://www.pol-transport.nl/logistiek).
• What ICS2 data do I need at least? At least a clear, non-generic description, HS codes (at least 6 digits) and the contracting parties. Sometimes, the addressee's EORI number is also required. Early delivery helps the security assessment and prevents delays.
• Is e‑AWB sufficient or do I need a paper AWB? On many routes, e‑AWB is the default. However, paper may be required locally. We coordinate this with the airline partner for each shipment and destination.
• Shipping to the United Kingdom: Are there any additional rules? Yes. Entry Summary Declarations are mandatory for imports into the UK.
• Are wooden boxes always mandatory? Not always. Outside the EU, ISPM 15 is usually required for wooden packaging; within the EU, it is often not. We advise per country and can also use non-wooden solutions where needed.

Why choose Pol Industrial Movements?

• One managing partner: packaging/dropping, hoisting, transport, customs and delivery.
• Own resources and teams that work in compact spaces and active productions.
• Demonstrated compliance: ISPM 15, clean documentation, and data quality for ICS2.
• Sector experience in food, pharma and general manufacturing.
• Possibility of staging and temporary storage with Warehousing.

Halfway through planning? Request a quick check now Do you already have an option flight or a go-live date in sight? Let us do a short turnaround check on packaging, data and customs. This way, you can avoid surprises at the terminal. Schedule an intake immediately or request a proposal with lead time scenarios.

Air freight and customs must go hand in hand to get your machine to its destination without delay. With a combination of ISPM 15 packaging, tight project management and complete ICS2 data, you can guarantee turnaround time and costs. Do you want us to direct your air shipment from start to finish? Get in touch, schedule a recording on location or request a free quote right away.

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