Michael Turner
Immediate steps: weigh and measure each piece (use kg and cm), obtain quotes from at least three providers (express courier, air freight forwarder, specialist baggage shipper), choose door-to-door if time-critical or airport-to-airport to save cost, book 48–72 hours ahead for domestic movements and 5–14 days for air cross-border transit. Prepare an itemised packing list and a commercial invoice for consignments crossing borders.
Typical costs and transit times: economy ground shipments for a single 23 kg / 50 lb soft case: ~$30–$120 domestic (1–5 days); expedited domestic air courier: ~$60–$250 (1–2 days); cross-border courier for the same weight: ~$150–$600 (2–7 days depending on zone and service level); dedicated unaccompanied-baggage door-to-door transatlantic services commonly range $200–$700 per piece (5–12 days). Ocean freight consolidation is cheapest (~$100+ per piece) but adds 2–6 weeks.
Documentation and customs: attach a clear commercial invoice and detailed contents description for each piece. Declare value for customs clearance; brokerage fees commonly add $15–$150 depending on carrier and destination. Check destination import allowances (example: U.S. de minimis threshold is $800) and prepare for VAT/duty where applicable. Shipments intended as personal effects may qualify for simplified clearance but still require accurate declarations.
Restrictions and packaging: lithium batteries, firearms, perishable foodstuffs, certain chemicals and live plants are frequently restricted or banned for courier and air-freight carriage; verify the provider’s prohibited-items list. Use a rigid case or a reinforced travel trunk for fragile contents, secure internal padding, lock with an approved security device, remove obsolete tags and attach a business-card-style ID on internal and external surfaces.
Insurance and liability: purchase declared-value coverage if replacement cost exceeds carrier liability limits; typical included liability is low (often $0.50 per kg or limited flat sums). Retain booking references and photograph packed items and contents list before handover. For high-value items consider specialised movers that provide full replacement-value guarantees and door-to-door tracking with customs brokerage included.
Domestic carriers that accept unaccompanied baggage
Primary recommendation: route unaccompanied items through a carrier’s cargo division or a licensed freight forwarder; most major passenger carriers refuse checked items tendered by a non-traveling shipper, so book via cargo (Delta Cargo, United Cargo, American Airlines Cargo, Alaska Air Cargo) or use FedEx/UPS for door-to-door service.
| Carrier | Passenger unaccompanied acceptance | Cargo option | Typical lead time | Key limits / notes |
|---|---|---|---|---|
| Delta | No (passenger-checked items must accompany traveller) | Delta Cargo – domestic network, online booking | 24–72 hours (reserve ahead) | Pieces generally limited by dimensional and weight rules; hazardous materials prohibited; ID required at pickup/drop-off |
| United | No | United Cargo – domestic coverage, airport cargo facilities | 24–72 hours | Advance booking advised for oversized items; paperwork (AWB/commercial invoice) required |
| American | No | American Airlines Cargo – domestic, agent network | 24–72 hours | Weights/size caps vary by route; fragile items need crate and declared value |
| Alaska | No | Alaska Air Cargo – strong Alaska/West Coast network | 24–48 hours | Good option for bulky sporting equipment; verify seasonal capacity limits |
| JetBlue | No | Third-party cargo partners and local forwarders | 24–72 hours | Use partner booking platforms; check partner pickup locations |
| Southwest | No | Typically no direct freight product; use ground shippers or cargo brokers | 48–72 hours | Strong ground network makes FedEx/UPS competitive for short-haul moves |
| Spirit / Frontier | No | Third-party freight or national couriers recommended | 48–72 hours | Ultra-low-cost carriers seldom offer dedicated cargo desks at all stations |
Operational checklist for booking unaccompanied shipments
Contact the carrier cargo desk or freight forwarder and obtain an airway bill (AWB); measure and weigh pieces precisely; declare content and value; pre-book at least 24–72 hours ahead of required departure; verify ID and release procedures at the destination airport; purchase declared value/insurance for high-value items; crate fragile items and mark as “FRAGILE”.
Common restrictions and documentation
Prohibited items include most hazardous materials, certain batteries, and undeclared liquids; commercial invoices required for high-value moves even on domestic legs; single-piece weight limits frequently fall between 70–150 lb depending on route and aircraft type; oversized items may require special handling fees and earlier cutoffs. For non-standard gear (aquarium tanks, live specimens), consult cargo rules and local regulations – and if planning a visit to local attractions after arrival, consider packing gear to allow a stop at the best aquarium in san antonio while awaiting pickup.
How to book and drop off checked baggage-only shipments at the airport
Book through the carrier’s cargo or excess-baggage portal, obtain an air waybill (AWB) or booking reference, print that document and present it at the cargo terminal or dedicated drop counter at least 3 hours before scheduled departure; allow 4–6 hours for consignments over 32 kg or oversized pieces.
Booking: required data and preparatory steps
Mandatory information: shipper name and government photo ID, recipient name and daytime phone, origin and destination, flight number/date, piece count, gross weight and dimensions, full description of contents, and declared value for liability. Incorrect weight/dimensions triggers reweigh charges and possible refusal.
Service selection: choose either excess-baggage service (sold per piece or per kg) or cargo/transport service (priced by weight and handling). Confirm rate structure, fuel surcharges, and overweight/oversize penalties before finalizing the booking.
Packaging and prohibited items: use a hard-shell case or reinforced crate, secure zips with tamper-evident seals or numbered cable ties, pad fragile items, and remove or secure spare lithium batteries (spares are commonly disallowed in checked consignments). High-value items should be declared and insured separately via the carrier’s declared-value option or a third-party policy.
Airport drop-off: documentation, handover and tracking
Arrival and presentation: go to the cargo terminal or the operator’s designated drop counter with printed AWB/booking confirmation and the shipper’s photo ID. At handover obtain a weighted receipt showing piece count, gross weight and AWB number; retain that receipt until final delivery confirmation.
Labeling and internal copies: affix external AWB tag and place a copy of the waybill and recipient contact inside the case in a waterproof pouch. Ask ground staff to confirm tag legibility and barcode scan success before leaving the counter.
Tracking and claims: use the AWB number for online tracking or via the cargo desk hotline. For loss/damage claims, preserve the original receipt, take photos of packaging and contents at drop-off, and file a written claim within the carrier’s published time limits; declared-value documentation will expedite settlement.
ID, paperwork and liability forms required for unaccompanied baggage shipments
Bring two original government-issued photo IDs at drop-off: one primary (passport or state driver’s license) and one secondary (state ID, military ID or passport card). Both IDs must match the name on the waybill and payment method.
- Shipper identification: original photo ID + copy kept with the carrier; business shipments require company letterhead and a notarized authorization if a third party hands over items.
- Recipient identification for pickup: recipient must present original photo ID matching the consignee name on the AWB or delivery authorization form; for hotel or third-party pickups, an authorization letter signed by the consignee is required and often must be notarized.
- Waybill and receipt: completed air waybill (AWB) or carrier baggage-only receipt with full consignee contact details, itinerary or destination airport/terminal, declared weight and declared value line filled.
- Contents declaration: concise itemized list (description, qty, approximate value). For common items (e.g., a best nike gym bag or a best umbrella stroller for big toddler) include brand/model and serial numbers where applicable.
- Declared value / Valuation form: complete if requesting liability above the carrier’s default limit; attach proof of value (receipt, appraisal).
- Hazardous goods paperwork: Shipper’s Declaration for Dangerous Goods required for batteries, aerosols, certain cleaners, e-cigarettes; many carriers prohibit some items in checked-only shipments–list and declare any restricted items before drop-off.
- Fragile / special handling labels: fill out special handling request form at counter for antiques, artwork, musical instruments; insurer may require crating photos and signed condition report.
- Delivery authorization / Release of Liability: signed form if consignee authorizes release to a third party or permits delivery without signature; keep a copy of the signed release.
- Insurance / third-party freight policy: policy number and insurer contact included on waybill if private cargo insurance purchased; carriers often require insurance certificate for high-value claims.
- Prepare documents in duplicate: original plus carrier copy; scan or photograph everything and store digitally with timestamps.
- At counter, verify that the AWB includes full street address, daytime phone, email for consignee, and declared value box completed if extra protection purchased.
- Ask for a written acceptance stamp and a baggage-only receipt number; record the tag numbers attached to each piece.
- Keep all receipts and the barcode image until final delivery confirmation; file any damage claims within the carrier’s stated claim window (request this window in writing at drop-off).
If the shipment contains high-value items, request the carrier’s written maximum liability and produce supplemental insurance documentation at the counter; if a notarized authorization is required for release to someone other than the named consignee, present that notarization at drop-off and ensure the consignee has a matching signed pickup authorization.
Fees, size and weight limits for unaccompanied checked items
Prepay fees and confirm the carrier’s maximum weight and linear-dimension limits before arrival to prevent oversized/overweight penalties and unexpected cargo-rate billing.
Typical size and weight thresholds
Standard piece-checked thresholds used by many passenger carriers and cargo desks: maximum linear dimension 158 cm (62 in) and standard weight limits of 23 kg (50 lb) for basic handling and 32 kg (70 lb) for higher-weight allowance per piece. Items exceeding 32 kg usually require special handling and are assessed as heavy or freight items.
Common cutoffs that trigger special handling or freight classification: single-piece weight >32 kg (70 lb), single-piece linear dimension >158 cm (62 in), or total consignment weight >200–300 kg (varies by carrier). Pieces heavier than 45 kg–70 kg typically need palletization and lift-assist equipment.
Fee structure and surcharge examples
Two main pricing models are used: per-piece flat tariffs and weight-based (per kg/lb) cargo tariffs. Passenger-style per-piece fees (when accepted as checked items) often mirror standard checked-bag pricing: typical domestic first-piece fees range from $25–$35 and second-piece $35–$45 on many U.S. routes; cargo or unaccompanied-item handling usually carries higher minimums and per-weight charges.
Typical cargo/unaccompanied pricing ranges (domestic routes): minimum handling/booking fee $50–$150 plus a weight charge from about $0.75–$3.50 per lb depending on distance and service speed; for short domestic sectors expect the lower end, for long or expedited segments the higher end. Oversize surcharge (per piece) generally $75–$200; overweight surcharge commonly $75–$200 for the first weight band above the limit, with incremental charges beyond.
Special-item premiums: fragile, high-value, hazardous, or palletized consignments incur additional handling fees and sometimes flat special-service charges ($50–$300). Large consignments converted to freight tariffs may be subject to minimum charges that can exceed standard passenger-bag fees by several times.
Declared value and liability: declared-value coverage is offered for an extra fee and limits carrier liability; typical included protection for passenger-checked items is modest, so purchase declared-value coverage for high-value pieces. Maximum allowed declared value and the per-dollar rate vary by carrier and whether the item moves as baggage or as cargo.
Ways to reduce charges: consolidate items into fewer pieces under weight limits, split heavy contents across multiple crates to stay ≤32 kg per piece, use hard cases sized under 158 cm linear, prepay online or through cargo reservations for lower tariffs, and compare ground-courier rates (FedEx/UPS/USPS) for cost-effective alternatives on non-urgent shipments.
Security screening, prohibited items and customs considerations for shipped baggage
Declare lithium batteries, firearms and agricultural products on the airway bill and attach a clear, itemized inventory before tendering the consignment.
Security screening: what to expect and how to prepare
- Primary screening methods: X‑ray/CT imaging, explosives‑trace detection (ETD) swabs and manual inspection. Expect any package flagged on imaging to be opened and re‑sealed under chain‑of‑custody protocols.
- Packaging for faster clearance: place electronics near the top of the case, remove and separately pack spare batteries, and use transparent resealable bags for small metal objects and liquids to speed visual checks.
- Tamper visibility: apply numbered tamper‑evident seals and record seal numbers on the airway bill and inventory. Carriers often insist on visible seals for cargo handling acceptance.
- Device access: leave devices unlocked or include written authorization for inspection. If a device cannot be powered up during inspection, customs or security may detain the item for further examination.
- Screening time impact: anticipate additional handling that can add 24–72 hours to transit for items flagged for secondary inspection, and possible refusal if hazards are found.
Prohibited, restricted and high‑risk items
- Explosives and incendiaries: fireworks, gunpowder, blasting caps and similar devices are strictly prohibited.
- Flammable liquids and gases: gasoline, lighter refills, butane, propane and most solvents cannot be tendered as air cargo unless specially approved and packaged under dangerous goods rules.
- Oxidizers, corrosives and toxic chemicals: household bleach, acids, pesticides and laboratory reagents fall into restricted classes requiring DG paperwork and approved packaging.
- Lithium batteries:
- Loose spare lithium‑ion or lithium‑metal cells are typically forbidden in air cargo for passenger aircraft. Batteries installed in equipment are accepted only if watt‑hour rating and markings comply with applicable transport regulations.
- Batteries >100 Wh but ≤160 Wh require prior written approval by the carrier; cells >160 Wh are normally prohibited as cargo on passenger aircraft.
- Mark watt‑hour/gram ratings on the outer packaging and include the UN number where required (UN 3480/UN 3090).
- Firearms and ammunition: must be declared, unloaded, packaged in a locked, hard case, and may require special permits and acceptance at cargo terminals. Many carriers refuse firearms in unaccompanied consignments–confirm acceptance in writing before tendering.
- Perishables, plants, seeds, soil and animal products: subject to strict phytosanitary and veterinary controls; many countries forbid importation or require certificates and pre‑inspection.
- Cash and negotiable instruments: large amounts (commonly >US$10,000) must be declared at borders and can trigger seizure or reporting requirements.
- Controlled drugs and prescriptions: only permitted with medical documentation and, for some substances, import permits from the destination authority.
Customs, documentation and cross‑border rules
- Essential documents: commercial invoice or pro forma invoice with itemized values and serial numbers, packing list, airway bill, and any permits (CITES, phytosanitary, firearm import/export licenses or ATA Carnet for temporary exports).
- Value thresholds and duties: check the destination’s de‑minimis threshold (example: U.S. informal entry threshold commonly USD 800); consignments above that amount typically require formal entry and may incur duties and taxes.
- Temporary exports/imports: use ATA Carnet for temporary professional equipment or exhibition items to avoid duties; retain proof of export for re‑entry claims.
- Proactive disclosure: list high‑value items (electronics, jewelry, art) with serial numbers on the paperwork to speed customs release and reduce risk of misclassification as commercial cargo.
- Refusals and seizure: undeclared prohibited goods are subject to seizure, heavy fines and potential criminal charges; carriers will return or destroy items at owner’s expense when required by regulators.
Quick checklist before tendering: itemized inventory attached, batteries handled per transport rules, hazardous items documented or removed, contact details on airway bill, tamper‑evident seals applied, and copies of all permits included inside the case.
