Carriers, Shipping, Compliance and Processing – Saving Time and Money

The following article looks at the actual process of shipping aircraft parts including guidelines, advice and information that will help you ship faster. Our goal at Aircraft Parts Distribution is to release and ship parts the same day. The following guidelines — can help speed up shipping and avoid unnecessary delays and costs.

The Purchase Order (PO)

The PO is the best place to include all the information needed for the distributor to ship quickly and successfully. When information is missing it often leads to delays.

Where possible, always provide:

1. Carrier details – Include the shipping account number and service type (e.g., Ground).
2. Freight Forwarder (FF) details – Provide the full FF address on the PO.
3. International shipments – Include the end user address, FF address, and billing address, as applicable.
4. Part Numbers – A wrongly placed or missing dash, for example, can make a part number unrecognizable. Also ensure the PO includes the condition and the description to avoid further confusion.

Email Communication

If it’s not practical to include shipping details on the PO:

1. Highlight key details – Place the shipping account number and service type in bold at the top of the email so they’re hard to miss.
2. Maintain the email thread – Always include the PO number in the subject line and keep the same thread for all related communication.
3. Involve the FF – When possible, add the freight forwarder to the email thread so PPWK/ Information is not duplicated and customers can assist FF’s if additional information is required.

International Shipping Requirements

Certain parts and certain countries are subject to restrictions under U.S. Department of State (ITAR) and U.S. Department of Commerce (EAR) regulations. To comply with U.S. export control laws, distributors must perform due diligence and screen all parties involved.

• Always provide the End User company name and full address on the PO.
• For many international orders, the customer will be asked to complete an End User Agreement Form. This form should be completed, signed and returned the same day, as parts cannot be shipped — even after payment — unless the form is correctly filled out and signed.

Aircraft Serial Numbers

Providing the Aircraft Serial Number can significantly speed up order processing, especially when drop-shipping from OEMs or other distributors.

Benefits include:

1. Compliance – Allows the distributor to verify that the end customer is not on any restricted or sanctioned list.
2. Direct shipping – Enables drop-shipment to the final location, avoiding extra transit through our warehouse.
3. Reduced fees – Free ground shipping from major depots may not apply if multiple boxes ship from multiple locations.
4. Priority sourcing – Distributors can often expedite hard-to-find parts for customers who provide serial numbers.

Note: Stock items (at our warehouse) do not require aircraft serial numbers, but End User information is still required for international shipments.

DHL Account Authorization

If using DHL, consider adding the distributor as an authorized shipper in your MyDHL+ account settings. This eliminates the need for shipment authorization and prevents delays in label creation.

AOG and Shipping Times

Try to ship early whenever possible — this is the safest approach if you need same-day shipping. Many cut-off times for drop shipments are between 2:00 PM and 4:00 PM (depending on the vendor). Items in stock can sometimes be shipped later, but always check with your salesperson. Remember that accounting and purchasing departments often work standard office hours and finish around 5:00 PM, which means payments and purchasing approvals may not happen until the next day.

If you think you may have missed the deadline, or need to ship on a public holiday ask your salesperson about AOG (Aircraft on Ground) rates. At Aircraft Parts Distribution, we have the ability to ship late, during public holidays and over the weekend.

Multiple Carrier Options

Different carriers have different strengths, for example, DHL has better coverage in Europe and Asia and FedEx has better coverage in the USA. Always have different account options available for your distributor to avoid delays.

Conclusion

Successful shipping with aircraft parts distribution hinges on providing complete, accurate, and timely information. Clear purchase orders with carrier details, freight forwarder addresses, part numbers, and end user data help avoid delays and ensure compliance with export regulations. Including aircraft serial numbers speeds processing and enables direct shipment, reducing fees and expediting delivery times.

Maintaining clear communication—with bolded shipping info, consistent email threads, and freight forwarder involvement—prevents errors and duplication. Pre-authorizing distributors on carrier accounts like DHL eliminates approval delays. Understanding cut-off times and using AOG shipping options saves critical time, while multiple carrier options provide flexibility to avoid regional disruptions.

Following these best practices ensures faster, smoother shipments, reducing aircraft downtime and overall shipping costs. See https://aircraftparts.net/for more information.