THE 3-CHECK RULE: HOW TO AVOID DOCUMENTATION ERRORS BEFORE THEY HAPPEN

At Hugix, we’ve seen countless air freight shipments planned perfectly, right aircraft, right route, right timing, yet still delayed for one simple reason: documentation errors.

In air freight, delays are rarely caused by big mistakes. They’re caused by small ones - a typo, a missing field, or a document submitted a few minutes too late.

Cargo doesn’t move just because space is confirmed. It moves because the documents allow it to move.

And most documentation errors don’t happen due to lack of experience. They happen when teams work under pressure, rush to meet cut-offs, and skip structured checks.

That’s why we apply a simple discipline across air freight operations: The 3-Check Rule, a practical way to catch documentation errors before they ever reach the airline, customs, or the customer.

Why Documentation Errors Are So Common

Even experienced operations teams encounter documentation mistakes because:

• Documents are prepared under tight cut-off pressure

• Data comes from multiple sources (shipper, carrier, internal systems)

• Last-minute changes aren’t always communicated across teams

• One person often prepares and submits documents alone

Without a structured review process, errors slip through silently, until a shipment is stopped.

What Is the 3-Check Rule?

The 3-Check Rule is a layered verification process that ensures every key document is reviewed three times, from three different perspectives, before submission.

Each check serves a distinct purpose:

• Accuracy

• Compliance

• Consistency

Together, these checks significantly reduce the risk of documentation-related delays.

Check #1: Data Accuracy Check

Key question: 👉 Is the information correct, exactly as provided?

This check focuses on raw data accuracy.

What to verify:

• Shipper and consignee names and addresses

• Piece count, weight, and dimensions

• HS codes and cargo descriptions

• Flight number and routing

• Incoterms and payment terms

  
  

Common mistakes caught here:

• Typos in consignee details

• Mismatches between invoice and packing list

• Incorrect weights or piece counts

  
  

This check should be done by the person preparing the document slowly and deliberately.

Check #2: Compliance & Cut-Off Check

Key question: 👉 Does this document meet airline, customs, and security requirements, and is it submitted on time?

Accuracy alone isn’t enough. Documents must also be acceptable.

What to verify:

• Airline-specific formatting rules

• Security filings (e.g. ACAS, PLACI, AMS)

• Mandatory customs data fields

• Submission deadlines and cut-off times

  
  

Common mistakes caught here:

• Missing mandatory security information

• Late submissions

• Documents rejected by airline systems

  
  

This check is best handled by someone familiar with airline and regulatory requirements.

Check #3: Cross-Document Consistency Check

Key question: 👉 Do all documents tell the same story?

Even when individual documents are correct, inconsistencies between them can stop a shipment.

What to verify:

• Invoice vs. Packing List vs. MAWB/HAWB

• Weight and piece count consistency

• Cargo description alignment

• Shipper and consignee details across all documents

  
  

Common mistakes caught here:

• Different weights shown on invoice and MAWB

• Inconsistent cargo descriptions

• Mismatched consignee information

  
  

This check almost always benefits from a second set of eyes.

Why the 3-Check Rule Works

The 3-Check Rule is effective because it:

• Slows the process just enough to prevent costly mistakes

• Separates document preparation from verification

• Creates accountability without adding unnecessary complexity

  
  

Most importantly, it shifts documentation from a reactive task to a controlled operational process.

How to Implement the 3-Check Rule in Daily Operations

To apply the rule consistently:

• Attach a simple checklist to every shipment

• Assign clear responsibility for each check

• Avoid combining all three checks into a single step

• Build the checks into SOPs and operational KPIs

  
  

The goal isn’t perfection, it’s preventing errors before cut-off.

Final Thought

In air freight, documentation errors are rarely dramatic. They’re small, quiet and expensive.

The 3-Check Rule won’t eliminate mistakes entirely, but it ensures errors are caught before they become delays.

At Hugix, we help freight forwarders strengthen documentation control through structured processes, experienced remote operations teams, and proactive checks, because in logistics, what you check determines what moves.