Chargeable Weight vs Actual Weight: The #1 Cause of Shipping Billing Disputes

The #1 Cause of Billing Disputes: Chargeable Weight

One of the most frustrating experiences for shippers is receiving an invoice that is higher than the quote. You weighed the box, it was 5 kg, but the carrier billed you for 15 kg. Why?

This discrepancy is the number one cause of shipping billing disputes.

Carriers calculate shipping costs based on chargeable weight. This is determined by comparing two numbers and billing for whichever is higher:

• Actual Weight: What the package weighs on the scale.
• Dimensional (Volumetric) Weight: The amount of space the package occupies in the truck or aircraft.

What is Dimensional (Volume) Weight?

Imagine shipping a pillow versus a dumbbell. The pillow is light but huge; the dumbbell is small but heavy. Carriers have limited space in their cargo holds. If they charged only by weight, a plane full of feather pillows would be full but generate very little revenue.

To compensate, "Low Density Cargo" (large, lightweight items) is billed based on volume rather than scale weight.

Shipper beware: Carriers do not correct dimensions to your benefit

Carriers will not correct larger than actual dimensions nor higher than actual weight!

Most carriers consider the chargeable weight to be the highest of:

• The Actual (scale) weight

• Declared weight (what you recorded when preparing the waybill)

• Dimensional weight

• Declared weight (dimensions you recorded when preparing the waybill)

In other words, if you inadvertently put in larger dimensions or a heavier weight, the carrier will not correct it downward. Of course, if you under declare the weight or dimensions, they will correct upward to actual weight and dimensions. We advise shippers to declare and actual weight and - when in question - round down. The carrier correct the actual weight and dimensions only when the declared weight and dimensions are less than actual.

Dimensional Weight Calculator

Use this tool to estimate your chargeable weight before you ship. This formula uses the standard divisor of 5000 (common for express couriers).

Note: Always round your dimensions up to the nearest whole centimeter before calculating.

How the Calculation Works

Most international air carriers use the "5000 divisor" formula. Here is a real-world example of how the math works against the scale:

Declared Weight Matters

Accuracy is critical. If you mistakenly declare 10 kg on the waybill when the package is actually 1 kg, the carrier allows their system to bill the declared 10 kg. However, if you declare 1 kg and it actually weighs 10 kg, they will audit and upcharge you.

Pro Tip: Carriers rarely issue credits for over-declared shipments. Always measure twice, verify the "greater of" weight, and declare accurately. This was mentioned above but worth repeating!

Round up dimensions and weight when estimating the costs

Shippers are often surprised when they record what they be believe to accurate yet is actually a fraction more. For example, 5.01 kilograms would be be charged 5.5 kilograms. This can be particularly impactful when it comes to dimensions. Our advice is round down for the carriers but round up when estimating potential costs. 

Freight Classification and CBM

The formula above is standard for courier and parcel shipments.

However, other modes of transport utilize different calculations:

• Heavy Air/Sea Freight: Chargeable weight is often calculated using Cubic Meters (CBM).
• Trucking (LTL): Road freight uses a unique classification system based on density and stowability. Read our guide on Trucking and Freight Class.

Practical Tools

Need to measure a package but missing a tape measure? Use our printable tools:

• 📥 Download Printable Ruler (Letter Size)
• 📥 Download Printable Ruler (A4 Size)