Decoding shipping costs: Understanding actual weight vs volumetric weight

Shipping costs are important considerations for businesses and individuals, as they can significantly impact the total expenses associated with courier services in Indonesia. While many assume that the actual weight of a package is the main factor in calculating local and international shipping fees, volumetric weight is equally important and can sometimes have a more significant influence on the final cost.

Understanding actual weight vs volumetric weight can help you select packaging options that minimize unnecessary expenses. This guide will help determine the difference between the actual and volumetric weights of your parcel, and how DHL Express can help you make more cost-effective shipping decisions.

What is actual weight?

Actual weight is the most straightforward metric used to measure the weight of a package. It refers to the weight of a parcel as recorded by a scale and is measured in kilograms (kg) or pounds (lbs). Actual weight is crucial for determining shipping costs, especially for dense or compact packages.

When shipping companies calculate actual weight, they simply scale the package. However, this weight might not always be the most cost-effective indicator if the package is lightweight but has a large volume.

What is volumetric weight?

Volumetric weight, also known as dimensional weight, considers the amount of space a package occupies in relation to its weight. Shipping providers use volumetric weight in addition to actual weight to set shipping costs, especially for lightweight but bulky items.

For instance, if you’re shipping a large box filled with bubble wrap, its actual weight might be minimal, but because it takes up considerable room, the cost should reflect that. This approach prevents customers from underpaying for large but lightweight shipments.

What is a dim factor?

The dim factor (Dimensional Factor) is a constant used in calculating volumetric weight to standardize how international shipping carriers convert a package’s volume into its weight. Different shipping companies might use varying dim factors depending on their cost strategies and the types of items they typically transport. For reference, DHL Express uses a dim factor of 5000 when calculating its shipments.

DHL Express volumetric weight formula

The DHL Express volumetric weight formula helps shipping companies determine how much space a package will take up in the aircraft known as the dim factor. To calculate the volumetric weight, simply use DHL Express’s dimensional weight standard formula: length x width x height / 5000.

Actual vs volumetric weight: Which one favors you?

When determining shipping costs, the higher of the two weights—actual weight or volumetric weight—is used. This means neither one inherently favors the buyer1. 

For dense and heavy items, actual weight will likely result in higher shipping costs. Conversely, the volumetric weight may be the determining factor for lightweight but bulky items.

To save on shipping costs, it’s essential to understand the difference and choose packaging that minimizes the volumetric weight whenever possible. For example, using smaller or more compact packaging can reduce the dimensional weight, potentially lowering your costs.

How to integrate volumetric weight into your international shipping strategy

Integrating volumetric weight into your shipping strategy requires careful planning to ensure cost efficiency. 

First, collect the exact product dimensions for every item in your inventory. Ensure that your product listings include accurate measurements—length, width, and height—to facilitate reliable volumetric weight calculations for each shipment. Precise dimensions help avoid unexpected fees and support accurate forecasting of local and international shipping costs.

It is equally important to collaborate with your import or export shipping provider to understand their volumetric weight policies, including the dim factor they use for calculations. Each shipping provider may apply a different dim factor, directly impacting how volumetric weight is measured and billed. Familiarity with these policies enables you to make informed decisions about packaging and shipping methods.

Lastly, conduct regular reviews of your shipping data to identify patterns where volumetric weight significantly influences costs. Evaluate whether adjustments to packaging solutions or shipping practices could yield better efficiency. Regularly assessing packaging methods, shipment dimensions, and weight calculations allows you to identify cost-saving opportunities, reduce waste, and enable a more streamlined shipping operation.

Packaging tips to optimize volumetric weight

If volumetric weight exceeds the actual weight, shipping costs increase, especially for large yet light items. Optimizing packaging can lower dimensional weight, helping to reduce shipping rates and improve profitability.

Here are some tips to optimize volumetric weight:

• Select the correct box size: Using a box that is too large for the item increases the overall dimensions, resulting in a higher volumetric weight. Select a box that closely fits the size of your product to avoid unnecessary empty space.

• Use compact packing materials: Cushioning materials like thick foam or bulky bubble wrap can increase the size of a package without adding much weight. Consider alternatives such as crumpled paper, air pillows, or thin layers of protective padding. You can check out our guide to packaging materials to know more.

• Disassemble items whenever possible: If the items being shipped can be disassembled, it is advisable to do so. For example, furniture or machinery parts can be packed into smaller boxes when broken down, significantly reducing the package’s dimensions.

• Minimize product packaging: Retail products often come with their own packaging, which can add to the volumetric weight. Evaluate whether excess packaging, such as large product boxes or inserts, can be reduced or eliminated without compromising product safety.

• Consider poly mailers for soft items: Using poly mailers instead of traditional boxes can reduce volumetric weight for non-fragile items such as apparel or soft goods. Poly mailers conform to the shape of the item and have a lower profile than boxes, resulting in a smaller overall size and lower shipping costs.

• Reduce the need for double-boxing: Double-boxing is sometimes necessary for fragile items but significantly increases package size. Consider using a single, high-quality box with adequate padding instead where possible. If double-boxing is unavoidable, choose an outer box slightly larger than the inner box to minimize volumetric weight.

DHL Express: Your partner in cost-effective shipping

As a global leader in logistics, DHL Express is committed to providing transparent and competitive international shipping rates through our advanced tools for calculating your parcel’s actual and volumetric weights. We combine over 50 years of expertise with a global network of 100,000+ specialists to ensure fast and reliable door-to-door import or export courier services in Indonesia or worldwide.

Explore DHL Express’s shipping costs and services today and open a business account to access exclusive tools and benefits.