Packaging & labelling guide
Prepare parcels and freight for the actual service, with accurate measurements and clear handover records.
Updated · Version 1.1 · FindXTrade
1. Start with the service requirements
Check the selected carrier’s current packing, size, weight and goods rules before booking. Different transport modes and items need different packaging. This general guide is not a certification that a package, pallet, container or dangerous-goods shipment is compliant. Seek specialist instructions for hazardous, fragile, high-value, oversized, temperature-sensitive or unusual cargo.
Pack the actual goods before measuring and weighing. Use the outside dimensions, including protrusions, and the total packed weight. Record the measurement units correctly. A carrier may apply volumetric/chargeable weight, rounding, minimums or oversize charges, so a smaller item can still be expensive if its packaging is bulky.
2. Ordinary parcels
Use packaging strong enough for the item, its weight and the handling in the chosen network. Retail display packaging is not necessarily suitable as the outer shipping carton.
- Use a suitable sturdy carton or approved packaging in good condition. Avoid crushed, water-damaged or structurally weak boxes.
- Cushion the goods appropriately, protect corners/edges and prevent movement or contact between fragile items. Use any carrier-required double-boxing or specialist protection.
- Close and seal every opening securely with suitable shipping tape. Do not rely on an address label to hold the package together.
- Check special liquid, battery, sharp-item and breakage requirements before packing. Do not place hazardous goods into ordinary packaging as a substitute for approval.
- Keep the package within the service limits and ensure it can be handled safely. Do not strap parcels together as one item unless the carrier expressly permits it.
3. Pallets, machinery, vehicles and freight
Freight preparation must suit the load, equipment, route and mode. Use sound, correctly rated pallets/crates, distribute and secure the weight, prevent unsafe overhang and identify handling restrictions. Required loading/unloading equipment and site access should be agreed before arrival. Do not claim that cargo is stackable unless it can safely support the relevant stacking conditions.
Wood packaging may require compliant treatment/marking for the destination. Containers can require verified gross mass, load restraint and other mode-specific documentation. Vehicles and machinery need assessment of fuel, fluids, batteries, condition, securing points, ownership/export documents and safe access. Use the carrier or a competent freight specialist for the actual preparation instructions.
Container, truck, van and part-load allocations are not interchangeable. Confirm the usable dimensions, weight distribution, cargo pieces, volume, loading facilities and any temperature or security requirements. A freight estimate does not reserve equipment or confirm safe loading.
4. Labels and documents
Use the label/transport document issued for the confirmed service. Remove or cover obsolete routing labels and barcodes without removing necessary safety or regulatory markings. Apply the active label securely and flat on a suitable visible surface. Keep a barcode legible, avoid placing it over a seam or curve, and do not shrink or crop it outside the carrier’s instructions.
Confirm that collection and delivery contacts, the actual address, country, region and postcode are correct. Include relevant access notes in the supported field, but do not place passwords or sensitive unrelated details on a visible label. Follow the carrier’s method for customs paperwork and any separate dangerous-goods marks. Never invent a dangerous-goods label to make an undeclared shipment look approved.
5. Before handover and after delivery
Where safe, photograph the item condition, packing stages and finished labelled package. Retain accurate weight/dimension records, proof of value, the booking and handover receipt. These records can help with a remeasurement query or claim, although photographs alone do not prove compliance or guarantee compensation.
Use only the approved collection/drop-off point and comply with the confirmed cut-offs, appointments and identification requirements. Keep the goods secure until the carrier takes responsibility under the accepted service. If delivery appears damaged, preserve the packaging and report it promptly; follow the claims instructions and do not dispose of evidence prematurely.
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