What should a warehouse have ready before the truck arrives?

Before the truck arrives, make sure the shipment in the warehouse matches the shipment that was quoted. A driver should not be the first person to discover that the pallet count, dimensions, weight, equipment need or pickup instructions changed.

Stage the actual freight

Move the shipment into a clearly identified staging area.

Confirm that:

• All pieces are present
• Pallets belong to the correct shipment
• Freight is packaged
• Labels are applied
• Damaged freight is identified before loading
• Nothing still needs production, picking or repacking

Verify pallet and piece count

Compare the physical shipment with the quote or dispatch information.

If the booking says 12 pallets and the dock has 14, stop and update the shipment before loading.

A changed count can affect:

• Trailer space
• Linear feet
• Weight
• Equipment
• Rate
• Delivery planning

Use the pallet capacity tool or linear feet tool if the shipment changed materially.

Confirm finished dimensions

Measure the freight as it will actually ship.

Include:

• Product
• Pallet
• Crate
• Corner protection
• Packaging
• Any overhang

Do not send nominal pallet dimensions when the finished freight is larger.

Confirm weight

Use the best available actual weight.

Weight affects:

• Equipment planning
• Rating
• Loading position
• Handling requirements
• Legal and operating considerations

If individual pallet weights vary substantially, provide them when possible.

Finish the packaging

Before check-in:

• Replace damaged pallets
• Correct unstable stacks
• Finish stretch wrapping
• Install corner protection where needed
• Complete banding or strapping
• Close crates
• Protect exposed product

For more detail, read build a pallet that survives.

Make sure the dock is ready

Check:

• Correct dock door
• Clear loading path
• Forklift availability
• Forklift operator availability
• Dock plate or loading equipment
• Ground-level loading requirements
• Any special securement materials

The truck and pallet loading guide covers the loading process itself.

Have paperwork ready

The exact documents depend on the shipment, but the warehouse should have the required shipping information ready when the driver checks in.

Confirm:

• Shipment or load number
• Pickup reference
• BOL or shipping document
• Purchase order references if required
• Piece and pallet count
• Weight
• Destination
• Special instructions

Confirm pickup hours and check-in instructions

Make sure the carrier has:

• Facility address
• Correct entrance
• Shipping hours
• Appointment or pickup number
• Check-in procedure
• Contact phone number

Bad instructions can turn a simple pickup into avoidable waiting time.

See accessorial charges for detention and other delay-related costs.

Keep one contact reachable

Someone at the facility should be able to answer:

• Is the freight ready?
• Where should the driver check in?
• What if the pallet count is different?
• What if the truck type looks wrong?
• Who can approve a change?

A reachable contact can prevent a small discrepancy from becoming a failed pickup.

Reefer loads need additional confirmation

For temperature-controlled freight, also confirm:

• Required setpoint
• Units
• Product condition
• Loading instructions
• Seal requirements
• Any temperature documentation

See reefer airflow and loading.

Final pre-arrival checklist