By Luis Lopez, AI transportation consultant, CEO of Go Hub.io Holdings Corp and subsidiaries, and host of the Freight Guru Podcast
A lot of freight problems get blamed on the carrier when they actually began on the shipper’s dock. Freight that is not ready when the driver arrives leads to waiting time, reweighs, reclassifications, damage claims and missed delivery windows. The good news is that nearly all of it is preventable. If you want to prepare freight for pickup properly, work through this checklist before the truck shows up.
1. Confirm the pickup details
Start with the basics. Make sure the carrier has the right address, the pickup window, the contact name and phone number, and any special instructions for the site. If your dock has a gate procedure, appointment system or limited hours, say so in advance.
Also confirm what equipment is needed. If the freight has to be loaded with a liftgate, or if your site cannot accept a full-size trailer, tell the carrier when you book, not when the driver arrives. Surprises at the dock are a common source of extra charges. Our guide to LTL accessorial charges explains how those fees come about.
2. Package for the trip
Freight gets handled more than most shippers realize. Assume it will be moved, stacked against other freight, and braced during transit.
- Use sturdy pallets in good condition. A broken or undersized pallet is a damage claim waiting to happen.
- Keep cartons within the pallet footprint. Overhang gets crushed.
- Stack evenly and interlock where it helps. Heavier items go at the bottom.
- Secure the load with stretch wrap or strapping so the pallet moves as one unit.
- Use corner protection or other protective material where the goods call for it.
- Do not rely on the outside of the carton alone to protect fragile contents. Pad the inside.
If a shipment can be damaged by being stacked on, mark it clearly and discuss it with the carrier when you book.
3. Get weight and dimensions right
Weigh and measure the shipment as it will actually travel, including the pallet and wrap. Estimates are where reweigh and re-measure adjustments come from. The carrier will bill on what they find, so the number you quoted from needs to match reality.
Weight and dimensions also feed into classification for LTL. If you are not sure how your freight is classified, read what freight class is and how the NMFC classes work before you book, and make sure the description on your paperwork matches the goods.
4. Label everything clearly
Every piece should be identifiable at a glance.
- Put a shipping label with the consignee name, full address and a contact number on each pallet or piece.
- Include your reference or PO number so the receiver can match it.
- Label on at least two sides, so it can be read however it is staged.
- Remove or cover old labels and markings from reused cartons and pallets.
- Add handling labels only where they are accurate, and where they are needed.
Piece count matters. If the paperwork says four pallets, the driver should be able to count four pallets with matching labels.
5. Prepare the paperwork
Have the shipping documents ready before the driver arrives. At minimum, that means the bill of lading, filled out completely and accurately, with the correct names, addresses, piece count, description and weight. Special handling, delivery appointments and any declared value should be stated on it. The bill of lading is a contract and a receipt, so errors on it follow you through the whole shipment. For a walkthrough, see what a bill of lading is and how to fill one out.
If the freight is regulated, for example hazardous materials, the required shipping papers, markings and labels have to be in place before it is tendered. Make sure the person preparing that freight is trained to do it. If you are unsure, check with your carrier and the applicable regulations before pickup, not after.
6. Get the dock ready
A prepared dock saves time for everyone.
- Stage freight near the door, in a clear and safe path, in loading order if you can.
- Make sure the dock door, dock plate or ramp and any lift equipment are working.
- Have a forklift or pallet jack and a trained operator available when the driver arrives.
- Keep the area around the door clear of obstacles.
- Make sure the person who signs the paperwork is on site.
Time at your dock is not free. When drivers wait, it can lead to detention charges and missed schedules for the carrier’s next stops. For a closer look, read how to reduce truck detention time.
7. At the pickup itself
- Walk the driver through the freight and verify the piece count together.
- Note any visible damage or issues on the bill of lading before signing.
- Make sure the driver signs, and that you keep a copy.
- Take dated photos of the loaded freight, the labels and the paperwork. They can be useful if there is a question later.
- Ask for the tracking or reference number you will use to follow the shipment.
8. After the truck leaves
Send the receiver the shipment details and expected timing so they are ready on delivery. If a delivery appointment is required, confirm it. Then keep your copy of the signed bill of lading with the order records. If something goes wrong, that paperwork is where any claim starts.
A short version to post at the dock
- Pickup details confirmed with the carrier
- Pallets sound, load stable and wrapped
- Actual weight and dimensions recorded
- Labels on every piece, on at least two sides
- Bill of lading complete and accurate
- Freight staged, equipment and operator ready
- Count verified and condition noted before signing
None of this is complicated, but it takes discipline. The shippers who get the fewest billing surprises and claims are usually the ones who treat pickup prep as a routine, not an afterthought.
For more on freight and logistics, subscribe to the Freight Guru Podcast.
About the author: Luis Lopez is a Miami-based AI transportation consultant and logistics entrepreneur, the CEO of Go Hub.io Holdings Corp and subsidiaries, and host of the Freight Guru Podcast.