Prepare your warehouse for a China shipment

Give the warehouse a shipment brief before packing

Send the warehouse or fulfilment provider the purchase order reference, product codes, carton quantities, dimensions, gross weights and proposed pallet layout. State whether delivery will be a container of loose cartons, palletised cargo or crates. Ask for written acceptance of that format and identify the receiving contact. If you are still deciding where goods can go, use our guide to importing without commercial premises.

Ask what advance shipment notice and stock records the provider needs, including barcode data, units per carton, batch references and any expiry information relevant to the goods. Resolve missing product records before dispatch. Send the accepted brief to the factory so packing and labels match the receiving system.

Book the delivery, not just the arrival at port

Ask who books the slot, which booking reference the driver must quote, and what documents the warehouse needs before confirming it. Agree receiving hours, the delivery address and entrance, vehicle restrictions and the process for late arrivals. Give the haulier a named contact and access instructions.

Treat the vessel arrival estimate as a planning input. Ask the forwarder to confirm cargo release and haulage availability before finalising the warehouse slot. Agree how changes are communicated, what unloading time the haulage booking allows, and who approves waiting, rebooking or redelivery charges. Obtain written confirmation from both warehouse and haulier.

Match unloading equipment and labour to the load

Confirm whether the vehicle will remain while unloading or whether a container can be left on site. Ask the warehouse to check access, turning space, dock compatibility and equipment suitability against the actual load weights and dimensions. Loose cartons need an agreed unloading crew and sorting space; palletised goods need suitable handling equipment. Do not assume that the driver supplies either.

HSE guidance says that companies involved should agree loading and unloading arrangements in advance. Put the method and responsibilities in the receiving brief: who unloads, who supervises, where the driver waits and how completion is communicated. Ask the warehouse to explain how it will handle shifted cargo or damaged pallets without improvising on arrival.

Approve the receiving pallet specification

Get the provider's accepted pallet footprint, loaded height and weight limits, pallet construction, fork access and overhang policy in writing. Confirm wrapping, stacking, mixed-product separation and label positions. These are receiving specifications to obtain from your provider; do not assume that a factory's usual pallet is suitable. Use our guide to pallet preparation for fulfilment delivery for the packing detail.

For imports into Great Britain, solid wood packaging must meet the international phytosanitary standard identified in GOV.UK guidance. Ask for photographs of treatment markings on the proposed wooden pallets and crates before shipment. Confirm any repalletising arrangement, materials, charges and approval process before dispatch.

Define receipt checks and stock release separately

Give the receiving team the final packing list and loading evidence. For a sealed container, ask them to record container and seal identifiers before opening and compare them with the dispatch record. Photograph visible damage before moving goods where safe, then reconcile received pallets, cartons and product references. Our container loading check guide explains the dispatch evidence to request.

Specify whether the receipt count covers pallets, cartons or individual units, and which cartons should be opened for checks. Ask staff to record the actual count and visible exceptions on the delivery record, retain supporting photographs and keep disputed stock separate from stock available for orders. A carton count alone does not establish product conformity.

Name who receives the discrepancy report, who decides whether to inspect further and who authorises stock release. Agree reporting and claims deadlines with the warehouse, haulier and insurer before delivery. Follow our goods-in acceptance guide for the acceptance decision, rather than treating a delivery signature as the quality check.