Check pallet stability, final dimensions, gross weight and stackability. Confirm vehicle access, unloading equipment and the receiving point before collection.
Choose a pallet arrangement the receiver can unload
Choose the pallet and load arrangement to suit the equipment at collection and delivery. Confirm final dimensions, gross weight and stackability, then check vehicle fit, handling access and the agreed delivery point. Even a stable load needs a workable unloading plan.
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Choose the pallet as part of the delivery plan
Before choosing a pallet, establish the cargo weight, load distribution, transport method and handling equipment available at both ends. The pallet's capacity and structure need to suit the actual load. Wrapping the goods does not make a visibly damaged or unstable pallet safe to reuse.
Confirm the service's requirements for pallet construction and handling access. Where wood packaging is used, check applicable destination and route requirements in advance, with a packaging or declaration professional where needed. Resolve these requirements before loading to avoid rebuilding the load if the carrier raises a concern.
Check the shape, restraint and stacking conditions
The loaded pallet should form a stable unit. Cartons overhanging the base are more exposed to impacts during handling. Consider the centre of gravity, support between layers and the overall securing arrangement rather than judging readiness by how neatly the stretch film is applied. Describe uneven tops or protruding parts accurately.
If the load cannot support cargo above it, disclose that it is non-stackable when requesting the quote and booking. Confirm the relevant handling and charging conditions. A stackable description also needs to respect the packaging's actual limits; it does not mean an unlimited load can safely be placed on top.
Give each pallet a clear identity
Assign a unique pallet reference and connect it to the packing list, recording the cartons it contains, piece count, overall dimensions and gross weight. Include the pallet and any projecting protection in the measurements. Carton dimensions alone do not describe the loaded pallet.
Place identification where it can be seen and remains readable through any outer wrapping. Keep individual carton references where the load may be separated for delivery. Photograph the finished load from several sides and record the base structure so the collecting party can understand the handling requirements before arrival.
Confirm that the consignee can unload it
Ask whether the destination has a dock, forklift or other suitable equipment, whether a tail-lift vehicle is needed, and whether appointments or vehicle-size restrictions apply. A business address does not automatically have freight unloading facilities. For offices and small shops, discuss exactly how staff will receive the load.
Include these conditions in the transport instructions and ask the recipient to reconfirm them before dispatch. Notify the provider if the site conditions change rather than waiting for the truck to arrive. Plan collection, transport and unloading together.
A completed pallet specification for the quote
The following fictional record shows what a provider needs before arranging a truck or assessing cargo space. Keep dimensions, weight and handling instructions together; “one standard pallet” leaves too much unspecified.
| Field | Example entry | Reason to include it |
|---|---|---|
| Pallet ID and contents | Order 2417 / P01; cartons C01–C12 | Connects the handling unit to the packing list |
| Final outer dimensions | 120 × 100 × 150 cm, including base and protection | Defines actual volume: 1.8 m³ |
| Gross weight | 280 kg, including the pallet and packaging | Supports vehicle, handling and charging review |
| Stackability | Non-stackable; no load allowed above this unit | Must be included in acceptance and pricing |
| Collection | Forklift available; loading contact and time slot recorded | Allows the collecting party to plan handling |
| Delivery | No dock; tail lift requested; paved unloading area; appointment required | Requires confirmation of vehicle suitability and unloading method |
Resolve unloading before the truck arrives
A tail-lift request is not enough on its own. Confirm that the lift platform, rated capacity and planned handling equipment suit the loaded pallet, including the space needed to move it. Establish who performs unloading and where the delivery service ends: at the vehicle, at a kerbside position or at another explicitly agreed point.
In the example, the receiver should identify the appointment contact, permissible vehicle size, ground condition and route from the vehicle to the agreed handover point. If the site has steps, gravel, a steep slope or a narrow entrance, disclose that before booking. Do not assume the driver will carry the cartons upstairs or provide equipment that was never requested.
Before collection, compare the finished pallet with this record. If the packer adds another carton above the stated height or changes the base, update the measurements and ask whether acceptance, charges or unloading arrangements change. Retain photographs from several sides, including the base and labels.
Calculate a pallet layout, then check what the arithmetic cannot prove
Consider a separate original layout example: twelve cartons, each 60 × 40 × 40 cm and 20 kg gross, on a 120 × 100 cm base that is 15 cm high. A two-by-two arrangement places four cartons per layer in a 120 × 80 cm rectangle, with three layers for twelve cartons. This is one geometric arrangement, not a claim that it is the best or safest pattern.
Assume the pallet and all additional packaging together weigh 25 kg. Nominal height is 15 + 3 × 40 = 135 cm; gross weight is 12 × 20 + 25 = 265 kg; nominal external volume is 1.20 × 1.00 × 1.35 = 1.620 m³. Measure the finished load again: protection, a top cover, projections or bulging cartons can change the outer dimensions.
Geometry does not establish carton compression strength, pallet capacity or permission to stack another load above it. Confirm those separately for the goods and handling route. As a service-specific example, FedEx’s US air-freight guidance requires a base accessible by forklift and pallet jack, including two-sided pallet-jack entry and at least 3.5 in clearance. Other services and actual handling equipment need their own check.
- Photograph the base and each layer before covering the load, keeping the pallet and carton IDs visible.
- Have the packer approve the load arrangement and restraint; state non-stackable if that is the confirmed handling condition.
- Give collection and delivery teams the finished dimensions, gross weight, base access and unloading method before the vehicle is assigned.
| Calculated or confirmed item | Example result | Required decision |
|---|---|---|
| Cartons per layer / layers | 4 / 3 | Verify the arrangement is stable and supported; do not infer this from area alone |
| Nominal finished height | 135 cm | Measure all external protection and compare with the booked service |
| Gross weight | 265 kg | Use actual weighing and handling-equipment information before collection |
| External volume | 1.620 m³ | Use the complete pallet envelope, not carton volume alone |
| Stacking and lifting | Not established by the calculation | Record the packer’s permitted loading/stacking conditions and the actual lifting access |
This is a planning guide. Requirements vary by service and destination. Confirm cargo acceptance, charges, customs requirements and delivery arrangements with your provider before shipping.
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