Agree how the pallets will leave and arrive

A ready pallet needs a packing record and a workable handover at each end. Before accepting an offer, answer three questions: is the finished unit ready to handle, who will load it, and who will unload it at the agreed delivery point? This guide is for ordinary goods packed on pallets for road collection.

If your cartons are still loose, ask whether you need a separate packing service. Request a price for supplying the pallets, packing and preparing the units before collection, and agree who does that work and when it will be finished.

Prepare the finished unit

  1. Choose the base for the actual load. Ask the pallet supplier or packer to confirm suitability and capacity for the goods and intended handling.
  2. Check its condition. Look for broken boards, damage or contamination. Have defects assessed and corrected before arranging collection.
  3. Keep ordinary cartons within the base. Include any projection in the packed measurements and ask the packer to resolve an unsuitable arrangement.
  4. Secure the goods to the pallet. Have the packing method selected for the contents and load. Ask the packer about protection and securing for heavy, fragile or irregular items.
  5. Keep handling access and labels clear. Give each packed unit an ID matching the measurement record and photos.
  6. Measure and weigh after packing. Include the pallet and protection in the outer size and gross weight, and state whether another load may be placed on top.

DHL Global Forwarding's packaging guidance covers pallet capacity and avoiding overhang. Check the actual road carrier's packing requirements for your goods. A familiar pallet footprint or a photo of the wrapping does not establish its capacity.

Record the size and weight of each unit, then label the shipment total separately. Use the packed size and weight guide for a worked example with two different pallets.

Ask these questions at both addresses

  • Handover point. Where exactly will the vehicle stop, and where must the pallet be collected or left? Is any movement between that point and a building included?
  • Equipment and people. Who supplies and operates the forklift, tail lift, pallet jack or other agreed equipment at this address? Is the arrangement suitable for each stated packed unit?
  • Ground and access. What is the surface between the vehicle and handover point? Are there gravel, slopes, steps, doorways or other restrictions? What photos or measurements does the provider need?
  • Timing. When are the site, equipment and operator available? Is an appointment needed, and who books it?
  • Included work and price. Does the offer cover the stated loading, unloading and movement to the agreed point? What remains to arrange or price?

Ask the sender and receiver separately; equipment confirmed at collection does not answer the delivery question. Give the provider the final packed dimensions, gross weights, site details and photos so it can confirm its proposed method.

HSE's UK loading guidance highlights firm, level loading areas and advance agreement about loading and unloading between the companies involved.

Securing goods to their pallet and securing the load in the vehicle are separate tasks. Agree who performs each. For damaged, leaning or unfamiliar heavy units, arrange an appropriate packing and handling assessment before calling them ready.

A worker measuring a packed carton with a tape measure beside a scale
Measure the finished package and record its gross weight. AI-assisted conceptual illustration; not a real shipment. About our images.

Example: the receiver has no unloading equipment

Illustrative shipment: a workshop near Porto is sending two wrapped pallets to an installer near Vigo. Pallet A is 120 × 80 × 110 cm and 220 kg gross; pallet B is 120 × 100 × 90 cm and 180 kg gross. Both are non-stackable. The sender has confirmed a forklift and operator. The receiver has no unloading equipment, and the route from the delivery point to the workshop crosses gravel.

The missing answer is how the pallets will reach the agreed handover point. Send this question with the unit record and site photos:

Can you quote for unloading these two pallets at [agreed point], including the required equipment and operator? The receiver has no equipment, and [describe the gravel section and other access]. Please confirm what site information you need, the workable unloading method, and whether movement to the workshop is included. Show the total price for that scope and anything still conditional.

If an offer covers leaving the pallets at an external handover point but you need them inside the workshop, ask for the remaining work to be agreed and priced. Resolve it before accepting the offer; a mention of a tail lift alone does not answer the whole handover question.

Copy this pallet record into the request

  • Goods and packing: [contents; number of pallets; packed and ready / packing service needed].
  • Each unit: [ID; packed length × width × height with units; gross weight with units; measured or estimated; stackability and position restrictions].
  • Collection: [location and exact handover point; access/surface; equipment and operator confirmed or needed; local time window].
  • Delivery: [location and exact handover point; access/surface; equipment and operator confirmed or needed; appointment details].
  • Still to arrange: [packing, final measurement, loading or unloading, movement between truck and building, appointment].
  • Please quote: [transport and the stated handling, with total payable, currency, tax treatment and conditional charges].

The Request pallet transport offers opens a Truck request with “Pallets” in the description. Expand that description with your record, add useful photos and select the relevant requirements. Ask the provider to confirm the requested handling and price in its offer.

Before the vehicle arrives

Keep the current unit record, packing photos and handling confirmations together. Mark each open point as awaiting an answer or needing correction. If the packing, weight, site or appointment changes, send the update and ask the provider to confirm any effect on the job and price.

Check any route-specific wood-packaging requirements with the provider; requirements depend on the journey. Record the units and visible condition handed over, and follow the agreed delivery inspection process. Use the shipment checklist for remaining questions and compare the full price of offers for the same job.