How to Prepare Your Freight for Pickup: A Checklist for Shippers

Freight shipping is the lifeblood of American commerce. Every day, thousands of shipments move across the country, restocking warehouses, supplying manufacturers, and keeping e-commerce orders flowing. But before a single truck departs, there’s a critical step that determines how smoothly a shipment will go: preparing your freight for pickup.

A well-prepared shipment saves time, minimizes damage, and helps carriers load efficiently. It also ensures that your freight moves through the supply chain without costly delays, reclassification charges, or claims. Whether you’re a seasoned shipper or new to logistics, following a consistent freight pickup checklist is essential to maintaining efficiency and compliance.

Why Proper Freight Preparation Matters

The freight industry relies on precision. A missed detail, like incorrect labeling or poor palletization, can disrupt entire routes. Shippers who consistently prepare freight correctly not only build better relationships with carriers but also gain access to better rates and priority scheduling.

Carriers and third-party logistics providers like Freight Squad reward preparation with smoother handoffs, faster loading times, and fewer service interruptions. Proper preparation also reduces the risk of damage claims, one of the most frequent sources of tension between shippers and carriers.

The Ultimate Freight Pickup Checklist for Shippers

Below is a comprehensive checklist to guide your team from warehouse floor to truck door.

1. Verify Shipment Details Before Pickup

Start by confirming that all critical shipment information is accurate:

Bill of Lading (BOL): Ensure the BOL includes shipper and consignee addresses, freight class, weight, and handling instructions.
Pickup appointment: Confirm the date, time, and any special requirements (e.g., liftgate service, limited access).
Carrier instructions: Double-check specific pickup notes—dock location, gate code, or after-hours contacts.
Freight dimensions: Measure and weigh your pallets precisely; inaccurate data can lead to costly reclassifications.

Carriers plan their routes based on this data. Accuracy at this stage prevents scheduling issues and surcharges.

2. Inspect Packaging and Palletization

Proper packaging protects your goods and the carrier’s equipment. Freight should always be palletized, crated, or packaged to withstand handling, stacking, and vibration during transit.

Best practices for palletized freight:

Use sturdy, standard 48” x 40” pallets.
Distribute weight evenly; avoid overhang.
Secure freight with shrink wrap, strapping, or corner boards.
Label fragile or top-load-only pallets clearly.

If your freight isn’t palletized, such as long or irregular items, use custom crating or banding. Freight Squad’s carrier partners handle a variety of freight types, but they all rely on the shipper’s preparation to ensure safety and efficiency.

3. Label Each Piece Correctly

Labeling is one of the simplest yet most overlooked steps in the shipping process.

Place labels on two adjacent sides of each pallet.
Include shipper/consignee addresses, contact details, and reference numbers.
Match all labels to the Bill of Lading (BOL) exactly.
Use waterproof materials if shipping outdoors or in humid conditions.

For complex shipments, such as multi-pallet orders, use “1 of 10,” “2 of 10,” etc., to help carriers verify counts quickly. Clear labeling reduces the risk of misrouting or lost freight, especially in high-volume terminals.

4. Confirm Accessorial Needs in Advance

Accessorial services are additional functions a carrier provides beyond standard pickup and delivery. Examples include:

Liftgate service
Residential or limited-access pickup
Inside pickup or delivery
Appointment scheduling
Hazardous materials handling

Identifying these needs ahead of time prevents last-minute adjustments that can delay loading. With Freight Squad’s logistics coordination, accessorial services can be added seamlessly during quote or booking stages, ensuring carriers arrive fully prepared.

5. Check Dock Readiness and Equipment

Before the truck arrives, your loading area should be safe, accessible, and properly equipped.

Dock checklist:

Clear all obstructions near loading zones.
Ensure forklifts or pallet jacks are charged and operational.
Have personnel ready to assist the driver during loading.
Confirm there’s enough overhead clearance for the truck.

Prepared docks speed up turnaround times, allowing drivers to stay on schedule and keeping your freight moving on time.

6. Coordinate Pickup Timing Carefully

Carrier schedules are tight, especially for LTL and regional routes. Missed windows can mean delayed pickups or rescheduled appointments.

Allow a minimum of two-hour windows for carrier arrival.
Notify carriers immediately if you anticipate a delay or change.
Avoid scheduling pickups at shift changes or lunch breaks.

Freight Squad’s dispatch systems and proactive communication tools ensure alignment between shippers and carriers. This level of coordination is one of the reasons Freight Squad maintains strong on-time performance rates nationwide.

7. Review Safety and Compliance Requirements

Compliance protects both shipper and carrier. Before loading, make sure:

All hazardous materials (if applicable) are properly classified and labeled per DOT standards.
Documentation for customs or interstate shipments is attached.
Shipments are secured and meet federal load-securing regulations.

Adhering to compliance standards prevents fines, rejected loads, or in-transit incidents.

8. Communicate with Drivers and Maintain Documentation

Once the driver arrives, communication becomes key. Greet them promptly, verify identity, and exchange necessary documents.

Provide a signed BOL and any packing lists.
Note any preexisting freight damage or discrepancies on the BOL before signing.
Request and retain a copy of the carrier’s receipt for your records.

Freight Squad emphasizes transparent communication between shippers and drivers at every step, helping to minimize disputes and ensure accountability.

9. Track and Verify Shipment After Pickup

Freight visibility doesn’t end at pickup. Once your freight leaves the dock, tracking ensures peace of mind.

Use your carrier’s or logistics provider’s tracking tools to monitor shipment progress in real time. Freight Squad’s integrated freight management platform gives shippers visibility into every stage, from pickup confirmation to final delivery, helping identify potential delays early and keeping customers informed.

10. Conduct Post-Pickup Review and Continuous Improvement

After each shipment, review what went well and where adjustments could improve future pickups.

Ask:

Were there any miscommunications with the carrier?
Did packaging perform as expected?
Were loading times efficient?

Documenting lessons learned helps your shipping department continuously refine processes and maintain a strong carrier relationship.

Common Mistakes to Avoid

Even experienced shippers can fall into patterns that create inefficiencies. Avoid these pitfalls:

Providing inaccurate weights or dimensions.
Neglecting to confirm appointment windows.
Using poor-quality pallets or insufficient wrapping.
Forgetting to communicate accessorial needs.
Ignoring driver feedback.

Every one of these errors can delay delivery or increase costs. Preparation and partnership are your best defenses.

Partnering with the Right Freight Provider

Preparing freight correctly is only part of the equation. The other part is selecting a reliable logistics partner who values your preparation and handles your freight with care.

Freight Squad connects shippers with trusted carriers across the U.S., offering customized freight shipping solutions backed by technology, real-time tracking, and proactive communication. Whether you’re moving a single pallet or a full truckload, Freight Squad ensures every shipment is handled with the professionalism and precision today’s supply chains demand.

Final Thoughts

Preparing freight for pickup isn’t just about efficiency, it’s about control, consistency, and protecting your business’s reputation. By following this checklist, you’ll not only save time and reduce costs but also create smoother partnerships with carriers and logistics providers.

With the right preparation, and the right partner, you can make every freight pickup seamless from start to finish.