This handbook is designed for people who touch freight: pick/pack, staging, forklift operators, shipping coordinators, driver-facing dock staff, receiving, and carrier safety/claims reviewers. It is written to be used on the floor: the checklists are step-by-step, the “do/don’t” tables are explicit, and the inspection cues focus on observable conditions. Use it as a reference and a training aid, then adapt the thresholds to your commodities and customer requirements.
Build stability into the stack and base so containment does not become a single point of failure.
When the exterior tells the truth, exceptions and claims can be evaluated consistently.
For parcels, small packages, or non-palletized freight, use different standards (not covered here).
The baseline standard below is intentionally conservative. It aims to produce unit loads that remain stable through routine handling, staging, and transport forces, without relying on perfect conditions. If your operation or customer spec differs, treat this as the default “floor” and document deviations.
- Sound pallet: no broken deck boards, missing blocks/stringers, protruding nails, or delamination.
- No overhang: freight stays inside pallet footprint to prevent corner crush and strap edge cuts.
- Load sharing: heavy points (drums, legs, skids) have a distribution layer so weight does not concentrate on one board.
- Fork access: unit load geometry supports safe fork entry without wrap snagging or product puncture.
- Stable pattern: columns aligned or interlocked intentionally; avoid random “bricklaying” that creates soft faces.
- Void control: no large gaps that allow carton panel collapse; use interlayers or fill as needed.
- Top surface: use a top cap/interlayer when straps or load bars could create point loads.
- Center of gravity: heavy items low; avoid top-heavy builds that lean during staging.
- Wrap anchors to pallet: wrap is applied to couple load to base where safe and allowed.
- Edge protection when strapping: straps never contact carton corners directly.
- Defined restraint when required: use straps/bars/dunnage to control lateral movement in the trailer.
- Inspectable exterior: wrap tails secured, straps seated, corners square, labels readable.
A unit load is acceptable for shipment when it can be gently rocked at the pallet base without visible layer migration, when corners remain square after staging, and when containment shows no progressive failures (tears, strap cuts, seal slip). If any criterion is not met, rework before loading or tender with a written exception and photos.
These checklists are written to be executed in order. If you skip steps, you will often miss early warning signs (a soft pallet, a leaning stack, a wrap cut) that later appear as shift or crush damage. Treat the checkboxes as an operational script, not as paperwork.
- Confirm order content, count, and any customer packaging requirements (labels, orientation, stack limits).
- Inspect pallets: reject broken boards, missing blocks/stringers, protruding nails, or contamination (oil, moisture).
- Confirm packaging materials on hand: wrap type, strap type, edge protectors, top caps/interlayers, and labels.
- Identify load risks: fragile corners, compressible bags, irregular parts, liquids, or mixed-case stacks.
- Choose a build plan: stack pattern, interlayers, and whether straps will be used (and where).
If pallet boards flex or rock when stepped on (safely), the pallet will amplify vibration and can initiate wrap tearing at the base.
- Build a square footprint inside the pallet edge; do not “float” cartons beyond the edge to align labels.
- Maintain a consistent pattern: align columns or interlock intentionally; avoid mixed patterns within the same load.
- Use interlayers/top caps where needed to distribute restraint from straps, bars, or other loads.
- Eliminate voids that allow migration; use fill or rearrange cases to avoid unsupported faces.
- Check verticality: corners should be plumb; if the stack leans, rework before containment.
A unit load that leans during staging will usually arrive with corner crush or strap migration. Lean is a visible predictor; treat it as a defect.
- Protect sharp edges and corners before wrapping; apply edge protectors when strapping cartons.
- Anchor wrap to the pallet where safe/allowed to couple load to base; keep band spacing consistent.
- Secure wrap tail and confirm no cuts at contact points; repair small cuts before they propagate.
- If strapping: place straps on edge protectors, apply consistent tension, and verify seals do not slip.
- Verify: gently push the top layer—movement should be minimal; if layers move, rework stack or add stabilization controls.
Straps directly on carton edges, or wrap stretched over protrusions without protection. Both create predictable progressive failures.
- Inspect trailer: floor condition, cleanliness, moisture, and wall protrusions at contact height.
- Place heavy units on the floor and distribute weight; avoid creating “crush zones” under heavy point loads.
- Prevent lateral movement: use blocking, dunnage, load bars, or spacing plans appropriate to the freight.
- Protect contact surfaces: prevent abrasion against walls or other freight; isolate sharp edges.
- Before closing: confirm unit loads remain square and containment shows no new tears or strap displacement from handling.
If wrap tears appear immediately after loading, the contact surface is too rough or the unit load has protrusions. Repairing without fixing cause is temporary.
This checklist is specifically for clean handoffs and defensible condition records. It supports both parties: the shipper documents what was tendered, and the carrier documents what was accepted and how it was secured at load time.
- Unit load count, piece count, weight (if available), and packaging method (wrap, straps, edge protectors).
- Photos: four sides + top corner + pallet base; include a reference object for scale when damage exists.
- Notate visible issues before pickup: crushed corners, wet cartons, torn wrap, or pallet defects.
- Record any special instructions given to carrier (e.g., “do not stack,” “keep dry,” “strap required”).
- Trailer condition at pickup (dry, clean, floor intact) and any pre-existing issues.
- Load plan executed: blocking/spacing used, and any additional restraints applied.
- Seal number (if applicable) and acknowledgment of exceptions before departure.
- Refusal to sign for unseen condition if trailer was sealed without inspection (document scenario clearly).
The tables below convert general packaging intent into concrete dock behavior. They are written for repeatability: what to do every time, and what to stop doing even when it “usually works.” If an exception is unavoidable, treat it as a deviation and document why.
| Area | Do | Don’t |
|---|---|---|
| Pallets |
Use sound pallets; reject damaged boards/blocks; ensure clean fork entry; match pallet size to footprint.
Recommended
No overhang
|
Don’t ship on cracked boards, protruding nails, or contaminated pallets. Don’t use undersized pallets that force overhang.
Avoid
Overhang crush line
|
| Stacking | Keep corners plumb; use consistent patterns; add interlayers to distribute load and reduce voids; keep heavy items low. | Don’t mix patterns randomly; don’t allow tall “towers” without stabilization; don’t ignore lean after staging. |
| Stretch wrap | Anchor wrap to pallet where safe/allowed; maintain consistent banding; repair tears immediately; protect sharp edges before wrapping. | Don’t rely on wrap alone for heavy/irregular restraint; don’t wrap over sharp protrusions; don’t leave wrap tails loose. |
| Strapping | Use edge protectors; apply consistent tension; verify seals; use a top cap/interlayer to spread strap pressure on soft cartons. | Don’t strap directly onto carton edges; don’t overtension to “hide” instability; don’t apply uneven strap spacing that creates point loads. |
| Trailer interface | Inspect trailer condition; isolate sharp contact points; prevent lateral movement with blocking/spacing; distribute heavy loads on floor. | Don’t load against protruding walls; don’t leave free space that allows movement; don’t stack heavy loads on weak cartons. |
Inspection cues are observable indicators that a unit load is likely to fail in transit. They should be used at three moments: after build, after staging, and after loading. If you only inspect once, inspect immediately before loading.
If the stack leans or looks lower on one side, compression is uneven or cartons have migrated. Rework now—lean tends to progress into corner crush.
Strap marks indicate pressure concentration. If marks appear before shipment, they will worsen under vibration. Add edge protectors and a top cap.
Repeated tears at one band height typically indicate contact with trailer walls, protrusions, or another unit load. Identify and isolate the contact point.
Broken boards and protruding nails cause wrap failure and product puncture. A weak base also increases vibration energy into the load.
The goal of this section is not to assign blame; it is to connect visible outcomes to preventable mechanisms. When you see the symptom, you should be able to identify likely causes and the immediate corrective action for future loads.
Cartons misaligned, wrap wrinkled, strap position changed, unit load leaning, gaps opening between cases.
Weak stack pattern, no interlayers, insufficient coupling to pallet, excessive free space in trailer, vibration exposure.
Improve stack integrity; anchor wrap; add anti-slip/interlayers; use blocking/spacing; add restraint where needed.
Buckled carton panels, “smile” faces, top layers sinking, straps imprinting, corners folding inward.
Over-stacking, point loads, moisture-weakened cartons, missing top caps/interlayers, heavy loads placed above weak cartons.
Reduce stack height; distribute weight; keep product dry; add top caps; revise load plan to avoid heavy-on-weak.
Crushed corners, torn wrap at corners, straps cutting into cartons, exposed product at edge.
Overhang, no edge protectors, overtensioned straps, contact impacts during handling, rough trailer interface.
Eliminate overhang; add edge protectors; add corner boards/top caps; improve handling and spacing at loading.
Scuffing, worn wrap, label loss, holes in cartons, repeated tears at the same height around the load.
Rough walls, protrusions, load-to-load rubbing, uncovered sharp edges, inadequate separation between units.
Isolate contact points; cover sharp edges; use slip sheets; add spacing or dunnage; improve trailer inspection.
Moisture reduces carton compression strength and can turn a stable unit load into a crush event. If cartons are damp at ship time, the load is already at increased risk. Controls include dry trailer verification, use of moisture barriers where appropriate, and avoiding staging in exposed areas. When dampness is observed, document it explicitly before transport.
The fastest way to make these standards real is to treat them as a small set of “non-negotiables” plus a controlled exception process. Start with pallet quality, no overhang, edge protection when strapping, and documented exceptions at handoff. Then expand to commodity-specific standards based on what your claims history actually shows.
Walk the dock with the do/don’t table. Point to real examples: overhang, strap cuts, wrap tears. Convert “tribal knowledge” into observable cues.
Audit a small sample daily or weekly. Track defects by type (overhang, pallet damage, containment failure) and address the top two first.
After any claim, match the damage signature to the failure modes section and update the build standard. Packaging is a controlled process, not a one-off.
If you want this handbook converted into printable check sheets, a receiving exception script, and a photo documentation template, route the request through the Contact Desk and specify commodity type, typical pallet height, and your most common damage signature (shift, crush, corner damage, abrasion, moisture).