Handing inventory to a fulfillment partner is easier when both teams agree on what is arriving, how each item is identified, and what should happen after receipt. Before your first pallet goes out, gather the information the warehouse needs to recognize your products, count them, store them, and prepare them for orders. This checklist explains what to send a fulfillment warehouse and how to make the first handoff clear.

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What should you confirm before preparing the first shipment?

Start with the operating plan, not the pallet. A warehouse can receive goods more smoothly when the people preparing the shipment and the people receiving it share the same assumptions. Confirm the receiving location and contact, the expected arrival window, and the process for communicating a change. Do not assume that a shipment can be dropped off without prior coordination.

Ask your fulfillment contact what information they want in advance and how they want it delivered. Confirm whether they prefer a spreadsheet, a purchase or transfer document, a packing list, or more than one of these. Make sure everyone uses the same item identifiers and units of measure. One team may describe a product as a case while another records each individual unit; this mismatch can make a correct count look wrong.

Also decide who can answer questions when the shipment is in transit or being checked in. Provide a primary contact and a backup, including their names, roles, and preferred contact method. If an item, quantity, label, or carton differs from the information you sent, the receiving team should know who can verify the facts and approve the next step.

• Confirm the receiving address, appointment or arrival process, and any site-specific instructions.
• Share an expected arrival date or window, shipment reference, and carrier details when available.
• Name the person responsible for the shipment on your side and a backup contact.
• Ask how the warehouse wants advance inventory data and receiving documents formatted.
• Agree how discrepancies will be documented and who will resolve them.

Keep this operational note separate from broader questions about ongoing inventory controls or software connections. The purpose here is to make the initial transfer understandable and verifiable. For information about storage and warehouse arrangements, review Volk Sanford warehousing and storage.

Which SKU and product details belong on the inventory list?

Send a complete list of every distinct item in the shipment. Each item needs a stable identifier that matches the label on the product or its inner pack. Do not rely on product nicknames alone. If your records contain both a SKU and a name, include both, and explain any alternate codes the warehouse may encounter.

For each SKU, provide the product description, the quantity being sent, and the unit represented by that quantity. State whether the quantity is individual sellable units, inner packs, or master cases. If a case contains a fixed number of units, record that pack quantity. This helps the receiving team reconcile cartons and avoids accidental multiplication or division during count entry.

Include the product’s physical dimensions and weight, with units clearly marked. Specify whether measurements refer to one sellable unit, an inner pack, or the shipping carton. Add dimensions for the master case if they differ. Accurate product information helps a warehouse team understand how items are presented and stored; it also gives both sides a useful reference if a shipment does not match expectations.

Some products have variations that look similar but must remain separate in inventory. Examples include size, color, model, scent, or a bundle configuration. Give each inventory variation its own SKU or clearly document the identifier that distinguishes it. If a product has a barcode, provide the barcode number and state which packaging level carries it. Do not assume that a barcode printed on a retail unit is also on the outer case.

Use one row per SKU and avoid merged cells, unexplained abbreviations, or color coding that loses meaning when printed. Add a date and version to the file. If you revise quantities or product details, send a clearly marked update and tell the receiving contact which version is current. A clean, consistent item list is more useful than a large export containing unrelated fields that no one has explained.

When products arrive in mixed cases or assorted configurations, list the contents and quantity of each component. If a bundle is treated as one item for future orders, explain whether it is already assembled or must be prepared after receipt. Do not leave the warehouse to infer a bundle’s contents from a product name or a photograph.

For items that need a particular protective package, supply the practical specifications: what must be protected, what material or insert is already included, and what should remain visible or accessible. Volk Packaging provides custom corrugated boxes and packaging supplies, and foam packaging can be relevant when a product needs cushioning. If the shipment’s packaging plan is still undecided, resolve it before the stock arrives rather than relying on a receiving associate to design a solution on the spot.

How should you describe the way products will arrive?

Tell the warehouse what is physically coming, not only what the inventory spreadsheet says. Describe whether product is packed in individual cartons, master cases, or on pallets. State the expected number of pallets and cases if known, and identify any mixed-SKU pallet or carton. When quantities are approximate, label them as estimates instead of presenting them as confirmed totals.

Explain the packaging hierarchy. For example, one pallet may contain six cases, each case may contain four inner packs, and each inner pack may contain ten sellable units. A simple diagram or a short written note can make this relationship clear. Identify the level at which outside labels appear and say whether cases are single-SKU or mixed. If a pallet includes more than one SKU, provide a pallet-by-pallet breakdown.

Send the shipping labels or a sample label in advance when available. Identify any shipment reference that should appear on the paperwork and on the pallet. Make sure the information on the labels matches the advance item list. If the labels use a different product name or code, include a cross-reference so the warehouse does not have to guess that two terms refer to the same item.

Describe how the load is arranged in terms that help identify its contents: pallet count, cartons per pallet, and SKU groupings. Mention visible exceptions such as a partial case, a mixed pallet, or cartons that are not labeled on every side. This is not a request to over-document routine details. It is a way to flag what would otherwise surprise the receiving team.

Share any handling instructions that are genuinely necessary for the product, such as keeping a carton upright or protecting it from moisture. If a particular storage condition is required, specify it plainly and ask the fulfillment contact to confirm that the arrangement is understood before shipping. A handling symbol alone may not explain the exact requirement to the people receiving the load.

For workplace handling questions, consult appropriate safety guidance, such as the Occupational Safety and Health Administration, and follow the receiving site’s directions. This article is an inventory handoff checklist, not a substitute for site-specific unloading procedures.

What packaging, inserts, and presentation instructions are needed?

Explain how each product should be packed when an order is prepared. Distinguish between packaging that arrives with the product and packaging the fulfillment team is expected to add. State whether the item should ship in its original retail carton, a protective outer carton, or a specified combination. If a product must not be placed in a particular type of package, make that restriction explicit.

List the packaging materials by function and, where possible, by specification. “Use protective packaging” is too vague to guide a repeatable process. Instead, describe the item that needs protection, the type of protection that is acceptable, and the result the package should achieve. If a custom corrugated box or foam insert is part of the plan, provide the correct specification or sample and confirm which SKU it is intended for.

Document the items that go inside each order. This may include a printed insert, product guide, promotional card, or a particular combination of products. Give each insert a clear name or SKU, and state whether it goes into every order or only orders meeting a specific rule. Include the applicable rule in plain language and provide an example. For instance, distinguish a universal insert from one meant for a particular product family.

Clarify whether the team should assemble a package or kit from separate components, or whether each unit arrives ready to ship. If there are multiple kit versions, write down the component list for each version and identify how the finished kit should be labeled. This article is about initial handoff information; for a focused explanation of kitting instructions, see product kitting and labeling.

Include artwork or label files in the agreed format and identify the version approved for use. A filename alone may not make the correct version obvious. State the label’s placement, which package level receives it, and whether a barcode must remain unobstructed. If the product or packaging uses a special printed mark, explain what the mark means for the work being done instead of assuming the warehouse knows your internal terminology.

Make the instructions usable at the workbench. Keep them brief, separate rules for different SKUs, and use a photo or annotated example if appearance is difficult to describe. A visual should support, not replace, written instructions. Before shipping, ask the fulfillment contact to confirm that the files and directions are clear enough to use.

How will orders be entered and communicated?

Before the first stock transfer, explain how customer orders are expected to reach the fulfillment operation. Identify the order-entry route your teams have agreed to use and the person responsible for confirming that it is ready. If orders are supplied through a specific file or channel, describe the required fields and naming conventions. Do not assume that a warehouse can infer a process from a sample order alone.

Send a few representative examples of the order information the team should expect, with sensitive customer details removed where appropriate. Point out what each line means, how product variants are identified, and how quantities are expressed. If orders may include multiple SKUs or a kit, show how that appears in the order data. For any connection between your sales channel and a fulfillment process, confirm the actual supported setup with the provider rather than assuming every platform or workflow is available.

Establish a clear method for raising a question before an order is processed. Provide a contact and agree which types of issue need confirmation, such as an unfamiliar SKU or a mismatch in the submitted details. Keep this article’s focus on the initial handoff and order instructions; ongoing system configuration and inventory-control procedures require their own review. For Volk Sanford’s service scope, see Volk Sanford fulfillment services.

What should you do before the opening inventory count?

Decide how the first count will be compared with your records. Send the expected quantities by SKU and pack level, and explain whether your total represents units, inner packs, or cases. Include any quantities that are already separated, reserved, or not available for regular order preparation. Both sides should agree on how those categories will appear in the count records before the physical check begins.

Reconcile your own shipment paperwork before dispatch. Compare the item list, packing list, carton labels, and quantities. If one document shows a different number, correct it or explain why the figures differ. Keep a copy of the final version and identify it as the version traveling with the shipment. A last-minute substitution should be communicated directly, not hidden in a revised sheet without notice.

Agree how a count difference will be recorded. Ask what evidence the warehouse can share, such as the SKU, expected quantity, observed quantity, and the packaging level checked. Define who on your team will investigate a variance and how a correction to the item list will be approved. This does not mean presuming there will be a problem; it gives both teams a common, factual way to resolve one if the records do not match.

Also make sure identifiers on the product, case, and inventory list are consistent. If a barcode is present, confirm which level it identifies. If labels are not yet attached, agree how the team will distinguish each item during the count. Any identification or labeling task should be explicitly agreed in advance rather than assumed to be included in receiving.

Use a simple readiness check just before the shipment leaves:

• Each SKU on the list can be matched to a product or outer-case label.
• The quantities state a unit of measure and case pack where applicable.
• Mixed cartons and mixed pallets are identified and itemized.
• The final shipment documents match the physical cartons as packed.
• The receiving contact has the current item list and the expected shipment details.
• Any special packaging, handling, storage, or labeling instructions have been acknowledged.

Once the receiving count is complete, compare the warehouse’s recorded opening quantities with your own shipment record. Resolve a difference using the agreed process and keep the final confirmed list as the starting point for future communication. For additional context on how stock information is handled over time, review Volk Sanford inventory management; the initial count described here is only the first handoff step.

What belongs in a complete handoff packet?

A useful packet is compact, current, and easy to connect to the shipment. It does not need to be a complicated manual. Include the latest SKU list, carton and pallet breakdown, packing list, product identification notes, package instructions, insert or kit rules, and contact details. Add example labels or images where they prevent confusion, and mark each document with a date or version.

Keep general information separate from instructions that apply only to one product. A short overview can explain the shipment and point to the relevant files. A SKU-specific note can describe a variant, fragile component, or special package. This structure helps the team find an answer without sorting through long, undifferentiated notes.

Before sending the packet, ask someone who did not prepare it to use it as if they were receiving the shipment. Can they tell what each SKU is, how many units are expected, and where to find the correct packaging instructions? Can they distinguish individual units from cases? Does the packet identify who to contact if something does not match? This quick review often exposes missing units, undefined acronyms, and conflicting versions.

Volk Packaging Corporation is a third-generation, family-owned corrugated packaging manufacturer and distributor serving New England since 1967. Through Volk Sanford, the company also offers fulfillment and contract-packaging services. Businesses preparing a transfer can discuss their packaging and fulfillment requirements with the team and determine what information is needed for their particular operation.

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Frequently asked questions

Do I need to send a SKU list if every case has a label?

Yes. Case labels help identify cartons, while the SKU list explains the products, pack quantities, and expected inventory totals. Send both and make sure the identifiers match. If a label uses a code that is not on your list, include a clear cross-reference.

Should quantities be listed in cases or individual units?

State both when they are useful. Identify the number of cases and the number of sellable units per case, and make clear which figure is the expected total. If pack sizes vary by SKU, list the pack quantity for each item rather than using one general assumption.

What if my shipment contains mixed-SKU pallets?

Identify each mixed pallet in the advance information and provide its SKU and case breakdown. Mark the pallet or cartons in a way that corresponds to the list. If cartons themselves contain more than one SKU, document those contents separately so the receiving team can compare the physical shipment to the records.

When should I send packaging and insert instructions?

Send them before inventory arrives, along with any required files, samples, or approved examples. Give instructions by SKU or order condition, and explain whether the package or insert is already included with the product or must be added later. Ask your fulfillment contact to confirm that the directions are understood.

A well-prepared first pallet starts with a shared, specific record of what is arriving and what each item needs. Confirm the list, labels, packaging directions, and opening count plan with your fulfillment contact before dispatch so both teams begin from the same information.