Preparing an LTL freight shipment correctly can help reduce the risk of damage, delays, reweighs, reclassification charges, and other unexpected costs.
Unlike a small parcel shipment, LTL freight is usually handled multiple times as it moves through terminals and between trucks. Because of this, packaging, palletizing, labeling, and accurate measurements are especially important.
The following steps can help you prepare an LTL shipment properly before the carrier arrives.
1. Choose the Right Pallet or Skid
Most LTL freight is shipped on a pallet or skid so it can be moved safely with a forklift or pallet jack.
Use a pallet that is strong enough to support the total weight of the shipment. The pallet should also be large enough so that the boxes or items being shipped do not extend beyond its edges.
A common pallet size in the United States is approximately 48 x 40 inches, but freight can be shipped on many different pallet sizes depending on the product.
Avoid using damaged pallets with broken boards, loose nails, or weak areas that could fail during transportation.
2. Stack the Freight Securely
When shipping multiple boxes on a pallet, arrange them so the weight is distributed as evenly as possible.
Heavier boxes should normally be placed toward the bottom, while lighter boxes should be placed on top.
Whenever possible, keep the shipment square and stable. Boxes that lean, shift, or extend outside the pallet may be more difficult to handle and can be more susceptible to damage.
Avoid excessive empty spaces between boxes. A compact, stable load is generally easier for the carrier to move and secure inside the trailer.
3. Avoid Pallet Overhang
Pallet overhang occurs when part of the freight extends beyond the outside edges of the pallet.
Overhang can create several problems. Boxes extending beyond the pallet are more exposed to impact from forklifts, other pallets, trailers, and terminal equipment.
Overhang can also increase the actual dimensions of the shipment.
For example, if a pallet measures 48 x 40 inches but the boxes extend two inches beyond each side, the shipment may no longer measure 48 x 40 inches. The carrier may measure the complete outside dimensions of the freight when determining the amount of trailer space it occupies.
Whenever possible, keep the entire shipment within the footprint of the pallet.
4. Protect the Freight
The amount of protection required depends on what you are shipping.
Corrugated boxes may be sufficient for many products, while machinery, furniture, fragile equipment, or high-value items may require additional protection.
Common methods include:
- Corner protectors
- Foam padding
- Edge protection
- Stretch wrap
- Shrink wrap
- Strapping
- Protective covers
- Crates
A shipment should be able to withstand normal freight handling without its contents shifting or becoming exposed.
5. Stretch Wrap the Shipment
Stretch wrap is commonly used to keep boxes secured to a pallet.
Start near the bottom of the pallet and wrap around the freight several times. Continue upward while overlapping the layers of wrap.
The stretch wrap should secure the shipment to the pallet itself rather than simply wrapping the boxes together.
For taller pallets, additional wrapping around the middle and top can help prevent movement.
Stretch wrap should hold the load firmly without crushing the boxes.
6. Use Strapping When Necessary
Heavy or unstable freight may require plastic or metal strapping in addition to stretch wrap.
Straps can help secure large cartons, machinery, equipment, and other heavy items directly to the pallet.
If straps could damage the product or boxes, use corner or edge protectors underneath them.
The goal is to prevent the freight from moving independently from the pallet while it is being transported or handled.
7. Consider Crating Fragile or Valuable Items
Some items should not be shipped on an exposed pallet.
Fragile machinery, glass, artwork, sensitive equipment, and other valuable products may require a wooden crate or other protective enclosure.
A properly constructed crate can provide significantly more protection from impact and stacking pressure.
Keep in mind that the crate becomes part of the shipment. Its weight and outside dimensions must be included when calculating the shipment's final size and weight.
8. Measure the Finished Shipment
Do not measure only the product.
Measure the shipment after it has been completely packaged and prepared for transportation.
Measure the maximum:
Length x Width x Height
Include:
- The pallet
- Packaging
- Crating
- Boxes
- Overhang
- Protective material
- Anything else that increases the shipment's outside dimensions
For example, if the boxes themselves are 44 inches high but the pallet raises the total shipment height to 50 inches, the shipment height should be entered as 50 inches.
Accurate measurements are important because dimensions can affect freight density, freight class, trailer space, and ultimately the shipping cost.
9. Obtain an Accurate Weight
The shipment weight should include everything being transported.
This means the total weight should include:
- The product
- Boxes
- Pallet
- Crate
- Packaging material
- Straps
- Other shipping materials
Estimating the weight can result in a carrier reweigh adjustment if the actual shipment is heavier than the declared weight.
Whenever possible, use a freight scale or another reliable method to determine the finished shipment weight.
10. Label the Freight Clearly
Each pallet or shipping unit should have a clearly visible shipping label.
The label normally includes information such as:
- Shipper
- Consignee
- Destination address
- Shipment reference number
- Purchase order number, when applicable
Labels should be attached securely and placed where they are easy to see.
For important shipments, placing a label on more than one side of the pallet can provide additional protection in case one label becomes damaged or separated from the freight.
Remove or cover outdated labels from previous shipments to avoid confusion.
11. Prepare the Bill of Lading
A Bill of Lading, commonly called a BOL, is one of the primary documents used for an LTL freight shipment.
Depending on the shipment, the BOL may contain:
- Shipper information
- Consignee information
- Number of handling units
- Type of packaging
- Weight
- Commodity description
- Freight class
- NMFC information when applicable
- Special instructions
The information on the BOL should match the freight being presented to the carrier.
Incorrect weights, dimensions, descriptions, or classifications may result in billing adjustments.
12. Determine Whether Special Pickup Services Are Required
Not every pickup location has a loading dock or forklift.
If the carrier cannot load the shipment directly from a dock, a truck equipped with a liftgate may be required.
Other circumstances may also affect pickup requirements, including:
- Residential locations
- Construction sites
- Schools
- Storage facilities
- Farms
- Limited-access locations
- Locations without a loading dock
These services may result in additional carrier charges, so they should normally be requested when the shipment is booked rather than when the driver arrives.
13. Make the Shipment Accessible Before the Driver Arrives
Have the freight completely packaged, labeled, and ready before the scheduled pickup.
The carrier's driver should be able to access the shipment without waiting for packaging or preparation to be completed.
If the shipment is located inside a building, confirm whether the driver can access that area. Standard freight pickup service may not include moving freight from inside an office, warehouse, residence, or other building.
Before Shipping: Final Checklist
- Before the carrier arrives, confirm that:
- The pallet is strong and undamaged.
- The freight is securely stacked.
- There is little or no pallet overhang.
- The shipment is wrapped or strapped securely.
- Fragile items have adequate protection.
- The final dimensions have been measured.
- The total shipment weight is accurate.
- Shipping labels are attached.
- The Bill of Lading is prepared.
- Any liftgate or special pickup requirements have been requested.
Taking a few extra minutes to prepare an LTL shipment correctly can help prevent many of the most common problems encountered during freight transportation.
Once your shipment has been fully packaged, measured, and weighed, you can use the Freight Class Calculator to estimate its density and help determine the appropriate freight class for your shipment.