Equestrian Wholesale Packing & Shipping Checklist

Confirm packed dimensions, weights and quantities

Product dimensions describe the item; shipping dimensions describe the packed unit being transported. Ask for the number of cartons, the outside dimensions of each carton, gross weight and contents. If dimensions or packing quantities are provisional, label them as estimates and agree when they will be confirmed.

Carton size can matter even when the product is light. FedEx, for example, describes charging by the greater of dimensional weight and actual package weight under its dimensional-weight approach. The applicable method depends on the carrier and service: request the basis for the actual proposal instead of copying a formula or rate into your order assumptions.

The packing list should reconcile with the accepted quantities. Break down bags by reference and colour, breeches by reference/fit/colour/size and gloves by the agreed pair-based variation. Identify the carton containing each variation so the receiving team can check the shipment without relying on the total alone.

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Confirm delivery details and responsibilities

For the initial quote, provide the delivery country and the destination detail needed for a meaningful proposal. Before dispatch, confirm the full receiving address, business name, contact person, contact information and any receiving restrictions requested by the chosen service. Keep personal contact and address details within the enquiry and order process rather than publishing them on a public page.

State whether delivery is to a business, warehouse, event or another location, and identify the person who will receive the shipment. If timing depends on an event or retail launch, share the required arrival date early. Ask the team to distinguish production readiness, expected dispatch and the transport estimate; the target date does not itself confirm that any of those stages can be met.

Check what the shipping quote includes

Ask who arranges transport, which delivery point is covered and what costs the proposal includes. Record any buyer responsibilities and any additional charges still to be confirmed. If a named delivery term is used, have the parties state the agreed scope and named place in writing rather than assuming a short label answers every question.

Confirm which transport and commercial documents the order needs and who supplies them. Questions about import requirements, classification, duties or local product requirements should be checked for the actual goods and destination with the responsible parties. This checklist provides no fixed tax rate, customs outcome or transit-time promise.

Keep the dispatch and packing record

Before release, check that the approved product, carton count, packing list and delivery instructions refer to the same order. Record any agreed inspection outcome and outstanding decision. Confirm payment and dispatch milestones according to the written order terms; a tracking entry is not proof that every commercial condition has been satisfied.

At dispatch, retain the date, carrier or freight provider, shipment reference, packing list and agreed update contact. On receipt, reconcile the cartons and variation quantities with that record and raise any discrepancy with clear references and photographs where relevant. Save the outcome with the order so future packing plans can use actual receiving feedback.