Most courier delays that look like the courier's fault begin before the driver arrives: a package that is not ready, an address without a suite number, a box too big for the vehicle that was dispatched. Preparation takes ten minutes and prevents most of them. This checklist walks through what to decide before you book, what to do before the driver arrives, and what to confirm at the handoff.
Stage One: Before You Book
- Measure and weigh the shipment. Dispatch chooses the vehicle from your numbers. A guess that turns out wrong means a second trip or a refused pickup.
- Count the pieces. Say "three boxes," not "a few things." The count is also your first handoff check.
- Decide what is time-critical. If the deadline is firm, say so. See what time-critical means.
- Check for anything regulated or sensitive. Batteries, dry ice, specimens, and temperature-controlled goods are not ordinary parcels. Our dangerous goods guide explains why you must tell the courier first.
- Collect complete addresses. Include suite or unit, buzzer code, loading dock, floor, postal code, and a mobile number for someone on site.
Stage Two: Packing by Item Type
| What you are sending | Pack it | Avoid |
|---|---|---|
| Paper documents | Flat in a rigid envelope or a stiff-backed mailer; sleeve the pages that must not crease | Staples and folds on items that must stay clean |
| Fragile items | Wrap each piece separately and use enough cushioning that nothing can move inside the box | A box so loose that the item shifts |
| Liquids | Seal containers, place them in leak-resistant bags, and add absorbent material | Caps that are not secured, and containers touching each other |
| Electronics | Original packaging if possible; static-safe bag for components; padding on all sides | Loose cables or batteries rattling against the device |
| Heavy items | A strong box or crate, plus a handle or strap if a person will carry it | Oversized boxes the driver cannot lift safely |
| Several pieces to one address | Number each piece, such as "1 of 3," and tape a packing list inside piece one | Separate pieces with no shared reference |
For specific sectors, our guides on original documents, dental cases, and rotable aircraft components go into more detail.
Stage Three: Labelling
A good label is short, complete, and in two places: on the outside, and on a slip inside the package in case the outer label is damaged. Include:
- The recipient's name, company, full address, and mobile number.
- Your own name and number, in case the driver has to reach the sender.
- A reference number such as a purchase order or case number.
- Handling instructions that matter, such as "fragile," "this side up," or "keep cool."
- No confidential details on the outside. Put those on the slip inside.
Remove or cover old labels from reused boxes, because a driver or scanner may read the wrong one.
Stage Four: Paperwork
Tape a copy of the packing list and any required forms in a pouch on the outside, and keep a copy for yourself. Depending on the job, that could mean an invoice, a customs form, a release certificate, or a prescription. For a cross-border job, see cross-border delivery basics. If you are unsure which documents belong with a shipment, ask dispatch before the driver leaves.
Stage Five: Be Ready When the Driver Arrives
- Stage the shipment near the entrance, not in the back office.
- Tell reception or security that a driver is coming and give them the name.
- Have a person available to hand over the package and sign.
- Confirm the piece count at the handoff, and keep the pickup receipt.
- If the schedule changes, tell dispatch as soon as you know.
Common Preparation Mistakes
- Missing suite or unit number.
- Underestimating weight or size.
- Not mentioning that the contents are fragile, regulated, or temperature sensitive.
- Having no one at the pickup point who can release the package.
- Preparing a shipment before the required paperwork has been signed.
If you want a sense of how preparation affects price, our guide to what drives courier cost shows why accurate details pay off.
Frequently Asked Questions
What should I do before a courier picks up my package?
Measure and weigh it, count the pieces, label it clearly inside and out, attach the paperwork, and make sure someone is available to hand it over. Tell dispatch about anything fragile, regulated, or time-critical when you book.
How should I label a package for courier delivery?
Use a clear label with the recipient's full address and mobile number, your own contact details, and a reference number, and place a duplicate slip inside. Keep confidential information off the outside.
Do I need to tell the courier what is in the package?
Yes, at least in general terms. Contents that are fragile, regulated, high-value, or temperature-sensitive change how the courier handles and transports the package.
What if my package is bigger than I thought?
Tell dispatch as soon as you know. The courier may need to send a different vehicle, and a late change is easier to handle than a surprise at the door.
Should I keep a copy of the documents I send?
Yes. Keep copies of the packing list and any forms, and scan irreplaceable documents before they leave.
Ten Minutes Now Saves an Hour Later
Preparation is the cheapest part of any delivery. Accurate numbers, a complete address, a clear label, and a person ready to hand over the package remove most of the reasons a pickup goes wrong. When the preparation is solid, the courier can do the one thing it is there to do: move the item quickly.
If you would like help working out the right packing or service level for a specific shipment, describe it through the quote form or ask a question on the contact page, and our team will advise. Our glossary of courier terms explains the terms you will see on forms.