Pick, Pack and Dispatch Checklist

Introduction

Use one checklist for an order or a clearly identified dispatch batch. Confirm what is authorized to ship, pick and verify the items, pack them using the approved instructions and record actual carrier handoff.

A shipping label is not evidence that the carrier received the parcel. Keep the order, parcel and tracking references connected, and leave unshipped quantities visible.

Play follows the order from released pick to actual carrier handoff, with List for team coordination. Dedicated fields keep order/version/site/service, parcel contents, checker, ready count and carrier evidence distinct. Editable parcel checks show how to verify each label separately, including split shipments.

Prefer guided mode? Try Play - answer one question at a time in full screen view.

Confirm the order

Work from the current authorized shipment.

Verify the released order and shipping instructions

Confirm the authorized order and current release state before picking. Keep the destination in the approved order system. A stopped or changed order needs the responsible owner’s decision before work continues.

Record the released order version

Record the dispatch site

Record the carrier and service

Use the service authorized for this shipment. Keep routing/address detail in the approved order/shipping system.

Record the promised dispatch time

Use the agreed dispatch cut-off/timezone when one applies; do not invent a delivery promise.

Prepare the pick list and approved route

Use the current item/variant, quantity, unit of measure and source location. Follow the site’s handling and stock-selection rules.

Pick and reconcile

Keep order identity and held goods controlled.

Pick the specified items and quantities

Verify SKU/variant and units at the recorded location. Follow applicable lot/rotation instructions; never pick held or unreleased stock.

Inspect the picked goods

Inspect the required product condition and components under the site’s handling rules. Identify damaged or unsuitable goods and keep this order separate from other orders.

Reconcile picked lines to the released order

Compare every picked SKU or variant, quantity, unit and applicable lot with the current released order. Record a missing or mismatched line before packing.

Resolve shortages and mismatches

Record missing, wrong or damaged items and obtain the authorized decision. Preserve the unshipped balance and any approved partial-shipment instruction.

Pack and label

Verify contents before closing the parcel.

Choose approved packaging and protection

Follow the item/carrier packaging instructions and handling restrictions. Escalate unsuitable packaging or specialist goods outside this workflow.

Reconcile the packed contents

Before closing the parcel, compare the actual item and quantity with the authorized shipment. Record how contents are split across parcels and reconcile the parcel count.

Check required packing documents

Match the required packing documents and permitted item information to this shipment. Keep customer details in the approved order and shipping systems.

Verify each parcel label

Match parcel to order, destination and shipping service in the approved system. Remove conflicting old labels using the proper process and record tracking/reference without exposing unnecessary customer data.

The starter parcel checks below show one-parcel and multi-parcel verification. Rename to actual parcel IDs and duplicate as needed, or remove unused examples. A printed label is not carrier acceptance.

Starter parcel check: verify parcel 1 [replace]

STARTER EXAMPLE: Rename to the actual parcel ID. Compare its contents record, order reference, carrier/service and tracking reference with the physical label in the approved shipping system. Record match/mismatch and checker; do not copy the customer’s address here.

Starter parcel check: verify an additional parcel [replace]

STARTER EXAMPLE: Use only for a split shipment. Rename to the actual additional parcel ID and duplicate for each further parcel; otherwise remove it. Verify its own contents, label, carrier/service and tracking reference, and confirm it is included once in the shipment count. Never copy parcel 1’s result.

Complete the pack check

Verified

Mismatch; stop and resolve

Confirm parcels are closed/protected and required markings/documents are correct. Record the responsible checker and any accepted exception.

Record the parcel count ready for handoff

Count the actual ready parcels in this released shipment scope. Held or unfinished parcels are not ready; record them separately.

Record the pack checker

Name the person who completed the contents/label/packaging verification; current task assignment alone is not historical check evidence.

Dispatch and hand over

Use evidence for the actual shipment state.

Stage parcels for the correct carrier/service

Keep the dispatch batch identifiable and separate from unready or held parcels. Check the scheduled handoff arrangement.

Record actual carrier handoff

After the real handoff, retain the carrier acceptance/collection or approved manifest evidence. Compare it with the ready shipment and investigate a missing parcel/count mismatch. Leave this evidence unfilled until handoff exists; keep the handoff work open if the carrier has not collected.

Record the actual handoff time

Complete only after actual carrier handoff. Do not enter the label-printing time.

Record the carrier-accepted parcel count

Use the actual handoff evidence. Reconcile with parcels ready; investigate any difference and preserve the unshipped scope.

Update the verified shipment state

Record the fulfillment and tracking state supported by actual carrier evidence in the authorized system. Do not mark a label-only parcel as handed over.

Hand off unshipped quantities and exceptions

Give every partial, damaged or unshipped balance an owner, next action and due date. Keep the remaining order scope visible while closing only this completed dispatch scope.

Download or Print this Pick, Pack and Dispatch Checklist

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Details

Use the current released order

Check the order version, shipping service and approved destination in the order system. Keep customer addresses in that system where possible rather than duplicating them in checklist notes. Check changes before picking or printing labels.

Verify at each handoff

Picking confirms item identity and quantity; packing confirms the contents and required documents; dispatch confirms parcel identity and handoff. A shortage or wrong item needs an authorized decision rather than an improvised substitution.

Track partial shipment honestly

Separate shipped, held and unshipped quantities. Record the carrier acceptance evidence and the actual status in the order system. Assign remaining work so a partially fulfilled order cannot disappear into a completed checklist.

A shipping label is not evidence that the carrier received the parcel. Keep the order, parcel and tracking references connected, and leave unshipped quantities visible.

Who it's for

A picker/packer dispatches one released order, proving the right goods were packed and handed to the correct carrier without losing exceptions.

How to use

Save a checklist for one released order or identified dispatch batch, or tailor a reusable template. Complete the order/version, site and authorized carrier/service fields.
Use Play for the guided sequence or List for shared picking and packing. Keep item-level records and customer addresses in the approved order/shipping system.
Reference the checked pick lines and parcel contents. Rename, duplicate or remove the starter parcel-label checks so every actual parcel has an individual verification.
Record the pack result, checker and number of parcels physically ready. Keep a shortage, mismatch or failed pack check as separate correction work until resolved and rechecked.
After actual carrier handoff, record the acceptance reference, real handoff time and accepted parcel count. Reconcile against the ready count; leave these fields blank while awaiting collection.
Update only the shipment state supported by evidence. Hand over unshipped quantities and exceptions with their owner, next action and date; closing this dispatch scope does not complete a partial order.

Pick, Pack and Dispatch Checklist Frequently Asked Questions

Does printing a label mean the order is shipped?

No. Record actual carrier handoff or acceptance according to the shipping process, then use the status supported by that evidence.

What if the correct item is short?

Record the missing quantity and obtain the authorized decision about partial shipment, replacement or delay. Do not substitute an item without approval.

Where should customer addresses be recorded?

Prefer the approved order/shipping system. Reference it from the checklist and avoid unnecessary copies of customer information.

How do I handle an order split across several parcels?

Record which contents belong to each parcel and reconcile the parcel count before dispatch. Match each label and tracking reference to the released order, then compare the actual carrier acceptance record with that count. Keep missing or unshipped parcels visible.

What should happen after a failed pack check?

Keep the parcel out of the ready-to-dispatch area. Record the wrong item, quantity, damage or document issue and obtain the authorized correction. Repeat the affected contents and label checks before handing it to the carrier.

What should I record while waiting for carrier collection?

Record the completed pack check and actual parcels ready, and keep the carrier handoff task open. Leave the acceptance reference, actual handoff time and accepted parcel count blank until the handoff occurs. A printed label or staged parcel does not establish carrier acceptance.

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