Common Mistakes and Troubleshooting Prep Requirements

Even experienced operations teams occasionally run into issues with Prep Requirements. The good news is most problems have straightforward root causes and clear corrective actions. This friendly guide walks through the common mistakes, how to diagnose them, and practical steps to fix and prevent repetition.

Frequent mistakes

• Mislabeling or missing labels: Applying the wrong barcode (e.g., manufacturer UPC instead of marketplace FNSKU), placing it over a seam, or using low-quality labels that peel off.
• Inadequate protective packaging: Underpacking fragile items, using the wrong void-fill, or failing to double-box when required.
• Incorrect poly-bagging: Using the wrong bag size or thickness, not sealing the bag, or omitting the suffocation warning label.
• Ignoring retailer-specific exceptions: Not applying special labels or failing to provide required documentation for regulated goods.
• Inconsistent SOP adherence: Different packers following different methods, causing variability and errors.
• Poor measurement of dimensions and weight: Submitting incorrect DIM/weight data to marketplaces, leading to shipment discrepancies.

Consequences of mistakes

• Inbound shipment rejections and quarantine.
• Chargebacks, fines, and delayed payments from retailers.
• Increased returns from damaged goods and a poorer customer experience.
• Wasted labor and increased operational costs.

Troubleshooting approach

1. Collect data: Review rejection notices, chargeback reports, and photos from the receiving partner. These often show exactly what failed.
2. Reproduce the issue: Pack one unit following your current SOP and one unit following the partner’s published requirement to compare.
3. Root cause analysis: Ask "Why did this occur?" at least five times. Was the SOP missing a step? Was the wrong materials batch used? Was training insufficient?
4. Implement corrective action: Update SOPs, retrain staff, change materials suppliers, or adjust packing station signage as needed.
5. Validate change: Run a pilot batch and send it through the typical inbound process or have the partner confirm acceptance.

Practical fixes and preventative measures

• Standardize labels and use better printers: Invest in higher-quality thermal printers and durable label stock to reduce peel and scanning issues.
• Use visual SOPs: A photo of a correctly packed unit reduces ambiguity far more than text-only instructions.
• Pre-pack at vendor when possible: If manufacturers can meet the Prep Requirements, upstream prep removes variability.
• Implement QC sampling: A daily sample check of inbound/outbound units quickly highlights problems before they escalate.
• Automate data feeds: Ensure accurate DIM/weight and SKU data flow automatically to marketplaces to avoid discrepancies.
• Keep an exceptions log: Track recurring issues and their fixes so you can spot patterns and systemic problems.

Example scenarios and responses

• Scenario: Amazon charges for "Labeling Requirements Not Met."
• Response: Confirm whether manufacturer barcodes must be covered or replaced by FNSKU labels. Update SOP to include label type and position, then run a re-training session plus a one-week audit of label compliance.
• Scenario: Frequent damage to ceramic mugs during inbound inspection.
• Response: Review packaging material; increase bubble wrap layers, use a snug inner box, and consider double-boxing. Document the new packaging and measure damage rate for improvement.

When to escalate to partners or consultants

If you repeatedly see unclear or changing rules from a retailer or marketplace, escalate to your account manager for clarification. For complex operations with high volume or mixed regulations (e.g., hazardous materials, international compliance), engaging a logistics consultant can help create robust, compliant Prep Requirements that scale.

Continuous improvement

Treat Prep Requirements as a living set of rules. Review your prep performance monthly and update SOPs when partners change their guides or when your product mix evolves. Small, continuous adjustments and regular communication with your receiving partners keep prep costs predictable and operations resilient.

By diagnosing issues calmly, implementing practical remedies, and enforcing consistent SOPs, most prep-related problems are both preventable and fixable. A friendly, systematic approach will keep your goods moving and your customers satisfied.