How to Create an Inbound Shipment Plan: Step-by-Step

Creating an effective Inbound Shipment Plan is a practical skill that pays back in faster receiving, fewer errors, and lower costs. For beginners, the process looks like a checklist you build around the shipment lifecycle — from supplier packing to warehouse unloading. Below is a friendly, step-by-step approach you can use the first time you arrange inbound shipments.

Step 1: Gather order and product details

• Start with the purchase order number(s), SKU list, and quantities. Ensure SKU names and descriptions match what the warehouse expects.
• Record dimensions (length x width x height) and weights for cartons and pallets. If your supplier packs items differently, note variations.

Step 2: Define packing and palletization

• Specify carton counts per pallet, pallet height limits, and any blocking/bracing needed for fragile products.
• Include instructions for pallet types (e.g., wood vs. plastic), pallet orientation, and whether pallets should be wrapped or shrink-wrapped.

Step 3: Choose carrier and transport mode

• Decide on FTL, LTL, air, ocean, or intermodal based on cost, urgency, and the nature of the goods. For perishable items, prioritize speed and temperature control.
• Compare carriers for reliability and transit times. If you work with a 3PL, follow their preferred carriers to simplify receiving.

Step 4: Prepare documentation and labels

• Create a packing list that matches PO quantities and SKUs. For international shipments, include commercial invoices and any required certificates (e.g., phytosanitary, COO).
• Plan barcode labels that include SKU, carton number, and PO reference. Specify label placement (e.g., top right corner of each carton).
• Schedule to send an ASN electronically or by email 24–72 hours before arrival so the receiver can pre-allocate space.

Step 5: Schedule arrival and dock appointments

• Confirm whether the receiving facility requires dock appointments. If it does, select a delivery window and communicate it to the carrier.
• Account for potential delays in transit by specifying an arrival window rather than a single date.

Step 6: Plan for receiving and inspection

• Decide the level of inspection on arrival: full count and quality inspection, spot-checks, or visual verification only. Communicate this to the warehouse in advance.
• If action on discrepancies is required (e.g., damaged goods), note the returns or claims process and contact details.

Step 7: Communicate roles and contacts

• List contact information for the shipper, carrier, receiver, and customs broker (if applicable). Include backup contacts for after-hours issues.
• Be explicit about who authorizes deviations. For example, if the carrier must change delivery date, who approves the new date?

Step 8: Finalize and share the plan

• Compile the plan into a single document or digital file that includes PO references, packing list, ASN timing, and contact information.
• Share the plan with all parties: supplier, carrier, warehouse, and broker. Ask for confirmation to ensure everyone understands their responsibilities.

Simple checklist example for a domestic pallet shipment

1. PO #12345 — 150 units (3 pallets of 50 units)
2. Carton: 10 units per carton; 5 cartons per pallet
3. Dimensions: carton 40 x 30 x 20 cm; pallet 120 x 100 x 160 cm
4. Carrier: LTL carrier ABC Freight; ETA 5 business days
5. ASN: to be sent 48 hours prior with carton-level counts and pallet IDs
6. Receiving: standard inspection; report damages within 5 business days
7. Dock appointment: scheduled for 10:00–12:00 on expected delivery date

Tools and automation to help

• WMS integrations: Many warehouses prefer ASNs and plans through a WMS or portal. Electronic data reduces manual errors and speeds receiving.
• Templates: Use reusable templates for regular suppliers to speed planning and ensure consistency.
• Shipping platforms or TMS: These can centralize carrier selection, rate comparison, and shipment tracking.

Beginner pitfalls to avoid

• Missing or inaccurate dimensions — this causes missed dock appointments and storage allocation problems.
• Late ASNs — warehouses need time to plan labor and space; last-minute notices create delays.
• Vague labeling — if cartons are unlabeled or mislabeled, manual checking increases receiving time and error risk.

Closing tip

Start small and document your process. The first few inbound shipment plans will teach you what details matter most for your operations. Over time, standardize templates, integrate with your WMS/TMS, and automate ASNs to make inbound planning reliable and low-effort.