Warehouse Shipping SOP Template

1.Purpose

To load and dispatch outbound freight accurately and safely, with complete documentation, so shipments reach the correct carrier on time and can be tracked if a problem arises.

2.Scope

Applies to outbound trailer and parcel loading from the shipping dock once orders have been packed and staged. Picking and packing are covered by a separate SOP.

Definitions

BOL

Bill of Lading, the shipping document that lists the freight, carrier and terms for a shipment and serves as a contract of carriage.

Manifest

The list of all packages or pallets being loaded onto a specific trailer or route for a carrier.

Load plan

The planned sequence and placement of freight inside a trailer, based on delivery stop order and weight distribution.

Freight class

The classification used to rate less-than-truckload freight for billing, based on density, handling and value.

3.Responsibilities

Shipping Clerk

Verifies staged freight, generates manifests and BOLs, and records the shipment in the WMS or TMS.

Shipping Supervisor

Assigns dock doors, approves load plans, and resolves loading exceptions with carriers.

Forklift Operator

Loads freight into trailers following the load plan and weight distribution rules.

Carrier Driver

Presents pickup paperwork, inspects and signs for the load, and secures the trailer for transit.

RACI matrix

R = Responsible, A = Accountable, C = Consulted, I = Informed

4.Materials and PPE

Materials, tools and systems

• →WMS or TMS shipping terminal
• →BOL and manifest forms
• →Trailer seals with a seal log
• →Pallet jack or forklift
• →Load bars and straps
• →Freight scale
• →Shipping label and packing slip stock

Personal protective equipment

• →Steel-toe or safety shoes
• →High-visibility vest
• →Gloves for handling straps and seals

5.Procedure

1. 5.1

   Review the outbound schedule

   Shipping Supervisor

   Check the day's carrier pickup schedule and cutoff times, and confirm which staged orders and pallets are assigned to each trailer or route.

2. 5.2

   Assign the dock door

   Shipping Supervisor

   Assign an available dock door to the arriving carrier, matching trailer size and load volume, and update the door status in the WMS or TMS.

3. 5.3

   Verify staged freight against orders

   Shipping Clerk

   Scan each staged pallet or carton against the outbound order list, confirming carrier, destination and piece count before it is approved for loading.

   Checkpoint: Every scanned unit matches the correct carrier and destination before loading begins.

4. 5.4

   Build the load plan

   Shipping Supervisor

   Sequence freight for loading based on delivery stop order for multi-stop routes, placing heavier pallets low and evenly distributing weight across the trailer axles.

5. 5.5

   Inspect the trailer before loading

   Forklift Operator

   Check the trailer floor, walls and roof for damage, moisture or debris, and confirm it is the correct trailer and temperature setting for the freight before loading starts.

   Warning: Do not load freight into a trailer with a damaged floor or visible leaks; report it to the shipping supervisor and request a different trailer.

6. 5.6

   Load the trailer

   Forklift Operator

   Load pallets or cartons following the load plan, securing them with load bars or straps as needed, and leave the last-stop freight nearest the door for multi-stop routes.

7. 5.7

   Generate the BOL and manifest

   Shipping Clerk

   Generate the bill of lading and manifest in the WMS or TMS listing every pallet or carton, piece count, weight and freight class for the shipment.

8. 5.8

   Present paperwork to the driver

   Shipping Clerk

   Give the driver the BOL for review and signature, and confirm the driver's name and carrier match the scheduled pickup before releasing the trailer for closing.

9. 5.9

   Seal the trailer

   Shipping Clerk

   Close and seal the trailer with a numbered security seal immediately after loading is confirmed complete, and record the seal number on the BOL and seal log.

   Checkpoint: The seal number recorded on the BOL matches the physical seal on the trailer door.

10. 5.10

    Update shipment status

    Shipping Clerk

    Mark the orders as shipped in the WMS, which should trigger tracking numbers and shipment notifications to the appropriate downstream systems.

11. 5.11

    Release the trailer

    Shipping Supervisor

    Confirm the dock door is clear, remove the wheel chocks and dock lock, and release the driver to depart once paperwork and the seal are confirmed.

12. 5.12

    File shipping documents

    Shipping Clerk

    File the signed BOL, manifest and seal log by date and carrier, whether in the TMS or a physical binder, so they can be retrieved for a claim or audit.

6.Quality checks

• →Every pallet is scan-verified against the correct carrier and destination before loading.
• →Seal numbers on the BOL match the physical trailer seal on 100% of outbound loads.
• →Load plans distribute weight evenly and sequence multi-stop routes correctly.
• →Signed BOLs are filed and retrievable within one business day.

7.Records

• →Signed bills of lading
• →Trailer manifests
• →Seal log
• →Shipment status updates in the WMS or TMS

8.KPIs

• →On-time dispatch rate against carrier cutoff
• →Loading accuracy (correct carrier and destination)
• →Trailer cube or weight utilization
• →Number of shipments missing a BOL or seal record

9.Common mistakes

• →Loading freight before it is scan-verified against the order.
• →Recording a seal number that does not match the trailer.
• →Loading a multi-stop route with first-stop freight buried at the back.
• →Releasing a trailer without a signed BOL on file.

10.Revision history