In this guide
What does a UK warehouse need before accepting imported stock?
Get the warehouse’s current address, booking procedure, receiving hours, carton or pallet rules and label requirements before packing is finalised. Connect each carton to a packing record and name who books delivery. Confirm the customs records and a receiving check so quantities, visible damage and discrepancies can be recorded at handover.
Get the warehouse’s current receiving instructions
Ask the receiving warehouse or fulfilment partner for the instructions that apply to your shipment. Put them in the shipping brief before packing is finalised.
- Full address, postcode, account name and delivery contact
- Appointment process, booking reference and receiving hours
- Carton and pallet size or weight requirements
- Vehicle access and unloading arrangements
- Label format and purchase-order or inbound shipment reference
Keep carton details connected to your stock
A simple packing record helps the warehouse recognise the delivery and investigate discrepancies. Agree the level of detail needed for mixed products and supplier orders.
- Carton number and the products or SKUs inside
- Units per carton and total quantity per SKU
- Packed dimensions and gross weight
- Supplier or purchase-order references where needed
Check documents before dispatch
Confirm who prepares the commercial invoice, packing list and customs information. GOV.UK’s import process covers classification, valuation and keeping import records. Match the documents to the shipment that is actually leaving China.
- Accurate product descriptions, quantities and values
- The importing business and customs contact
- Any product-specific documents identified for the goods
- Who receives the customs and transport records
Agree who books and who confirms delivery
Name the person responsible for the warehouse appointment and the carrier handover. Confirm how changes will be communicated if the arrival estimate moves, and which charges may apply to a missed booking or rejected delivery.
Plan the receiving check
Ask the warehouse to record the cartons received, visible damage and discrepancies against the packing record. Keep the delivery record and supporting photos with the shipment file. Raise an issue promptly using the agreed claims process and its evidence requirements.
Add the receiving instructions to your shipping brief
The delivery service explains how warehouse receiving requirements fit into the shipment plan. You can email or WhatsApp us the instructions you already have and discuss anything still awaiting confirmation.
Questions before you order
When should I request the warehouse’s receiving rules?
Get them before final packing and the freight booking. Labels, pallet limits, appointments and unloading arrangements can affect the work in China and the final delivery quotation. Confirm the instructions apply to your warehouse account and shipment.
What should the warehouse record if stock is missing or damaged?
Ask for carton counts, the delivery reference, visible condition and the discrepancy against your packing record. Keep supporting photos and the delivery record. Follow the agreed claims process and its evidence requirements promptly.
Sources & further guidance
These references provide platform, payment or import background. The purchasing checklists are our practical guidance. Check the current terms and official requirements for your product and destination.
Product acceptance, inspection scope, charges and delivery arrangements need to be agreed for your order.