Writing Clear Packing Instructions for a Warehouse Team

I write packing instructions for a warehouse team that handles my small online store. The goal is simple: someone who has never seen my products should be able to pack an order correctly without guessing. I start with photos. For each SKU, I take a clear photo of the item by itself, then one of the item with its protective wrap, insert, and box. If the item has a fragile corner or a lid that must face up, I photograph that detail. Pictures catch what my written notes miss.

I keep one page per SKU. The page has the SKU code, a short description, the photo set, and step-by-step packing notes. I do not combine several products onto one sheet unless they truly share the same packing method. When a kit contains multiple pieces, I list each piece and show the assembled kit after packing. This keeps the team from mixing up similar items.

Inserts and gift notes get their own line. I say exactly when to include them, where they go, and what to do if the customer did not request one. For example, “If the order is marked gift, place the card inside the box on top of the tissue, printed side up. Do not fold it around the item.” Vague wording like “pack carefully” or “add extras as needed” causes problems. I replace it with specifics: how many layers of bubble wrap, which side goes up, and whether the insert goes inside or under the item. If a number helps, I use a hypothetical example, such as “use two 12-inch sheets,” and tell the team to check the provider’s current terms when a rule comes from a fulfillment partner.

Packaging changes more often than people expect. When I switch boxes, tape, or inserts, I update the SKU page the same day and note the date at the top. I also keep a short change log so the team can see what changed. If I work with outside warehouses, I share these pages before the first order and review them against the directory of 3PL warehouses to compare options. Clear pages save time, reduce errors, and make training easier.

— Mike Carter