How to Label a Pallet for Freight Shipping
A pallet shipping label identifies the shipper, consignee, destination, and service flags, and should match the bill of lading. Here's what to include, where to place it, and how to avoid common labeling mistakes.
Label every freight handling unit with the carrier-required shipping and tracking information, place the labels where handlers can see and scan them, remove obsolete labels, and make the package markings match the bill of lading and quote. For a multi-pallet shipment, identify each pallet separately so one handling unit cannot be mistaken for another.
Do not try to put every instruction on one homemade label. Carrier shipping labels, PRO or tracking labels, handling instructions, receiver-compliance labels, and regulated hazardous-material markings serve different purposes. Use the documents and formats required for the shipment.
The labels and markings are not all the same
Carrier shipping or address label
This identifies the shipment’s origin and destination using the carrier’s required format. It commonly includes shipper and consignee information and may include carrier-generated routing or service data.
Do not design this label from a generic internet template when the carrier or shipping system provides one. The correct fields, barcode format, placement, and print quality can be service-specific.
PRO or tracking label
An LTL carrier may assign a PRO number or another tracking identifier. Apply the carrier-issued identifier according to that carrier’s instructions. Do not invent a PRO number or copy one from an old shipment.
ABF Freight’s current LTL packaging guide, for example, tells its customers to place at least one PRO sticker next to the address label. That is useful carrier-specific guidance, not a universal statement that every carrier uses the same label arrangement.
Handling and precautionary markings
Instructions such as top-heavy, keep dry, do not fork, or non-stackable can communicate a real handling limitation when the carrier accepts the marking and it matches the package. A warning label cannot correct inadequate packaging or guarantee a particular loading decision.
Use the carrier’s approved wording and symbols. Keep the same handling status in the quote, bill of lading, carrier system, and physical markings.
Receiver or vendor-compliance label
Retailers, warehouses, and other consignees may require purchase-order, appointment, carton, pallet, or serialized logistics labels in addition to the carrier label. Follow the current routing guide or receiving specification supplied by that consignee.
Do not assume a label used for one retailer will satisfy another. Receiver requirements can specify a particular data structure, barcode standard, label location, or relationship between pallet and carton identifiers.
Hazardous-material labels and markings
DOT hazardous-material labels and markings are regulatory communications, not optional handling stickers. Their requirements depend on the material, package, quantity, mode, and applicable exceptions.
FMCSA lists proper classification, shipping name, identification number, hazard warning label, packaging, marking, employee training, and shipping papers among major shipper responsibilities. Hazmat work should be completed by trained personnel using the current Hazardous Materials Regulations. A standard freight label must not obscure required hazard communication.
What information should match?
The information on the handling unit should be consistent with the shipping documents and carrier record. Review:
- Shipper name and address
- Consignee name and complete delivery address
- Carrier-issued PRO, tracking, or shipment identifier
- Purchase order or receiver reference when required
- Piece or handling-unit sequence for multi-piece shipments
- Approved handling instructions
- Required hazardous-material descriptions, labels, and markings when applicable
The pallet label does not replace the bill of lading. Current NMFTA guidance for Item 250100 says bill-of-lading commodity descriptions must match the applicable tariff information, including the required article, package, markings, exceptions, NMFC item, subprovision, and class. The BOL carries information that may not belong on the visible pallet label.
Compare the records before pickup. A transposed ZIP code, missing unit number, different consignee, stale PRO label, or inconsistent piece count creates ambiguity that can delay or misdirect handling.
Where should labels go?
Place labels on a flat, stable, visible surface where normal handling is unlikely to tear, fold, scrape, or cover them. Keep them away from corners, loose film, strap paths, pallet openings, and areas likely to contact forklift tines.
Follow the selected carrier’s placement instructions. ABF provides a useful example in its current guide:
- Put PRO and address labels on all fork-tine-entry faces so the forklift operator can see them.
- Remove or cover old PRO and address labels.
- Put labels on each handling piece and number the pieces “X of X.”
- Put labels on or near both ends of freight longer than 96 inches.
- Use the top only when a label will not fit on the side.
Those points are ABF instructions. Another carrier, service, receiver, or shipment type may require a different number of labels or different placement. Avoid turning “two sides” or “four sides” into a universal rule.
How to label a pallet step by step
1. Finish packaging first
Build, secure, measure, and weigh the complete handling unit. Make sure cartons, crate panels, film, straps, and protectors are in their final positions. A label applied before wrapping can end up hidden, distorted, or moved away from the intended face.
2. Remove conflicting labels
Inspect reused pallets, crates, and cartons for old addresses, PRO labels, barcodes, hazardous-material markings, routing labels, and handling instructions. Remove or fully cover only those that no longer apply and that may legally be removed.
Never cover a valid required hazardous-material label or marking with a new freight label. If you are unsure whether a regulatory marking still applies, stop and ask a qualified hazmat professional.
3. Generate the correct carrier documents
Use the carrier, transportation system, or approved shipping workflow to create the current label and tracking identifier. Check that the selected service and shipment references match the bill of lading.
4. Apply labels to the required faces
Clean and dry the application surface. Use the compatible adhesive, pouch, or overwrap method specified for the package and environment. Keep the label flat, with no wrinkles through machine-readable areas.
If a label must be protected by clear film or a pouch, confirm the material does not create glare, wrinkles, moisture, or distortion that interferes with scanning. Do not stretch a barcode around a corner.
5. Number every handling unit
For a shipment containing several pallets or pieces, give each handling unit the required sequence or unique identifier. Make sure the total count agrees with the BOL and carrier record.
“1 of 3,” “2 of 3,” and “3 of 3” can be clear human-readable sequencing when accepted by the carrier, but it does not replace a required unique barcode or serialized receiver label.
6. Add required special markings
Apply accepted handling labels and all required regulatory markings in their prescribed locations. Verify none are blocked by straps, film tails, paperwork pouches, or other labels.
7. Perform a final walk-around
Check the pallet from every accessible face:
- Destination and consignee information match the BOL.
- Carrier identifiers are current and legible.
- Each handling unit has the correct sequence and total.
- Old labels cannot be mistaken for current ones.
- Machine-readable areas are flat and unobstructed.
- Required handling and hazmat communications remain visible.
- Fork openings and normal contact areas are clear.
Take shipment records or photographs only as permitted by your operating procedure and privacy requirements.
Common pallet-labeling mistakes
- Copying a label from a previous shipment and leaving old routing data
- Putting the correct label on only one pallet in a multi-pallet shipment
- Using identical labels without a required unique handling-unit identifier
- Letting addresses, piece counts, or references differ from the BOL
- Wrapping a barcode around a corner or placing it beneath wrinkled film
- Routing a strap, edge protector, or film tail over the label
- Using an improvised handling symbol the carrier does not recognize
- Covering or removing required hazardous-material communication
- Printing before the carrier or shipment record is final
- Assuming a retailer label replaces the carrier label, or vice versa
Prepare the same facts for the quote
Labeling comes near the end of preparation, but the quote should describe the same finished shipment. Record the origin and destination ZIP codes, pallet and piece count, commodity description, finished dimensions, gross weight, NMFC item and class when applicable, stackability, and required pickup or delivery services.
Current NMFTA rules allow carriers to verify shipment weight and dimensions. Make sure the package you label is the package you measured and quoted.
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