Pre-Shipment Packaging Checklist: How to Ship Safely, Efficiently & Cost-Effectively

Shipping a package may look simple, but for businesses, it involves much more than taping a box and handing it over to a courier. Every step, from packaging design to documentation, affects the cost, speed, and safety of delivery. Now, when tariffs are higher, courier rules are stricter, and customers expect faster and greener deliveries, overlooking small details can result in costly mistakes.

This guide highlights the key steps every business should take before shipping a package, whether for retail, food, or e-commerce purposes.

Step 1: Choose the Right Size Packaging & Materials for Safe Shipping

The first step is making sure your product is safe to ship. Packaging is not just about looks; it’s your first line of defense.

• Right-size the box: Couriers like UPS and FedEx also charge by dimensional weight (volume), not just scale weight. Oversized boxes can increase shipping charges by 20–30%.
• Use suitable materials: E-flute corrugated board is suitable for lightweight items; heavier or fragile products may require B or C-flute or protective inserts.
• Test for transit conditions: Conduct drop, vibration, and compression tests. With higher shipping costs and duties, avoiding damage-related reships is critical.

Step 2: Verify Compliance Requirements for Food, Cosmetics, and Electronics Products

Every product category comes with its own set of compliance rules, and overlooking them can be one of the most costly mistakes in shipping. A package rejected at customs or flagged by regulators not only delays delivery but often doubles costs through duties, reshipment, or wasted packaging.

• Food & Beverages: In the U.S., packaging that comes into direct contact with food must meet FDA food-contact regulations. Similarly, in Europe, the EFSA enforces strict migration limits. A cereal box may only need lightweight board, but packaging for oily snacks requires grease-resistant coatings approved for food use. Non-compliance can lead to rejections or even fines.
• Cosmetics & Personal Care: Skincare labels must meet FDA cosmetics labeling requirements and include expiration or batch codes. Missing these details can trigger penalties and relabeling costs, especially in EU markets.
• Electronics: Shipments containing batteries fall under IATA Dangerous Goods Regulations. A simple error in labeling lithium battery packages can lead to thousands in fines or shipment bans.

Taking time to confirm compliance saves far more than it costs; a rejected shipment is often several times more expensive than the original shipment.

Step 3: Secure Package Internally With Cost-Effective Protective Inserts

Protecting products inside the box is just as important as the outer shell. Instead of expensive foam or bubble wrap, businesses are now shifting toward:

• Corrugated dividers for product protection
• Protective die-cut cardboard inserts for fragile items
•  Honeycomb paperboard inserts for candles

These cost-effective packaging inserts stabilize products, weigh less, and cost less while also being recyclable. E-commerce brands can save up to 25% in filler costs after switching to these protective inserts.

Step 4: Ensure Correct Labeling to Avoid Package Returns and Penalties

A package can be delayed or returned simply because of a mislabeled address. Before shipping, confirm:

• Recipient’s full address, including postal codes and unit numbers.
• Correctly label items with orientation instructions, such as "Fragile" or "This Side Up."
• Customs forms are attached securely for international shipments.

Even small mistakes add up. A mislabeled international parcel can trigger new tariffs and duties or force a return to the origin at double the cost.

Step 5: Manage Shipping Tariffs and Import Duties Effectively

In 2025, tariffs are an unavoidable reality. The United States now applies duties even to small parcels that previously qualified for de minimis exemptions, and reciprocal tariffs with China and other countries further increase costs.

To prepare:

• Check HS codes for accuracy. Misclassification can result in overpayment or penalties.
• Calculate landed cost in advance, including duties, courier fees, and insurance to avoid surprises.
• Explore local or regional sourcing when tariffs make imported packaging uneconomical.

By addressing tariffs upfront, you prevent them from erasing your margins after the package has already shipped.

Step 6: Ensure Proper Sealing and Security

A package that opens in transit risks both damage and theft. Use:

• Strong adhesive or water-activated tape for cartons.
• Peel-and-seal closures for e-commerce mailers (these also reduce labor time).
• Tamper-evident seals for high-value items.

Commercial shippers often highlight tamper-evident seals as a specialized layer of security, noting that shippers who adopt them often report fewer theft-related incidents, since these seals act both as a deterrent and a clear indicator of tampering during transit.

Step 7: Hidden Courier Costs Every Business Should Know

Shipping costs aren’t just about the weight on the scale. Each courier, whether FedEx, UPS, DHL, or USPS, has its own pricing model, surcharges, and rules that can affect your bottom line. Knowing these details before booking helps you avoid surprises and plan a smarter shipping strategy.

• Dimensional Weight Charges: Couriers bill based on whichever is higher, actual weight or dimensional weight (calculated as L × W × H ÷ DIM factor). Oversized but lightweight packages can end up costing 20–30% more than expected.
• Peak Season Surcharges: During high-demand periods, such as Q4 (October to December), courier companies apply additional fees per pound. These surcharges can eat into margins if they aren’t built into your pricing or if shipping is handled smartly.

Final Thoughts

Smart shipping doesn’t just prevent damage, it protects profits.

Preparing a package for shipment is no longer a routine task. Every step matters, from selecting the right board thickness to considering tariffs and courier regulations. By verifying packaging, compliance, labeling, sealing, and courier policies before dispatch, businesses can avoid delays, reduce costs, and deliver a smoother experience to customers.