Packing, Labeling and Export Delivery
Packing and delivery is where a well-made order can still go wrong operationally, not because the garments are flawed, but because a pallet of mixed sizes arrives with no sorting, or an export term was assumed rather than agreed and the shipment stalls at customs. Both are avoidable by specifying packing and delivery at the same time as everything else, before production starts.
Distribution-ready packing
"Distribution-ready" means the order arrives packed the way you'll actually hand it out, sorted, labeled, and grouped to match your internal distribution, whether that's by site, by department, or by individual employee. For a single delivery to one central warehouse, standard bulk packing is fine. For a rollout across multiple sites, packing sorted by destination saves a sorting job at your end that's far more painful after the fact than specified upfront. TB Uniform's verified process includes distribution-ready packaging as a specifiable option.
Individual packing and folding
How each unit is folded, bagged, and presented can matter for programs where garments go straight to employees rather than into a stockroom. If this differs from a manufacturer's standard packing, it belongs in the tech pack as a packing note, not raised after production. See Writing a Uniform Tech Pack for where packing notes sit in the spec.
Carton labeling
Carton-level labeling, what's in each box, which size, which destination, is what lets a multi-site order be routed without opening every carton. Specify the labeling scheme you need (by size, by site, by department) alongside the packing method. A consistent carton-marking scheme is low-effort to set up before production and high-value when the shipment lands.
Incoterms: agreeing who owns what, where
Incoterms are the standardized international trade terms (FOB, CIF, EXW, DDP and others) that define exactly where shipping cost, risk, and customs responsibility pass from seller to buyer. They're not optional detail on a cross-border order, ambiguity here causes more delivery disputes than almost anything else in export sourcing. A few common ones:
- EXW (Ex Works), buyer takes responsibility from the factory door; maximum buyer control, maximum buyer effort.
- FOB (Free On Board), seller handles export up to the shipping port; a common middle ground.
- CIF (Cost, Insurance, Freight), seller covers cost, insurance, and freight to the destination port.
- DDP (Delivered Duty Paid), seller handles everything including import duty; maximum convenience, priced in.
Which one fits depends on how much of the logistics you want to manage versus have the supplier manage. The point is to agree it explicitly and in writing before production, not to assume a default.
What to confirm before production starts
Settle these while the spec is being finalized, not after goods are ready: the packing method (bulk, individual, or distribution-ready), the carton labeling scheme, the Incoterm, the destination, and any import documentation the destination country requires. A manufacturer with export experience should be able to walk through these without back-and-forth. See How to Source Custom Uniforms for how delivery fits among the other pre-order decisions.
FAQ
What does "distribution-ready packaging" actually include? Packing sorted and labeled to match how you'll distribute the order internally, by site, department, or individual, so it doesn't need re-sorting on arrival. The exact scheme is something you specify; it's most valuable for multi-site rollouts and less necessary for a single central delivery.
Which Incoterm should I choose? The one matching how much logistics you want to manage. EXW puts the most on the buyer, DDP the most on the seller, with FOB and CIF in between. There's no universally correct choice, it's a trade-off between control and convenience, and the essential thing is to agree it in writing before production.
Can the manufacturer label cartons by our store locations? Generally yes, if specified in advance. Carton labeling by destination (site, department, or size) is a standard part of distribution-ready packing, but the scheme needs to be part of the spec before production, not requested after packing.
Who handles customs clearance on an export order? It depends on the agreed Incoterm. Under DDP the seller handles import clearance and duties; under EXW or FOB more of that falls to the buyer. This is exactly why the Incoterm should be settled explicitly, it defines who's responsible at the border.
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