Shipping & Handling SOP

This procedure defines how Blitzpanel selects carriers, prepares shipping documentation, and hands off completed UL508A control panels and enclosures to freight carriers for delivery.

It exists to ensure every outbound shipment is correctly classified, properly documented, protected from transit damage, and confirmed delivered to the customer in the condition it left the shop.

Applies to all outbound shipments of finished panels, subpanels, and enclosures from the Blitzpanel shop to customers, distributors, or job sites, whether by common carrier, dedicated freight, or customer pickup.

Covers carrier and freight-class selection, pickup scheduling, bill-of-lading (BOL) preparation, load securement and damage-prevention handling, and delivery confirmation.

Does not cover crating and packaging fabrication (see Packaging SOP) or handling of a confirmed-damaged or returned unit after delivery (see Warranty / RMA Handling SOP).

BOL — Bill of Lading: the contract of carriage and freight receipt presented to and signed by the carrier at pickup.

Freight class — the NMFC (National Motor Freight Classification) code that sets LTL freight pricing based on density, stowability, handling, and liability. TODO: verify the NMFC item number(s) used for panel/enclosure shipments.

LTL / FTL — Less-Than-Truckload / Full-Truckload: shipping modes distinguished by whether the shipment shares trailer space with other customers' freight.

POD — Proof of Delivery: the signed carrier record confirming date, time, and condition of delivery.

Consignee — the receiving party named on the BOL (customer, distributor, or job-site contact).

Accessorial — an additional carrier service billed beyond standard pickup/delivery, such as liftgate, inside delivery, residential delivery, or delivery appointment.

Role	Responsibility
Shipping Coordinator / Traffic	Selects carrier and freight class, books pickup, prepares the BOL, and tracks the shipment through to delivery confirmation.
Quality / Final Inspector	Confirms functional test and QC sign-off before a unit is released to Shipping.
Warehouse / Dock Personnel	Loads and secures freight, applies handling labels, inspects for damage before loading, and obtains the driver's signature.
Sales / Account Manager	Confirms delivery requirements with the customer, communicates ship date and tracking information, and manages delivery or claim issues.
Production / Packaging	Completes packaging, crating, and handling labeling per the Packaging SOP before hand-off to Shipping.

Carrier rate/routing system for comparing LTL/FTL options, transit times, and negotiated rates. TODO: name the system of record (TMS or carrier portal).

Pallet scale and tape measure/dimensioner for calculating shipment weight, cube, and freight class.

BOL template/system integrated with the order/quote log, plus shock/tilt indicator labels and "This Side Up" / fragile markings sourced per Packaging SOP.

Approved carrier list with service levels, account numbers, and negotiated rates. TODO: publish the current approved carrier list and rate agreements.

6.1 Pre-Shipment Verification

Confirm the unit has passed final functional test and quality sign-off before it is released to Shipping (see Functional Test / Power-Up Test SOP).

Verify packaging and crating are complete per Packaging SOP and match the unit's weight, dimensions, and environmental protection requirements.

Confirm ship-to address, consignee contact, PO number, and delivery requirements (dock availability, liftgate, inside delivery, appointment window) against the sales order, and confirm any export/hazmat documentation needs (e.g., lithium battery components, ISPM-15 wood crating). TODO: confirm export/hazmat review process and responsible party.

6.2 Carrier & Freight Class Selection

Calculate shipment weight, dimensions, and density from the packaged unit to determine freight class/NMFC classification. TODO: verify freight class / NMFC item number for standard panel and enclosure shipments.

Select LTL, FTL, or dedicated/expedited service based on shipment size, value, and required delivery date; use the customer's designated carrier and account when the PO specifies "customer's carrier" or "collect" freight terms.

Choose the carrier from the approved carrier list comparing rate and transit time; flag high-value, oversized, or schedule-critical shipments for Shipping Coordinator review before booking. TODO: define declared-value/insurance threshold requiring additional coverage.

6.3 Scheduling Pickup

Confirm the unit is fully packaged, labeled, and staged at the dock before booking pickup; do not schedule pickup for a unit still pending final QC release.

Book pickup with the selected carrier, specifying date, pickup window, dock hours, and any accessorial services needed (liftgate, appointment, oversized load); communicate special handling requirements at time of booking (tilt-sensitive, top-heavy, do-not-stack, multi-piece shipment requiring matched delivery).

Confirm the carrier's required booking lead time and update the order record with the scheduled pickup date. TODO: confirm standard carrier booking lead time.

6.4 Bill of Lading & Documentation

Prepare the BOL with accurate piece count, weight, dimensions, freight class/NMFC number, and a description sufficient to identify the freight (e.g., "1 crate, industrial control panel").

Include the customer PO number, Blitzpanel job/quote number, and consignee contact information on the BOL for traceability.

Attach the packing list and, where required by the customer's spec or order, UL508A listing documentation or a certificate of compliance (see UL508A Compliance Documentation SOP).

Mark the BOL and crate exterior with handling instructions matching the physical crate labeling ("This Side Up," "Do Not Stack," "Fragile," shock/tilt indicator present), and retain a signed copy of the BOL at dispatch as the carrier's receipt of the freight in stated condition and quantity.

6.5 Loading & Damage Prevention

Inspect the packaged unit for visible damage immediately before loading; do not load a unit with damaged packaging without first correcting or documenting the issue.

Load and orient the unit per the crate's orientation markings (upright, top-heavy), and block/brace it within the trailer to prevent shifting, tipping, or impact during transit.

Apply or verify shock and tilt indicators on sensitive shipments before the trailer doors close. TODO: define which shipments require shock/tilt indicators.

Photograph the loaded unit and crate condition immediately before pickup as damage-claim evidence, note any pre-existing trailer or equipment condition issues on the BOL before loading, and have the driver sign acknowledging piece count and condition at pickup.

6.6 Delivery Confirmation & Customer Notification

Notify the customer of ship date, carrier, and tracking/PRO number as soon as the shipment departs.

Monitor the shipment for transit exceptions or delays and proactively notify the customer if the delivery date is at risk.

Obtain proof of delivery (POD) from the carrier and confirm with the consignee that the unit arrived in good condition, with piece count matching the BOL.

If the customer reports transit damage or a shortage, initiate a claim with the carrier immediately and open a record per Warranty / RMA Handling SOP; close out the shipment in the order/quote log with ship date, carrier, tracking number, and POD reference. TODO: name the system of record for shipment close-out.

Signed BOL and carrier freight receipt retained with the job record.

Packing list, certificate of compliance (if issued), and proof of delivery (POD) retained with the job record.

Retention period for shipping records and carrier claim documentation. TODO: set retention policy.

Packaging SOP, Functional Test / Power-Up Test SOP, UL508A Compliance Documentation SOP, Warranty / RMA Handling SOP.

NMFC (National Motor Freight Classification) — basis for freight class determination. TODO: verify exact NMFC item number(s) before citing.

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