Marketplace Outbound Shipments and Labeling: A Checklist from Supplier to Acceptance

Sellers ask: "everything was ready, so why has the supply been stuck at inbound acceptance for three weeks?" In 80% of cases the answer is errors at the outbound shipment and labeling stage. The marketplace receives a physical load and checks it against a list: dimensions, packaging, unit labeling, box labeling, pallet labeling, documents. Any deviation means either a refusal at acceptance or acceptance with a penalty coefficient, under which half the supply is marked as defective and has to be returned.

This Support guide is a step-by-step method for preparing an outbound shipment, from the supplier through to acceptance at the marketplace warehouse.

The wider context is in the parent materials:

• Pillar "Marketplace promotion" — where logistics sits in the overall MPO system.
• Support "How to choose a marketplace warehouse" — choosing the warehouse comes before shipping.
• Hub "Wildberries promotion" — WB specifics and logistics penalties.

Stage 1. SKU preparation at the supplier. Every unit has to be packed in individual packaging (a poly bag, a box, a blister — depending on the category) carrying a WB barcode or an Ozon barcode. The label goes on before boxing, not on the box. If the label is only on the box, or is missing from some of the units, acceptance will reject the batch or accept it as defective.

Stage 2. Boxing. Packed units are placed into shipping boxes. The maximum box weight is 25 kg at WB and 25–30 kg at Ozon depending on the category. Exceeding the weight brings a fine of 1,000–3,000 ₽ per box. Inside the box the units are stacked flat, with no voids or gaps, so nothing shifts in transit.

Stage 3. Box labeling. Every box needs a label with a QR code stating the supply number, the number of units and the article code. The label goes on the front face of the box and must not be covered with tape. WB and Ozon issue labels as PDFs from the "Supplies" section of the seller account — print them on a thermal printer or on a standard printer using self-adhesive paper.

Stage 4. Palletizing (for large supplies). If the supply is more than 30 boxes, it goes on a pallet (standard 1200×800 mm or 1200×1000 mm). The pallet also gets a label with the supply number and the box count. It must be wrapped in stretch film, at least 3 layers.

Twenty-four hours before the carrier collects, run this check:

• Unit labeling. Take 10 random units from different boxes and check that the barcode is applied, scans, and matches the article code. One unreadable barcode can get the whole batch rejected.
• Unit packaging. The poly bag is not torn, the box is not crushed, the blister is not opened. The marketplace treats packaging defects as product defects.
• Box weight. Weigh 3–5 random boxes from different rows. Each must be no more than 25 kg (WB) or no more than 30 kg (Ozon).
• Box label. Check that every box has a label with a QR code on its front face, and that the QR code scans in the app.
• Palletizing. Stretch film in 3+ layers, the pallet is not leaning, the pallet label is attached on top.
• Carrier documents. The consignment note, the carriage contract, the driver's contact details.

Mistake 1. A box label that does not list every article inside. If a box holds several SKUs, the label must list all article codes and the quantity of each. One article on the label and three inside is an acceptance error.

Mistake 2. A new unit label stuck over the old one. When relabeling (say, the article code changed), the old label must be removed or covered cleanly. Otherwise the scanner reads both, which creates a conflict and a defect flag.

Mistake 3. Labeling on glossy or transparent packaging. A scanner will not read a barcode on a glossy background. If the packaging is glossy, stick a plain white self-adhesive patch down first and put the label on that.

Mistake 4. Labeling on a fold or an edge of the box. The label has to sit on a flat front face so the scanner can read it during automated acceptance. On an edge or a fold it means rejection.

Mistake 5. A box label without a current QR code. If the supply was created and then edited (SKUs added or removed), the labels in the system are regenerated. If you printed the label before the edit, it is no longer valid. Always print labels on the day of shipment.

For an FBO supply:

• The consignment note — the original stays with the driver.
• The electronic supply document in the marketplace seller account (created when you create the supply).
• The routing sheet (if there is consolidation at the carrier's intermediate warehouse).

For an FBS dispatch of a specific order:

• The order label (printed from "Orders → Labels").
• If the category is covered by Chestny Znak labeling, the marking code must be tied to the order through EDI.

Marketplaces recommend their accredited carriers (on WB it is the "Delivery partners" list in the seller account; on Ozon it is Ozon Logistics or its partners). When choosing:

• Direct delivery vs consolidation. Direct (no intermediate warehouse) is faster and carries no risk of mis-sorting. Consolidation is cheaper but adds 2–5 days and the risk of your boxes being mixed up with other suppliers'.
• Cargo insurance. A supply worth 500,000 ₽ or more must be insured. Carriers charge 0.3–0.7% of the value. Without insurance, a loss or a damaged truck is the seller's problem.
• Truck arrival deadlines. The contract should make the carrier liable for late arrival. Without that, a carrier can be 2 days late and claim "the load was not ready".

Scenario 1. Full refusal — the supply goes back. The carrier takes the load back to the seller's warehouse. The seller fixes the issues and re-ships. That means extra carrier costs plus a fee for repeat acceptance.

Scenario 2. Partial refusal — some units flagged defective. The marketplace accepts the "clean" part and raises a hold on the defective part (see Support "Hidden holds on marketplaces"). If the documents prove the damage occurred on the marketplace side during acceptance (for example, the carrier handed over the load intact), the hold can be appealed.

Scenario 3. Acceptance with a reduced coefficient. The supply is accepted, but its priority in the system is lowered — the goods will appear in search results later. That hurts the launch speed of new SKUs.

• Support "How to choose a marketplace warehouse" — choosing the warehouse comes before shipping.
• Support "Hidden holds on marketplaces" — what to do about holds raised for acceptance defects.
• Support "Wildberries card penalties" — how shipping ties into defect penalties.
• Pillar "Marketplace promotion" — the overall MPO method.

Before your next shipment, run the 6-point checklist from this guide. If there are gaps on even 2 of the points, send the process back to the supplier for rework before dispatch. On WB — after your first clean shipment, run the free forseller AI audit and review the "infrastructure and logistics" layer across your cards.

Related guides: Wildberries packaging requirements, short shipments and mis-sorting at acceptance, barcodes and box labeling. With a range of 10+ SKUs and regular supplies the method needs a system behind it (photo evidence at every stage, handover certificates with the carrier, a claims register). In a standard Trusty MPO project this process is templated and integrated with SKU unit economics.