Ship-To Addresses Come from the Retailer
Every purchase order includes a ship-to address that specifies exactly where your products should be delivered. This might be a distribution center, a regional warehouse, or an individual store location. The ship-to address is set by the retailer based on their logistics planning, and it is not negotiable.
Never change, substitute, or "correct" a ship-to address on your own. Even if it looks like a typo or an unusual location, the retailer chose it deliberately. If you have concerns about a ship-to address, contact your buyer at the retailer to verify it before shipping.
Understanding Routing Guides
Most major retailers publish a routing guide — a detailed set of rules for how shipments must be prepared and delivered. The routing guide typically covers:
- Approved carriers — Which carriers you're allowed to use. Some retailers require you to use their preferred carriers (called "collect" or "routed" freight).
- Shipping method — Whether to ship parcel (small packages), LTL (less-than-truckload), or FTL (full truckload) based on order size.
- Pallet configuration — How products should be stacked on pallets, maximum pallet height, and weight limits.
- Label requirements — GS1-128 shipping labels, carton labels, and pallet labels with specific barcode formats.
- Appointment scheduling — For LTL and FTL shipments, you usually need to schedule a delivery appointment with the receiving facility.
Tip: Download and read your retailer's routing guide before your first shipment. Violations of routing guide requirements are one of the top causes of chargebacks. Your trading partner profile in RetailReady includes links to routing guides when available.
Must Arrive By Date (MABD)
The MABD is the deadline by which your shipment must arrive at the retailer's facility. Not ship by — arrive by. This is a critical distinction.
When planning your shipments, work backward from the MABD:
- How long does transit take to this specific facility?
- Do you need to schedule a delivery appointment (which might add days)?
- What is the carrier's pickup schedule at your warehouse?
Build in a buffer. If transit is 3 days, don't wait until 3 days before the MABD to ship. Unexpected delays happen — weather, carrier issues, dock congestion. Shipping a day or two early is always better than arriving a day late.
FOB Terms
You'll see FOB (Free on Board) terms on your purchase orders. These determine when ownership and shipping responsibility transfer from you to the retailer:
| FOB Term | What It Means |
|---|---|
| FOB Origin | You are responsible for the shipment until it leaves your dock. Once the carrier picks it up, the retailer assumes responsibility and typically pays the freight. |
| FOB Destination | You are responsible for the shipment until it arrives at the retailer's facility. You pay the freight and bear the risk during transit. |
The FOB terms affect who pays for shipping and who bears the risk if something goes wrong in transit (damage, loss, delays). Make sure you understand the FOB terms in your trading partner agreement so you can budget for freight costs accordingly.
Scheduling Delivery Appointments
For larger shipments (LTL and FTL), most retailer warehouses require a delivery appointment. This means you or your carrier must call the warehouse ahead of time to reserve a dock door and time slot for unloading.
Key things to know about appointments:
- Appointments often need to be scheduled 48-72 hours in advance.
- Showing up without an appointment can result in your truck being turned away — and a chargeback.
- Some retailers use online scheduling portals. Check the routing guide for details.
- If your shipment misses its appointment window, you may need to reschedule and could face additional fees.