Loose, unbagged garments
Each one has to be bagged and labeled before it can be stored.
How to Prep Apparel Inventory for a 3PL
Well-prepared inbound is received faster, counted more accurately and on sale sooner.
Why Prep Matters
The warehouse can only count what it can identify. Inventory that arrives bagged, labeled and listed on an advance shipping notice goes straight onto the shelf. Inventory that arrives loose and unlabeled has to be sorted first.
Every unit bagged
One garment per poly bag.Every bag labeled
Barcode, SKU, size and color.Cartons packed sensibly
One SKU per carton where possible.Cartons labeled
Contents listed on the outside.An ASN sent ahead
So receiving knows what to expect.
The five things to get right:
Prep at the Factory
The least expensive place to prep inventory is before it leaves production.
Most apparel factories can bag and label each garment as part of the production run. Ask for it in your purchase order. Doing it at the factory is usually far quicker than unbagging and relabeling at the warehouse later.
- Give the factory a SKU and barcode for every size and color.
- Ask for one garment per poly bag, with a label showing the barcode, SKU, size and color.
- Ask for cartons packed with a single SKU where quantities allow, or clearly separated by SKU when mixed.
- Ask for each carton to be labeled with its contents: style, color, size and quantity.
- Request a packing list that matches what is actually in each carton.
If your barcodes are not set up yet, start with apparel barcodes: UPCs, GS1 and SKU labels.
The Advance Shipping Notice
An advance shipping notice, or ASN, is the list you send the warehouse before the shipment arrives. It tells receiving exactly what should be in the delivery, so every carton can be checked against it.
| ASN field | Example |
|---|---|
| Expected delivery date | The day the freight is booked to arrive |
| Carrier or freight details | Truck, container or parcel tracking |
| Number of cartons or pallets | The total count |
| Per carton: SKU | CRW01-BLK-M |
| Per carton: quantity | Units of that SKU |
Without an ASN, a warehouse can still receive your stock, but it has nothing to check against, so missing units are harder to spot and to claim back from a supplier. See what is an ASN for more.
Booking the Delivery
Warehouses schedule inbound deliveries so dock space and receiving staff are ready. Book the delivery with your 3PL before the freight arrives, and share any changes to the arrival date.
If your goods come from overseas, the freight forwarder or drayage company will usually book the final delivery. Make sure they have the warehouse’s receiving details and appointment process. Apparel imports through LA and Long Beach and receiving apparel from overseas factories cover that route.
What Happens When It Arrives
At OC3PL, receiving starts with a dock appointment and your ASN. Pallets are unloaded and sorted, each shipment is inspected for damage and matched against the ASN, and SKUs are scanned and labeled with photo capture. Stock is slotted by SKU, size and pick frequency. Labeled inbound is received and slotted within one business day.
If anything does not match the ASN, you are notified and the discrepancy is logged in your portal. Because every SKU is photographed at receipt, you have visual evidence to take back to a supplier or into a freight claim.
Prep checklist before you ship
- Every garment bagged and labeled with barcode, SKU, size and color.
- Cartons packed by SKU and labeled with contents.
- Packing list checked against the purchase order.
- ASN sent to the warehouse.
- Delivery booked, with any date changes shared.
- Packaging materials shipped to arrive before or with the product.
If you are moving to a new 3PL, apparel 3PL onboarding explains the first ten business days.
Prepping Packaging and Extras
Your inventory is not the only thing that needs to arrive ready. Mailers, boxes, tissue, stickers, inserts and gift-with-purchase items are part of every order, and the warehouse needs them on hand before the first order is packed.
- Send packaging with or ahead of the product, not after.
- Label packaging cartons clearly so they are not mistaken for product.
- Include a sample of a finished order, or photos, so packers can match it.
- Send gifts with purchase with their own SKU and barcode, so they can be counted.
- Keep a buffer before launches, when usage jumps.
If any item will be bundled, send the bundle instructions in writing with photos. What is kitting explains how bundles are built and counted.
Common Inbound Problems
Each one slows receiving.
Mixed cartons with no list
Every carton has to be sorted by hand.
No ASN
Nothing to check against, so shortages are harder to prove.
Unannounced delivery
Freight waits until dock space and staff are available.
Common Questions
One garment per poly bag, each bag labeled with barcode, SKU, size and color, cartons packed by SKU where possible and labeled with their contents.
An advance shipping notice lists what is in an inbound shipment. It lets the warehouse check every carton on arrival. You should send one with every delivery.
Many can, but it adds time and cost at receiving. It is usually cheaper to have the factory do it.
It depends on the warehouse and how well the shipment is prepared. At OC3PL, labeled inbound is received and slotted within one business day.
At OC3PL you are notified and the discrepancy is logged in your portal, with photos taken at receipt that you can use with your supplier.
Yes. Send branded mailers, boxes and inserts so they arrive before or with the product, with a buffer for launches.
Yes, but each carton should be clearly separated by SKU and listed on the packing list and ASN. Single-SKU cartons are faster to receive.
Related Reading
More detail, in OC3PL’s own guides.
High-Volume Apparel Fulfillment at OC3PL
The overview: what we handle, how a garment moves through the building, and every apparel guide.
Receiving & Inventory Accuracy
Maintain perfect stock accuracy with OC3PL’s detailed receiving process and real-time inventory tracking. Get 99.97% inventory accuracy and full visibility across SKUs.
SKU Setup for Beginners: A Guide to Organization
Learn how to create a logical SKU system for your startup. This guide explains why SKU organization matters for inventory accuracy.
Client Onboarding and Communication | Fulfillment Center
OC3PL's guided onboarding pairs you with a dedicated, on-site account manager for a custom launch plan, proactive updates, and zero downtime in setup.
Switching Your 3PL Integration Without Downtime
How to move your store’s fulfillment connection to a new 3PL without losing orders: the test sequence, what to run in parallel, and what to confirm before you cut over.
High-SKU Apparel Fulfillment: How to Reduce Picking Errors
Size and colour variants multiply SKUs fast, and picking accuracy is the first thing to break. A framework for staying accurate at high SKU counts, and what to ask a partner.
Apparel Fulfillment Services
OC3PL specializes in apparel fulfillment with SKU-level sorting, seasonal syncing, and real-time inventory accuracy for fashion brands across the U.S.
Tell Us About Your Catalog
Send us your monthly order volume, SKU count and where you sell. You will get a line-item quote, and a person on site you can call.