Direct Answer
For fragile goods forwarded from China to Europe, the core of the packaging instructions is not writing a single line like "please handle with care," but rather puttingInner protection, void filling, outer box reinforcement, photo evidence, and fragile markingsWrite out the five requirements one by one clearly, and confirm with the warehouse after the parcel arrives at the warehouse and before dispatch. You need to specify clearly in the consolidation or dispatch instructions: what material is used to wrap each fragile item, how the gaps inside the box are filled, whether the outer box needs to be reinforced or have corner protectors added, whether photos are required before dispatch, and what markings are affixed to the outer box. The warehouse operates according to your written instructions, and you inspect and accept according to the instructions—only then do both parties have a verifiable basis.
Scope of application: individual buyers in EU countries purchasing fragile goods such as ceramics, glass, lighting fixtures, mirrors, electronic screens, handicrafts, and cosmetic glass bottles from Chinese platforms including Taobao, JD.com, Pinduoduo, and 1688, and shipping them to EU countries. This article only discusses how to write packaging instructions and does not cover specificshipping costs, timeliness, or destination country taxes and fees; these are subject to real-time quotations and the official requirements of the destination country.
Core Definition and Scope of Application
Packing instructions are written work orders submitted by buyers to a China-based forwarding warehouse, used to guide the warehouse on how to handle fragile items during consolidation, reinforcement, relabeling, or repacking. They differ from purchase notes on an order and need to be specific about materials, number of layers, filling method, and acceptance criteria. They apply to scenarios where individual buyers purchase from Chinese e-commerce platforms and then use a forwarding warehouse for consolidation, storage, basic quality inspection and photography, relabeling, repacking, inventory organization, picking and packing, and arranging international shipping. They do not apply to scenarios requiring the warehouse to provide customs declaration,customs clearance, insurance, compensation, or country-specific compliance services; such needs should be directed to the destination country's customs or professional agencies.
The five parts that packaging instructions should include (numbered operating steps)
- Item List and Fragility Level: List the name, quantity, material (ceramic, glass, screen, etc.), and fragility level of each fragile item, distinguishing between "wrap separately" and "can be packed in the same box with other soft goods."
- Inner Protection: Specify that each item should first be wrapped in several layers of bubble wrap, EPE foam, or foam, whether corner protectors should be added to edges and corners, and whether extra padding should be added separately to weak points such as bottle necks and screens.
- Void filling: Specify what to use to fill the remaining space inside the box (bubble wrap, kraft paper, foam pellets, etc.), and require that the filling be sufficient so that items do not move when the box is shaken.
- Outer Box and Reinforcement: Specify whether to switch to a thicker outer box, whether to add corner protectors, whether to seal the box with cross-taping, and whether dividers are needed inside the box to separate fragile items from other goods.
- Photos and Labels: Specify which photos are required before dispatch (inner wrapping, in-box filling, sealed outer box, waybill and fragile labels), and whether the outer box should bear the "Fragile" label and the "This Side Up" label.
Pre-shipment checklist (ul)
- You have confirmed which products are fragile and listed them separately in the order notes or consolidation instructions.
- You have specified the inner wrapping material and number of layers required for each fragile item.
- You have specified the void-filling method and the acceptance standard of "no movement when shaken."
- You have specified whether the outer box needs to be replaced, corner protectors added, or dividers added.
- You have specified the angles and number of photos required before dispatch.
- You have specified the outer box labeling requirements (fragile, this side up, moisture-proof, etc.).
- You have confirmed the channel and timing for submitting packaging instructions to the warehouse, so they are not added only after packing has begun.
- You have understood the destination country's quarantine requirements for wood packaging materials; if wooden crates are used, check the EU's official regulations.
Comparison of packaging instructions for different levels of fragility (table)
| Fragility level | Typical products | Inner packaging protection requirements | Outer box and labeling requirements | Key points for photo evidence |
|---|---|---|---|---|
| High (prone to cracking, fragile) | Ceramic tableware, glass cups, mirrors, lighting fixtures | Wrap each item individually in multiple layers of bubble wrap, add corner protectors to the edges and corners, and add extra padding to bottle mouths separately | Replace with a thickened outer box, add dividers inside the box, and affix fragile and this-side-up labels to the outer box | Photos of the completed inner wrapping, photos of the box filling, and photos of the outer box after sealing |
| Medium (has a screen or fragile parts) | Small appliances, electronic screens, handicrafts | Add cardboard or foam board to the screen surface, and wrap the entire unit in bubble wrap | Reinforce the original box, fill all voids, and affix a fragile label on the outer box | Photos of screen protection, photos of inner box filling |
| Low (has glass bottles but overall shock-resistant) | Cosmetic glass bottles, bottled liquids | Wrap the bottle body in bubble wrap, add sealing film to the bottle mouth, and add padding between multiple bottles | Reinforce the original box or consolidated box, fill all voids, and affix an upward-facing label on the outer box | Photos of bottle mouth seals, photos of inner padding in the box |
The table is only used to explain the key points corresponding to different fragility levels; the specific materials are subject to the materials actually available in the warehouse and real-time communication.
Common Errors
- Only writing "Fragile, please handle with care" without specifying the requirements for inner wrapping and void filling, the warehouse cannot execute it.
- Packing fragile items and heavy goods in the same box without a divider, so the heavy goods crush the fragile items during transit.
- Void fill was insufficient, so the item shifted inside the box; the outer box was intact but the item inside had cracked.
- Packaging requirements were added only after packing had begun, causing completed steps to be redone or become untraceable.
- No pre-dispatch photos were requested, so the packaging was only found to be unsatisfactory after dispatch, making responsibility hard to determine.
- Wooden packaging materials were used without checking the EU quarantine requirements for wood packaging.
- Packaging instructions were only written in the chat history and never turned into a verifiable checklist, so they were missed during warehouse handover.
Basis of Information and Verification Methods
What to do next
First, write your packaging requirements for fragile items as an item-by-item list based on the checklist above, and provide it to the warehouse when the parcel arrives and the consolidation order is submitted. If you haven't registered yet, you can first Registration Page Create an account, then via Contact page Confirm how the packaging instructions will be submitted and how photos will be sent back. The more specific the packaging instructions, the smoother the pre-dispatch verification.
Customs Clearance and Tax Reminders
Import rules in various countries are subject to change; required documents and applicable fees depend on the product, declaration information, shipping method, and destination. Before shipping, please refer to the latest requirements published by the destination country's customs or tax authority, and provide product information truthfully.
