The 120-set order and 12-set cartons below are hypothetical counting examples, not recommended carton capacities. Confirm actual carton quantities, dimensions and weights against the packed garment and the buyer's receiving requirements.
Define the unit your warehouse will receive
Start by stating whether the order is counted as complete pajama sets, individual garments or another agreed bundle. For a two-piece set containing one top and one bottom, 120 sets contain 240 individual garments. A quantity labelled only as “pcs” leaves room for the factory and receiving team to count different things.
Describe the contents of one set in the order and packing instructions. If tops and bottoms are sold separately, give each its own quantity and identifier. Check the receiving warehouse's requirements before deciding whether cartons should contain one colour and size or an agreed assortment.
Link the finished set to its component sizes
Keep the style, colour, top size, bottom size and buyer's product code together in the packing brief. Where mixed-size sets are permitted, define each approved combination explicitly. Packers should not have to infer whether a medium top belongs with a medium or large bottom.
Review a complete packed example against the garment labels, outer-pack label and approved order. Count available tops and bottoms separately before reporting complete sets. Unmatched components, shortages and items awaiting rework need their own record; they should not silently enter the quantity available for shipment.
Reconcile the assortment with the order by size
Consider a hypothetical single-colour order for 120 sets: S 20, M 40, L 40 and XL 20. An agreed assortment of S 2, M 4, L 4 and XL 2 contains 12 sets per carton. Ten identical cartons reproduce the order exactly:
- S: 2 sets × 10 cartons = 20 sets.
- M: 4 sets × 10 cartons = 40 sets.
- L: 4 sets × 10 cartons = 40 sets.
- XL: 2 sets × 10 cartons = 20 sets.
This checks the arithmetic, not the physical suitability of the carton. Confirm folding, protection, carton dimensions and measured weight separately. If the agreed ratio does not divide the order exactly, specify the remaining carton contents rather than adding unwanted sizes to make every carton identical.
Make every carton traceable to the packing list
Use carton identifiers that can be matched between the outside of the box and the final packing list. Record the order and style reference, colour, quantity of each size and total sets in that carton. State the quantity unit on the list, and keep the carton count separate from the set count.
A range of carton numbers can share a line when all cartons in that range have identical contents. List part-filled cartons and mixed contents separately. Record actual packed dimensions and gross weights; do not carry figures forward from an earlier shipment without checking them. If a warehouse requires its own label format or product codes, obtain and verify those instructions before labels are applied.
The private-label packaging guide covers packaging presentation and specifications. This carton record connects those approved packs to what the warehouse will receive.
Separate the current shipment from the balance
In the example, releasing eight complete assortment cartons means shipping 96 sets: S 16, M 32, L 32 and XL 16. The balance is 24 sets: S 4, M 8, L 8 and XL 4. List the current shipment and outstanding balance separately, including any unresolved shortage or rework quantity.
If actual packing differs from the approved plan, obtain the agreed decision and update the carton list before release. Do not substitute another size simply to reach the carton total. Record the actual contents of a part-filled carton, and withdraw superseded lists so the buyer does not receive two conflicting versions. The order-change guide explains how to record approvals; the same version discipline is useful when packing arrangements change.
Send the receiving team a usable final record
Share the dated packing list, carton-mark reference and shipment scope with the buyer's nominated contact. Check that carton totals reconcile to the released set quantity and that colour and size totals match the approved allocation. Identify any balance that remains unshipped.
A correct count does not establish garment quality. Keep the agreed pre-shipment quality checks alongside the packing reconciliation, including the pairing, appearance and condition of the finished sets. Retain the final approved list with the order so receiving queries can refer to a specific carton and document version.