Moving Stock Between Warehouses in Singapore: A Transfer Checklist

Plan Each Transfer Batch

Start from what each site actually needs. The dispatching warehouse ships stock that is ready and packed; the receiving warehouse confirms it has space and someone available to accept delivery.

For each batch:

• Agree a dispatch window (when the lorry can be loaded) and a receiving window (when the destination can accept and check goods).
• Name one person at each end who is responsible for handing over and acknowledging the batch.
• Assign a single transfer reference per batch so both sites, your transport provider and your own inventory system all point to the same shipment.

If several lorries are part of one move, give each load a separate reference or a trip number under the main transfer reference. Keep one packed list per load so the receiving team can see which trip a shortage belongs to.

Record What You Are Sending

Before anything goes on the lorry, count and list every item by SKU, unit of measure and packaging identifier (carton number, pallet label or bag tag). Attach a separate packed list to the batch reference.

• Count in the unit your team actually tracks. If your system counts individual units but you ship in cartons of 24, record both: 5 cartons and 120 units.
• If any count does not match what was expected, hold the discrepancy at the dispatch end and note it on the packed list before loading.
• Mark the stock as in transit in whatever system your team uses, so neither warehouse counts it as available until the receiving site acknowledges it.

Where your operation uses unique logistic-unit identifiers such as SSCCs, the GS1 Logistic Label Guideline is a useful reference for label structure and placement. If your receiving site uses its own labels, agree how to match them to the identifiers on the packing list.

Match the Load to Both Sites

Before booking transport, check three things at both the dispatching and receiving locations:

• Packed dimensions and weight. Record the total number of cartons or pallets, their packed dimensions and the estimated total weight. Flag the largest pieces and anything that cannot be stacked. Ask the carrier to confirm the assigned vehicle can carry the load.
• Loading and unloading access. Confirm dock height or ground-level access, any time-of-day restrictions, and whether a loading bay booking is needed. If either site has tight corridors, a goods lift or a ramp, note the clearance.
• Who loads and unloads. A lorry-with-driver service provides the vehicle and the driver. Ask who will load and unload at each end and whether equipment such as pallet jacks or trolleys is included in the written quote.

For guidance on checking vehicle clearance and bay access, see building and loading access. If you are planning delivery timing around building restrictions, delivery planning covers common scheduling considerations.

Check and Acknowledge at the Receiving End

When the goods arrive, the receiving person counts against the packed list using the same units dispatched.

• Record the number of cartons or pallets received. Then confirm the unit count if your system tracks individual items separately.
• Note any shortage or visible damage on the spot. Record what you see without assigning blame; the investigation comes later.
• The person who checks the delivery signs or initials the packed list with the date and time, and returns a copy to the dispatching warehouse.

Example: Dispatch sends 12 cartons (288 units of SKU A). Receiving counts 11 cartons and 264 units. The packed list is annotated: 11 of 12 cartons received, 264 of 288 units confirmed, 1 carton (24 units) to investigate. The carton count and the unit count are recorded separately because a carton that arrives damaged or short-packed affects the unit total differently from a missing carton.

Once both sides agree on the final numbers, close the batch reference in your system. Any unresolved shortage stays open with a follow-up date and the name of the person responsible for chasing it.

Checklist and Transfer Sheet

Use this as a quick check before each batch leaves:

• Transfer reference assigned
• Dispatch and receiving contacts named
• Dispatch and receiving windows confirmed
• Packed list completed with SKU, unit count and packaging ID
• Dimensions and weight checked against vehicle capacity
• Loading access confirmed at both sites
• Loading labour and equipment arranged
• Stock marked in transit in your system

Download an editable transfer sheet you can fill in for each batch:

Download: warehouse stock transfer sheet (.txt)