Best Practices for Recording Parcel Weights

Implement these strategies to capture weight data accurately and transparently:

1. Use Calibrated and Certified Scales

Ensure all weighing equipment is regularly calibrated and certified for commercial use. Place scales on stable, flat surfaces for consistent results.

2. Weigh Under Standard Conditions

Weigh parcels in their ready-to-ship state, including all internal packaging materials. Record the date, time, and operator ID for each measurement for audit trails.

3. Capture Multiple Data Points

For valuable shipments, consider taking photos or videos of the weighing process, clearly showing the scale display and the parcel.

4. Implement Digital Integration

Connect scales directly to your shipping software to automatically record weights, eliminating manual entry errors.

Documenting Packaging Adjustments Accurately

Any change to the original packaging should be documented to explain weight or dimension variations:

1. Record Before and After States

Document the original package specifications and note any modifications, such as added cushioning, internal bracing, or outer wrapping.

2. Note the Reason for Adjustments

Clearly state why packaging was modified—for fragile items, odd shapes, or to prevent movement during transit.

3. Calculate Weight Impact

When possible, weigh added materials separately and include these measurements in your records.

Creating an Effective Documentation System

Digital Tracking Solutions

Use specialized logistics software like RizzitGo to automatically capture and store weight data, packaging notes, and images in standardized digital records.

Standardized Forms and Templates

Create consistent documentation templates that capture all necessary information for each shipment, including:

• Shipment ID/Tracking Number
• Date and Time of Recording
• Operator Name/ID
• Raw and Packaged Weight
• Packaging Adjustments Descriptions
• Photographic Evidence

Centralized Storage with Access Controls

Maintain records in a centralized, secure location with appropriate access controls and backup systems to prevent data loss or tampering.

Integration with Carrier Systems

Where possible, integrate your record-keeping system with carrier platforms to ensure data consistency across both systems, reducing the potential for discrepancies.