How to Ship by Freight in 2026: A Step-by-Step Guide

• 16 min read

Shipping something larger than a standard package can feel intimidating. Once your shipment weighs over 150 pounds or is just too bulky for carriers like USPS or UPS, you’ve entered the world of freight. Learning how to ship by freight is a straightforward process: you choose a shipping mode, properly package and palletize your items, get a quote from a carrier, and complete the required paperwork like the Bill of Lading. It’s completely manageable when you break it down.

This guide will walk you through everything you need to know, from choosing the right shipping method to preparing your items and understanding the paperwork. Whether you’re a small business sending out your first pallet or just moving a large item across the country, we’ll make the process clear and simple.

What is Freight Shipping?

Freight shipping is the process of transporting goods, cargo, or commodities in bulk from one place to another. This can happen via truck, train, ship, or airplane. In practice, anything weighing more than 150 pounds is generally considered freight.

Unlike a small parcel, freight shipments are often stacked on pallets (the standard North American pallet is 48x40 inches) or secured in crates for stability and easy handling with forklifts. Freight is the backbone of the global economy; in fact, the international shipping industry is responsible for moving around 90% of world trade by volume. Understanding how to ship by freight correctly is a key skill for any growing business.

Choosing Your Freight Transportation Mode

The first step in learning how to ship by freight is picking the right transportation mode. Your choice will almost always come down to a balance of three things: cost, speed, and the type of goods you’re sending.

Ground Freight

Ground freight refers to any cargo moved over land, primarily by truck. It’s the workhorse of domestic shipping in the United States, with trucks moving a staggering 11.46 billion tons of freight in 2022 alone. Ground freight is flexible, offering door to door service nearly anywhere there’s a road. It’s a reliable and cost effective choice for most regional and national shipments.

LTL (Less Than Truckload) Shipping

LTL shipping is for shipments that are too big for parcel services but don’t require a full truck. If you have between one and six pallets (typically 150 to 15,000 pounds), LTL is your go to option. You share space in a trailer with other shippers and only pay for the portion you use, making it very cost effective. The tradeoff is that transit can be a bit slower because the truck makes multiple stops at terminals along its route.

FTL (Full Truckload) Shipping

FTL shipping means you book an entire truck trailer for your exclusive use. This is the right choice when you have enough cargo to fill a 53 foot trailer (usually 20+ pallets or over 40,000 pounds). The main benefits of FTL are speed and reduced handling. The truck goes directly from pickup to delivery, which means faster transit times and a lower risk of damage since your freight isn’t moved between trucks.

Air Freight

When speed is your top priority, air freight is the undisputed champion. It can move cargo across the country or the world in just one or two days. This speed comes at a premium, as air freight is the most expensive shipping mode per pound. It’s typically used for high value, time sensitive, or perishable goods. While air cargo accounts for less than 1% of global freight by volume, it represents a massive 33% of world trade by value.

Ocean Freight

For international shipping on a budget, ocean freight is the standard. Over 80% of goods traded worldwide travel by sea. A single modern container ship can carry over 24,000 twenty foot containers, making it incredibly efficient for large volumes. The major advantage is its low cost, which is often ten times cheaper than air freight. The downside is speed; a trans Pacific journey can take several weeks.

Intermodal Shipping

Intermodal shipping uses a combination of modes (like truck and rail) in a single journey. A typical intermodal move involves a truck picking up a container, which is then loaded onto a train for the long haul journey, and finally delivered by another truck at the destination. This method balances the cost efficiency of rail with the door to door flexibility of trucking. Moving freight by rail can reduce greenhouse gas emissions by up to 75% compared to trucks, making it a sustainable choice for long distance domestic shipping.

Preparing Your Freight for Shipment

Proper preparation is non negotiable. Taking the time to package, measure, and label your freight correctly prevents damage, avoids extra fees, and ensures a smooth journey.

Shipment Measurement and Weight

Accuracy is everything. Before you can get a quote, you need the precise dimensions (length, width, height) and weight of each pallet or crate. Carriers use this information to calculate pricing and plan how to load their trailers (learn how to calculate shipping costs). Inaccurate measurements can lead to costly reweigh and reclassification fees.

LTL carriers use your shipment’s dimensions and weight to calculate its density (pounds per cubic foot). This figure is a primary factor in determining your freight class, which directly impacts your cost. For air and parcel freight, carriers use dimensional weight. If your item is light but large, they will charge you based on the space it takes up rather than its actual weight.

Packaging and Palletizing

Proper packaging is your best defense against damage. Most freight claims are a result of insufficient packaging.

  • Use sturdy boxes or crates. For fragile or heavy items, a custom wooden crate is a wise investment.
  • Palletize your shipment. Stack boxes on a standard 48x40 inch pallet, with the heaviest items on the bottom. Make sure nothing hangs over the pallet’s edges.
  • Secure the load. Use multiple layers of shrink wrap (at least five times around is a good rule) to bind everything to the pallet. For heavy loads, use plastic or steel banding for extra security.
  • Fill empty spaces. Use dunnage (like foam or air pillows) inside boxes and between items on the pallet to prevent shifting. Your final pallet should feel like a single, solid block.

Labeling and Marking

Clear labeling ensures your shipment gets where it’s going without confusion.

  • Place a label on each pallet. Every handling unit needs a clear label with the full shipper and consignee (receiver) address.
  • Use the PRO number. The carrier will assign a PRO number for tracking. This barcode sticker should be applied to each pallet.
  • Add handling instructions. Use clear markings like “Fragile”, “This Side Up”, or “Do Not Stack” cones if your shipment requires special handling.
  • Number your pieces. If you have multiple pallets, label them “1 of 5”, “2 of 5”, and so on. This helps everyone keep track and ensures the full shipment arrives together.

LTL is the most common mode for new freight shippers, but it has a unique pricing system based on freight class. This is a crucial part of learning how to ship by freight.

Understanding Freight Class

A freight class is a standardized number (from 50 to 500) that categorizes your shipment based on its transportability. The National Motor Freight Traffic Association (NMFTA) defines 18 different classes. The system considers four factors:

  1. Density: How much space the item takes up for its weight. This is usually the most important factor.
  2. Stowability: How easily it can be loaded and transported with other freight.
  3. Handling: How difficult it is to load and unload.
  4. Liability: The item’s value and risk of damage or theft.

A lower freight class (like Class 50) is for very dense, sturdy items like steel and is the cheapest to ship. A higher class (like Class 500) is for very light, bulky, or fragile items like ping pong balls and is the most expensive. Getting the class right is essential for an accurate quote.

What is an NMFC Code?

An NMFC (National Motor Freight Classification) code is a specific number assigned to every type of commodity. Think of it as a universal product code for freight. When you look up your product in the NMFC database, it will tell you its corresponding freight class. Providing the correct NMFC code on your Bill of Lading ensures you are billed correctly and avoids potential reclassification fees.

The Freight Shipping Process Step by Step

Now that your freight is prepped, let’s walk through the actual shipping journey.

Booking and Pickup Process

  1. Get a Quote: Provide your shipment details (origin, destination, weight, dimensions, class) to a carrier or broker to get a rate.
  2. Book the Shipment: Schedule the pickup. You will receive a pickup confirmation number and a Bill of Lading (BOL) to fill out.
  3. Prepare for Pickup: Have your palletized and labeled freight ready at your loading dock or curbside. Make sure your completed BOL is ready for the driver.
  4. Loading: When the driver arrives, they will verify the shipment details against the BOL. You (or the driver) will load the freight onto the truck.
  5. Sign Off: Both you and the driver will sign the BOL. You keep one copy as a receipt, and the driver takes the other. Your shipment is now officially in transit.

The LTL Shipping Process in Detail

LTL shipping operates on a hub and spoke model.

  1. Origin Terminal: After pickup, your freight is taken to a local terminal. Here, it’s weighed, inspected, and sorted.
  2. Line Haul: Your pallet is loaded onto a long haul truck with other freight heading in the same general direction.
  3. Transfer Hubs: The shipment may pass through several more terminals, getting unloaded and reloaded each time. This is why sturdy packaging is so important.
  4. Destination Terminal: The freight arrives at the local terminal closest to the final destination.
  5. Final Delivery: It’s loaded onto a smaller local delivery truck and brought to the consignee’s address. The receiver signs for the shipment, noting any visible damage on the delivery receipt.

Delivery Service Options

Carriers offer several special services (usually for an extra fee) to accommodate different delivery needs.

  • Liftgate Service: A hydraulic lift on the back of the truck to lower pallets to the ground. This is essential for locations without a loading dock.
  • Residential Delivery: Delivery to a home address, which typically requires a liftgate and a delivery appointment.
  • Inside Delivery: The driver will move the pallet just inside the building’s threshold.
  • Guaranteed Delivery: For an extra fee, the carrier will guarantee delivery by a specific date and time.

How Shipment Tracking Works

Once your freight is picked up, you can monitor its journey using the PRO number provided by the carrier. You can enter this number on the carrier’s website to see status updates as your shipment moves from one terminal to the next. Common updates include “Picked Up”, “In Transit”, and “Out for Delivery”. After delivery, you can often view a digital copy of the signed Proof of Delivery (POD).

Handling Documentation and Compliance

Proper paperwork is the key to a hassle free shipment. Missing or incorrect documents can cause major delays and fines.

Freight Documentation Requirements

The most important document is the Bill of Lading, but depending on your shipment, you may also need:

  • Commercial Invoice: Required for all international shipments for customs purposes.
  • Packing List: An itemized list of what’s in the shipment.
  • Certificate of Origin: Certifies the country where the goods were manufactured.
  • Hazmat Shipping Papers: Legally required for any dangerous goods.

The Bill of Lading (BOL) Explained

The Bill of Lading (BOL) is the most critical document in freight shipping. It serves three functions:

  1. A receipt for the goods.
  2. A contract between the shipper and the carrier.
  3. A document of title to the goods.

The BOL contains all the vital information about the shipment, including the shipper and receiver addresses, a description of the goods (weight, class, piece count), and who is responsible for payment. It must be filled out accurately and signed at both pickup and delivery.

International Freight Shipping

Shipping goods across borders adds a layer of complexity, primarily due to customs. If you’re new to cross‑border logistics, start with our quick guide to shipping internationally. You’ll need to provide detailed documentation, like a commercial invoice with Harmonized System (HS) codes for your products, to clear customs. You also need to understand Incoterms, which are universal trade terms that define the responsibilities of the seller and buyer. For shipments from the U.S. valued over $2,500, you must file an Electronic Export Information (EEI) record. Many businesses use a freight forwarder or customs broker to navigate these requirements. If you’re shipping from the U.S. to Canada, see our guide to shipping to Canada for forms, duties, and delivery timelines.

Hazardous Material Compliance

Shipping hazardous materials (hazmat) is governed by strict regulations. There are nine hazard classes for materials like flammables, corrosives, and poisons. If you ship hazmat, you must ensure it is properly classified, packaged in UN certified containers, labeled with the correct diamond shaped placards, and accompanied by the proper shipping papers. Employees who handle hazmat shipments must be certified through specialized training.

Managing Costs and Partners

Effectively managing your freight spend and relationships can have a big impact on your bottom line. Getting this part of how to ship by freight right can save you a lot of money.

Freight Pricing Factors

Several variables determine the final cost of your shipment:

  • Weight and Dimensions: Heavier and larger shipments cost more.
  • Distance: The farther the freight travels, the higher the cost.
  • Freight Class (for LTL): Higher class items are more expensive to ship per pound.
  • Mode of Transport: Air is most expensive, while ocean and rail are cheapest.
  • Fuel Surcharges: A variable percentage added to cover fuel costs.
  • Accessorial Fees: Charges for extra services like liftgates or residential delivery.

Freight Cost Reduction Strategies

There are many ways to ship smarter and save money:

  • Consolidate Shipments: Combine smaller shipments into larger, more efficient ones.
  • Optimize Packaging: Pack more densely to achieve a lower freight class and avoid dimensional weight charges.
  • Shop Around: Always compare rates from multiple carriers. While you’re learning how to ship by freight, you’ll find that rates can vary widely for the same shipment. For smaller items, you might even find parcel is a better option, which you can check with a free tool like an Online Shipping Calculator.
  • Negotiate: If you ship regularly, negotiate contract pricing with your preferred carriers.
  • Avoid Accessorials: Ship to commercial addresses with loading docks whenever possible.

Choosing the Right Carrier

The cheapest carrier isn’t always the best. When selecting a carrier, consider their:

  • Transit Times: How fast can they deliver on your key lanes?
  • Reliability: What is their on time delivery percentage and claims ratio?
  • Service Area: Do they have strong coverage in the regions you ship to?
  • Customer Service: Are they responsive and easy to work with when problems arise?

Understanding Freight Insurance

Carrier liability is not the same as insurance. A carrier’s liability for loss or damage is legally limited and often only covers a fraction of your goods’ actual value. For example, a carrier might only be liable for $1 per pound. Freight insurance is a separate policy that covers the full value of your shipment. It’s a relatively low cost way to protect yourself from a significant financial loss and is highly recommended for high value items.

Leveraging Technology and Partners

Modern logistics runs on technology and strategic partnerships. These tools and services can simplify the entire process of how to ship by freight.

Shipping Technology and TMS

A Transportation Management System (TMS) is software that helps you manage your shipping from a single platform. A TMS allows you to compare carrier rates, book shipments, generate documents, and track everything in one place. These tools can automate carrier selection and provide valuable data analytics, often saving businesses 5 to 10% on their freight spend. Many 3PLs and online platforms offer user friendly TMS solutions.

Working with a 3PL (Third Party Logistics)

A 3PL is a company you can outsource your logistics operations to. They can act as your full service shipping department, handling everything from warehousing and order fulfillment to transportation management. Because 3PLs manage freight for many clients, they can leverage their collective volume to get better rates from carriers than a small business could on its own. Working with a 3PL gives you access to expertise, technology, and cost savings, allowing you to focus on growing your business.

Frequently Asked Questions

What is the cheapest way to ship by freight?

For domestic shipments, LTL (Less Than Truckload) is typically the most cost effective option for moving one to six pallets. For international shipments, ocean freight is by far the cheapest mode for large or heavy goods (see our guide to the cheapest international shipping), though it is also the slowest.

How heavy does something need to be for freight shipping?

Generally, any shipment weighing over 150 pounds is considered freight. Shipments under this weight are usually handled by parcel carriers like USPS, UPS, or FedEx. To see which is a better fit for borderline shipments, you can quickly compare rates with an Online Shipping Calculator.

Do I need a loading dock to ship by freight?

No, you do not need a loading dock. If you are shipping from or delivering to a location without a dock, you can request a truck with a liftgate for an additional fee. The liftgate will lower the pallet from the truck to the ground.

How do I get a freight shipping quote?

You can get a quote by contacting a freight carrier directly, working with a freight broker, or using an online shipping platform. You will need to provide the origin and destination ZIP codes, the shipment’s weight and dimensions, and the freight class (for LTL).

What is the difference between freight and cargo?

The terms are often used interchangeably. Generally, “freight” refers to goods transported by truck or train, while “cargo” is more commonly used for goods transported by ship or airplane. However, in everyday language, both terms mean goods being transported in bulk.

How long does freight shipping take?

Transit time depends entirely on the mode and distance. A cross country LTL truck shipment might take 5 to 7 business days. A full truckload would be faster, around 3 to 4 days. Air freight can deliver in 1 to 2 days, while an ocean freight shipment could take 3 to 5 weeks.