Checklist · Logistics & Safety

Preparing Your Site for a First Battery Collection

Before a first pickup, confirm loading access, palletisation, SOC levels, damage declarations, documentation ownership and a named site contact.

Daniel Okafor

Reverse Logistics Lead

3 min read Updated 2025-07-11

Worker in PPE taping battery terminals before packaging

The short answer

Before a first pickup, confirm loading access, palletisation, SOC levels, damage declarations, documentation ownership and a named site contact. Most delayed collections trace back to missing paperwork rather than missing trucks.

On this page4 sections

Key takeaways

1A first collection runs smoothly when access, packaging, documentation and declarations are ready in advance.
2Packs should be at low state of charge, protected and clearly labelled before the vehicle arrives.
3Damaged units must be declared and segregated because they need different packaging and transport.

Before booking

Start by listing exactly what you hold: pack models, quantities, approximate weights, chemistry and condition. Note any units with damage, swelling, leaks or a history of overheating, and photograph them. This information lets the collection team plan packaging, vehicles and paperwork correctly, and it is what allows a binding quote to be issued within 48 hours rather than after a site visit or a round of follow-up questions.

Then check site access. The collection vehicle needs a safe route, a suitable loading area and appropriate handling equipment, such as a forklift or pallet truck with enough capacity for the heaviest pack. Record any height or weight restrictions, permitted access times and site induction requirements for drivers, so that nothing delays loading on the day and the vehicle is not turned away at the gate.

Pack models, counts, weights and chemistry
Damage declarations with photographs
Loading area, equipment and access times
Site induction requirements for drivers

Preparing the batteries

Packs should be stored and presented below 30% state of charge where practical, with terminals protected against short circuit and connectors covered or capped. Place them on suitable pallets, strap them securely and keep them in a dry, ventilated area away from heat sources, charging equipment and flammable materials. Good preparation reduces risk during storage as well as during loading and transport.

Label each pack or pallet with its identifier and condition so that it can be matched to the manifest quickly. Damaged or defective units should be held separately in a quarantine area and never mixed with healthy stock. They normally require specific packaging and transport arrangements, and the collection team must be told about them when the collection is booked, not when the driver arrives.

Field note

Never hide a damaged pack in a healthy consignment. Undeclared damage is the fastest way to turn a routine collection into an incident.

On the day of collection

Have a named contact available to meet the driver, walk the consignment against the manifest and sign the transfer documents. The driver will check packaging, labelling and declarations before loading anything. If something does not match, such as an extra pack or a label in the wrong place, it is far better to resolve it on site than to ship an incorrectly documented load and deal with the consequences later.

After collection, keep copies of the transport documents and the signed manifest in a single file. These form the first links in the chain of custody that ends with the recovery certificate. Most sites find that a well-prepared first collection establishes a routine, and that later collections then take a fraction of the time because storage, labelling and paperwork are already in place.

Questions

Frequently asked questions

Do we need to supply packaging?

Usually not. Approved packaging can be supplied before collection once pack details are known. Tell the team about any damaged units so the correct packaging is provided.

How soon can a first collection happen?

Once the manifest is approved, collection is typically scheduled within five working days, subject to packaging and any damaged-unit requirements.

Turn this into a plan for your packs

Send pack counts, chemistry and approximate state of health. You get an indicative value split, a slotted collection window and pre-filled dangerous goods paperwork.

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