What to Do When You Run Out of Packaging or Your Supplier Is Late

In short: When your supplier is late, switch the order to a faster version: standard sizes, a simpler print and a smaller run for now. If there’s no time for custom-printed boxes, brand plain packaging with logo stickers and tape. And to avoid hitting the wall at all, estimate demand with a 10–15% buffer, order in advance and keep a second, proven supplier for standard sizes.

Q4 is the best time of year for e-commerce, but also the biggest risk of running out of packaging just when orders peak. A shortage in the peak means paused dispatch, surcharges for rush orders and customers left waiting – and every one of those costs can be headed off. The good news: both a late supplier and a looming shortage can be handled with concrete moves. Below is a plan for each.

What to do when you run out of packaging?

When packaging runs low mid-peak, the priority is not to pause dispatch – reach for what’s available off the shelf and brand it yourself. In practice:

• Reach for standard boxes available off the shelf – boxes in typical sizes you can buy and ship today, without waiting for a new printed batch.
• Brand plain packaging – stickers with your logo and printed tape make a difference in minutes, without waiting for custom print.
• For heavier parcels, take shipping boxes in typical dimensions – they move faster than unusual constructions.
• Set shipping priorities – ship the orders that must go out today first, and finish the rest when the new batch arrives.

What to do when your supplier is late?

If your ordered batch won’t make the deadline, switch the order to a faster, simpler version – the fewer non-standard elements, the shorter the production. In practice:

• First, ask the supplier what they’ll realistically manage in time – sometimes dropping one finish or lowering the run is enough to get the order in on schedule, without upending the whole plan.
• Go for standard sizes – packaging in typical dimensions moves faster, because production needs fewer machine set-ups. Unusual shapes and die-cuts stretch the process.
• Choose a simpler print – instead of finishes like hot stamping or embossing, go for a one- or two-colour print. That shortens prep and printing.
• Order a smaller run now – take the minimum for the coming days and top up the rest later. A smaller batch is easier to slot into a tight schedule.
• Consider digital printing – for small quantities it’s faster than offset, as it needs no run-up or forme preparation.
• Ask about express options – some suppliers offer a rushed lead time for a surcharge. Ask whether yours has it and for which products. Remember that express usually speeds up production, not transport, so add delivery time anyway.

How to avoid running out of packaging for Black Friday and Christmas?

Estimate demand with a buffer and order in advance – it’s the only sure way not to chase scraps in the peak. In practice:

• Secure your bestsellers first – if time or budget is tight, order packaging for your most common products and sizes first, since they drive most dispatches.
• Forecast on data – start from last Q4’s sales, add the expected campaign uplift and a 10–15% buffer for restocking and returns.
• Count Black Friday and Christmas separately – they’re two different order waves, each with its own forecast and order, not one continuous period.
• Order in advance – the earlier, the surer the deadline. We’ve set out the specific order dates in the Q4 checklist.
• Keep a safety stock – have a pool of standard, quickly available packaging on hand that you can top up without waiting for a new print. Even a small stock saves a dispatch when sales beat the forecast by a few percent.
• Reach for ready-made seasonal designs – instead of designing Christmas packaging from scratch, a Christmas packaging option gives a ready motif and saves time when the deadline is looming.

How to prepare your supply chain for the peak?

Build a buffer and a simple plan B before the season starts – then a single delay won’t upend the whole dispatch. In practice:

• Establish which products are “fast” – check with your supplier in advance which packaging (standard, unprinted) you can get quickest, so you can reach for it under pressure without thinking.
• Keep a second supplier – proven, for standard sizes. It’s your alternative when the main partner falls short, not a rescue sought in panic.
• Approve a proof earlier – don’t leave design sign-off for the peak. Earlier approval shortens the path to a finished order later and takes one thing off your plate when orders are highest.
• Watch your stock – check how much packaging is left and how fast it’s moving, so you reorder before it hits zero.
• Split the order into batches – instead of one big delivery, order in two rounds: the first for the start of the season, the second as a top-up once you see the real pace of sales. That limits both the risk of a stoppage and of surplus boxes after the season.
• Stay in touch with your supplier – ongoing communication lets you react faster when sales suddenly accelerate or the deadline starts to wobble.
• Choose a reliable supplier from the start – the best protection against a shortage is a partner with a low minimum, a real lead time and the full packaging range. For what to base your choice on, see the guide on how to choose a supplier.