The packing list is easy to treat as a formality, but customs officers, freight forwarders, warehouse staff and the buyer all rely on it. It tells everyone what is inside each package without opening it.
An export packing list details how a shipment is packed: the number and type of packages, the contents of each, the marks and numbers on them, and the net and gross weight and dimensions. It does not need prices. It must match the commercial invoice, shipping bill and bill of lading exactly, because customs uses it to pick packages for examination and banks check it under a letter of credit.
What a packing list must contain
- Exporter and consignee details, invoice number and date
- Total number of packages and the type of each, such as carton, bag, drum or pallet
- Shipping marks and package numbers, for example 1 to 120
- Description and quantity of goods in each package
- Net weight and gross weight per package and in total
- Dimensions of each package and total volume in CBM
- Container number and seal number once the container is stuffed
Shipping marks on the cartons
Shipping marks link each physical package to the documents. A typical mark includes the buyer's name or code, the destination port, the order or invoice number, the package number out of the total (for example 15/120), and handling symbols such as "keep dry" or "this way up". Put the same marks on the packing list so anyone can match a carton to its line.
Getting weights and volume right
Net weight is the goods alone. Gross weight adds all packing materials. Volume decides how much container space you need and, for air freight, the chargeable weight. Use our free CBM calculator to total the volume and check how the cartons fit into a 20ft or 40ft container, and see our guide to container sizes and capacity.
Common mistakes
- Package count different from the shipping bill or bill of lading
- Gross weight on the packing list that does not match the weighbridge or the forwarder's figures
- Generic descriptions such as "garments" when the invoice says "men's cotton shirts"
- Missing container and seal numbers on the final version
These small differences are a common reason for customs queries and LC discrepancies. Prepare the packing list after the goods are actually packed, not from the order sheet.
Frequently asked questions
Is a packing list mandatory for export?
Yes. Customs, the shipping line and the buyer all expect one, and most letters of credit list it as a required document.
Should the packing list show prices?
No. Prices belong on the commercial invoice. The packing list covers quantities, packages, weights and dimensions.
Who prepares the packing list?
The exporter prepares it, usually at the time of packing, and shares it with the freight forwarder and customs broker.
Plan your cartons and container
Use the free CBM calculator to work out the volume and weight of your shipment and how much container space you need.
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