Packing List of Order Template

In plain language: Identifies the sending party and the receiving party by full legal name, address, and contact details, establishing who is responsible for the shipment and who is authorized to receive it.

Common mistake: Using a trade name or nickname instead of the full registered legal name. Customs authorities match document names against registered importer/exporter records — mismatches delay clearance or trigger holds.

In plain language: Cross-references the purchase order number, sales order number, invoice number, and any carrier or booking reference that ties this packing list to the underlying commercial transaction.

Common mistake: Omitting the purchase order number when the buyer issued one. Receivers use the PO number to route the shipment and trigger payment — an absent PO number causes receiving delays and holds up accounts-payable processing.

In plain language: Lists each distinct product or SKU in the shipment with a specific description, item number, and HS code for customs classification.

Common mistake: Using generic descriptions like 'merchandise' or 'parts.' Customs authorities can seize or delay shipments when product descriptions are too vague to assign the correct HS code and duty rate.

In plain language: States the number of units of each item per carton or pallet, and the aggregate total units for that line, enabling receivers to verify completeness and enabling carriers to calculate load plans.

Common mistake: Listing total quantity without breaking it into per-carton units. Warehouse receivers cannot verify partial deliveries or short shipments without per-package counts, turning every shortage into a dispute.

In plain language: Records the net weight (goods only) and gross weight (goods plus packaging) for each line item and as an overall shipment total, used by carriers for freight rating and by customs for duty calculation.

Common mistake: Providing only total shipment weight without per-line breakdown. Freight carriers and customs agents need per-line weights to rate freight accurately and to calculate duties where weight is the tariff basis.

In plain language: Records the external dimensions (length × width × height) and cubic volume of each carton or pallet, enabling freight forwarders to calculate dimensional weight and plan container loading.

Common mistake: Using inside dimensions instead of outside carton dimensions. Carriers calculate dimensional weight from external measurements — understating dimensions leads to re-weighing fees or freight corrections at origin.

In plain language: States the identifying marks, numbers, and labels printed on each outer carton or pallet for shipment tracking, warehouse routing, and customs inspection.

Common mistake: Printing different marks on physical cartons than those declared on the packing list. Discrepancies between physical markings and document records are a primary trigger for customs examination and potential penalties.

In plain language: Specifies how each item is packaged — carton, wooden pallet, crate, drum, or other — and the material type, which may affect fumigation or phytosanitary requirements.

Common mistake: Omitting IPPC heat-treatment certification markings for wooden packaging. Most countries require ISPM 15-compliant wood packaging for international shipments — missing certification results in fumigation at the importer's expense or rejection at the border.

In plain language: Discloses any temperature, orientation, or handling requirements, and declares whether any item in the shipment is classified as dangerous goods under IATA, IMDG, or ADR regulations.

Common mistake: Declaring 'no dangerous goods' without verifying every product's SDS. Undeclared hazmat — including lithium batteries, aerosols, and certain chemicals — results in criminal penalties and carrier liability for the shipper.

In plain language: A statement by the shipper certifying that the information on the packing list is accurate and complete to the best of their knowledge, signed by an authorized representative.

Common mistake: Having an unauthorized employee sign the declaration. Most customs regimes require the authorized exporter or a licensed customs broker to certify accuracy — an improperly authorized signature can void the declaration and trigger a formal examination.

A packing list of order is a shipping document that itemizes every product included in a shipment — listing descriptions, quantities, weights, dimensions, and packaging details for each line item. It accompanies the commercial invoice and bill of lading, serving as the primary reference document for customs clearance, carrier handling, and receiver verification. Unlike the commercial invoice, it focuses on physical shipment details rather than commercial value.

For international commercial shipments, a packing list is required by customs authorities in virtually every jurisdiction as part of the standard import or export documentation package. For domestic shipments, it is not always legally mandatory but is considered best practice for any multi-item or multi-carton order. Many carrier contracts and purchase agreements contractually require one regardless of destination.

A commercial invoice states the commercial value of goods for customs duty calculation and payment purposes. A packing list describes the physical contents, quantities, weights, and packaging of the same shipment without reference to price. Both documents are required for international customs clearance — customs authorities cross-check the two documents to verify that declared values and quantities are consistent.

A bill of lading is a carrier-issued transport contract and title document that acknowledges receipt of the goods and governs their carriage to the destination port. A packing list is a shipper-prepared document that details the specific contents of the shipment. The bill of lading references the packing list and commercial invoice but does not replace either — all three travel together as the core shipping documentation set.

A complete packing list must include shipper and consignee legal names and addresses, all relevant reference numbers (PO, invoice, booking), an itemized list of goods with descriptions and HS codes where required, quantity per package and total quantities, gross and net weights per line and as shipment totals, external carton dimensions, packaging type, marks and numbers on outer cartons, any special handling instructions, and a signed shipper's declaration certifying accuracy.

Yes — the shipper's declaration on a packing list should be signed by an authorized representative of the exporting company. For customs purposes, the signature certifies that the declared information is accurate and complete. In many jurisdictions, submitting a false or unsigned customs declaration carries civil and criminal penalties. Licensed customs brokers may sign on behalf of the exporter in some jurisdictions if given power of attorney.

Errors on a packing list can trigger customs examination, shipment holds, and re-delivery fees. Weight discrepancies may result in freight surcharges. Incorrect HS codes can lead to duty reclassification and back-assessments. In cases of deliberate misdeclaration, the exporter or importer faces fines and potential loss of import or export privileges. Always reconcile the packing list against the commercial invoice and purchase order before the shipment is sealed.

An HS code (Harmonized System code) is a 6-digit international product classification number assigned by the World Customs Organization. It appears on the packing list and commercial invoice so customs authorities can identify the product, apply the correct duty rate, and check for import restrictions or licensing requirements. Using the wrong HS code is one of the most common and costly compliance errors in international trade, since duty reclassifications can be applied retroactively.

Most customs authorities require exporters and importers to retain all shipping documents — including packing lists — for a minimum of five years from the date of shipment. In the US, CBP requires a five-year retention period. Canada and the UK also require five years. EU member states generally mandate four to ten years depending on national VAT and customs regulations. Retain both signed originals and the corresponding commercial invoices together for audit readiness.