A Packing List is used in most commercial transactions. This document provides information as to how goods have been packaged/loaded in shipments and is used for customs clearance.
When goods have been shipped, the exporter creates a Packing List to send with set of shipping documents to the consignee (importer) to arrange the clearance of goods.
Freight forwarders, customs brokers and/or other supply chain partners will use the information from your Packing List document to correctly identify and transport cargo along the supply chain.
Customs authorities in both the country of export and the country of import to understand how shipments have been packaged and loaded. Customs authorities also rely on this information in case they need to scan the container, or unload the container to inspect products or packages).
Importers will also use the Packing List to identify products when goods are being unloaded from containers.
How to create a Packing List
Open IncoDocs
Open IncoDocs in your browser and navigate to the “Export Docs” section.
Choose the Packing List template
Click on 'New document set' and select the Packing List template along with any other export documents you wish to create.
Fill out & customize your doc
Fill out the document, customize template fields to your needs and add your company letterhead. To save time and prevent re-entry errors, enter key shipment data into the Master File to have it sync across all other documents in your set automatically.
Sign & seal
Click on the signature box at the bottom of your document to create and place a digital signature then hit “Save & Quit”. On the document preview screen, click on the ‘More’ dropdown button and select “Add company seal” to place a digital stamp.
Download or share
Download or share documents from IncoDocs in 1-click. Documents can be downloaded as PDF or CSV which can be imported into other systems without manual re-entry.
Your questions, answered.
What information is included on a Packing List Document?
It’s important that exporters include all information on the Packing List template to avoid having issues or delays when transporting the goods through customs. Typically, this information includes:
Exporter’s Details - This includes basic company contact information including company name, logo, address, phone numbers and personal contact details. Note that you can add any additional information or company registration numbers here.
Consignee & Buyer (if not Consignee) - This includes basic company contact information including company name, address, phone numbers and personal contact details.
Shipping Details - Important shipping and logistics details are included to help the consignee, logistics companies and customs brokers to correctly arrange the transportation, customs clearance and final delivery of goods. Shipping details include:
Method of Dispatch – Road, Rail, Air or Sea Freight
Type of shipment – FCL, LCL, Breakbulk or other
Country of Origin
Country of Final Destination (where the goods are delivered through to final address)
Vessel / Aircraft Name
Voyage No.
Port of Loading (POL)
Date of Departure
Port of Discharge (POD)
Final Destination (Country)
Reference Numbers & Additional Information - These sections includes reference numbers, dates and additional information:
Export Invoice number
Date
Bill of Lading Number (if known)
Buyer reference number (usually the buyer’s Purchase Order number)
Additional Reference (if needed)
Packing Information
Additional Information (any delivery notes or additional details etc)
Product and Packaging Details - The exporter must include details of exactly how the products have been packaged and loaded inside the shipment. As mentioned, above packing lists can be created in many different ways, depending on the way goods have been packaged and the type of shipment. Below are the details of the packing information to include in the main section of the Packing List template. This includes important information such as:
Product Code (unique product reference number)
Description of goods
Unit Quantity (Number of products)
Kind & Number of Packages. For example “Pallet x 12”. Note that the packing list template in IncoDocs allows you to add multiple products into 1 package.
Net Weight of Package (kg)
Gross Weight of Package (kg)
Measurements of Package (m3)
Authorized Signature - To finalize the document, the shipper can add their signatory details:
Signatory Company
Name of Authorized Signatory
Digital Signature (using IncoDocs, sellers can draw or upload their digital signature)
Digital Company Stamp (using IncoDocs, sellers can create or upload their digital company stamp or seal)
Who uses the packing list?
A packing list is a document used by various people involved in the shipping process. Below are some of the main parties:
Exporters and Sellers: Utilize packing lists to specify shipments, essential for customs clearance and ensuring buyers receive the goods they have paid for.
Importers and Buyers: Use packing lists to verify that their products are present in the shipment according to the order and invoice, crucial for transferring and receiving all ordered items.
Shipping Companies and Freight Forwarders: Need packing lists to choose the best transportation options based on volume and commodity types, and to plan safe goods loading.
Customs Authorities: Require packing lists along with a commercial invoice and other documents to inspect shipments, assess duties, and manage the proper movement of goods.
Insurance Companies: Need packing lists to assess transported goods, factor in encasement and loading risks, and establish insurance procedures.
Warehouse Managers and Logistics Providers: Rely on packing lists to ensure the arrival of goods and provide necessary instructions for handling and inventory management.
What other documents must be accompanied by the Packing list?
The other documents that should accompany a packing list includes the commercial invoice, which details the transaction between buyer and seller. A bill of lading is also necessary; it acts as a receipt for shipped goods. In some cases, a certificate of origin, which verifies where the goods were made, is needed. Together, these documents help in shipping, customs clearance, and delivery processes.
How long does it take to fill out the Packing list?
Our Packing List is easy to fill and doesn't take long. You could be done under 5 minutes. Less if you are re-using the packing list because of our auto-fill feature.
Is this Packing List template free to use?
Yes, the Packing List template is free to use at IncoDocs. You can sign up for a free account and access the template, along with other useful documentation tools, at no cost.
