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Packing list template

Packing List Template

A packing list is a key export document that shows how goods are packed and loaded for shipment. It supports customs clearance by detailing contents, packaging type, and cargo handling needs.

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What is a Packing List used for?

Once goods are ready for export, the exporter creates a packing list and includes it with the full set of shipping documents. It is sent to the consignee (importer) to assist with customs clearance and goods receipt. The freight forwarder and customs broker use the packing list to coordinate transport. It helps them identify the number of packages, the type of packaging used, and how cargo has been arranged for loading. Customs authorities in both the country of export and the country of import refer to the packing list during clearance checks. It helps them verify package contents, assess declarations, and decide if further inspection is needed. The consignee (importer) also uses the packing list at the delivery stage. It helps confirm product quantities, check for missing or damaged items, and streamline the unloading process at the destination.

How to create a Packing List

  1. Open IncoDocs

    Open IncoDocs in your browser and navigate to the “Export Docs” section.

  2. 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.

  3. 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.

  4. 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.

  5. 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?

A packing list is usually shared with other export documents that support customs clearance, shipping, and delivery. These include:

Commercial invoice – Shows the sale value and terms between the exporter and buyer. Used for customs valuation and tax calculation.
Bill of lading – Issued by the carrier to confirm receipt of goods. It outlines how the shipment will be transported and delivered.
Certificate of origin – Confirms the manufacturing country of the goods. Required in some cases to apply tariffs or trade agreements.

What’s the difference between a packing list and a bill of lading?

A bill of lading is issued by the carrier. It confirms that goods have been received for transport. It includes transport terms, consignee details, and the destination. This document is also be used as proof of ownership of goods in transit.

The packing list is used for identification and inspection. The bill of lading is used to prove title and delivery terms. Both are part of the shipping paperwork, but they serve different roles.

Can I reuse the same packing list for repeat shipments?

You can reuse a packing list template, but not the same document without updates. Each shipment must show the exact contents, including updated quantities, weights, and package sizes.

If any details have changed, you will need a new version of the packing list. Using an outdated document may cause customs delays, miscounted goods, or issues with the consignee during the delivery process.

Our export documentation tool let you duplicate a previous packing list and change the data. This helps you process repeat orders more efficiently while ensuring the accuracy of export documents.

Is this packing list template available for free?

Yes, you can access a free packing list template on IncoDocs. It’s easy to fill and is designed to simplify export paperwork. Just sign up for a free account to start creating and downloading your shipping documents.

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