If the commercial invoice explains what was sold, the packing list explains how it was packed. Customs officers use it to decide what to inspect, forwarders use it to plan loading and calculate freight, and buyers use it to check that everything arrived. A clear packing list saves time at every stage.
What a Packing List Should Include
Header Information
- Exporter name and address
- Buyer and consignee
- Invoice number and date (the packing list should reference the commercial invoice)
- Order or LC reference
- Ports of loading and discharge
Package Details
For each package or group of identical packages:
- Package numbers — for example cartons 1–120
- Marks and numbers printed on the packages
- Contents — product description, style or item number, and quantity per package
- Net weight — weight of the goods
- Gross weight — weight including packaging
- Dimensions — length, width, and height of each package
Totals
- Total number of packages
- Total quantity of goods
- Total net and gross weights
- Total volume in cubic metres
Why Accuracy Matters
- Customs may physically inspect specific cartons. If the contents do not match the packing list, expect delays and questions.
- Forwarders use weights and volumes to plan space and calculate freight. Wrong figures can cause extra charges.
- Buyers check deliveries against it and use it to find specific items quickly.
- Banks may compare it against the LC and other documents.
💡 Weigh, don't estimate
Weigh a sample of packed cartons for each item rather than calculating weights on paper. Actual weights often differ from calculated ones once packaging, moisture, and accessories are included.
Marks and Numbers
Each package should carry shipping marks that match the packing list — typically the buyer's name or code, destination, order number, and carton number (for example "1/120"). Clear marks make handling, inspection, and receipt easier. Many buyers specify their own marking format; follow it exactly. See export packaging guide.
Packing List vs Commercial Invoice
- The commercial invoice focuses on value: prices, totals, and payment terms.
- The packing list focuses on physical details: packages, quantities, weights, and dimensions. It usually does not show prices.
Both must agree on quantities, descriptions, and totals.
Common Mistakes
- Total weights that differ from the bill of lading
- Package counts that do not match the number of cartons actually loaded
- Missing dimensions, which forwarders need for volume
- Contents grouped vaguely ("assorted goods") instead of by item
- Not updating the list when last-minute changes are made to packing
A Packing List Example
A simple packing list for two products might look like this:
| Cartons | Marks | Contents | Qty per carton | Net wt (kg) | Gross wt (kg) | Dimensions (cm) |
|---|---|---|---|---|---|---|
| 1–60 | ABC/HAM/1-100 | Bath towel 70×140, white, item BT-140W | 20 pcs | 11.2 | 12.0 | 60×40×40 |
| 61–100 | ABC/HAM/1-100 | Hand towel 50×90, white, item HT-090W | 40 pcs | 10.8 | 11.6 | 60×40×40 |
| Total: 100 cartons | 2,800 pcs | 1,104 kg | 1,184 kg | 9.6 CBM |
Notice that the item codes match the commercial invoice, the marks match what is printed on the cartons, and the totals can be checked against the bill of lading.
Special Cases
- Mixed cartons: if one carton holds several items, list each item and quantity inside it
- Palletised cargo: list pallets and the cartons on each pallet, with pallet weights and dimensions
- Letters of credit: check whether the LC requires specific wording, signatures, or a "packing list" title exactly as written
- Partial shipments: prepare a separate packing list for each shipment, referencing the same order
A Simple Workflow
- Plan packing per item: units per carton, carton size, and estimated weight.
- Pack and number cartons, recording actual contents.
- Weigh cartons and measure dimensions.
- Prepare the packing list from these actual records.
- Check it against the commercial invoice and share it with your forwarder before booking or loading.
Frequently Asked Questions
Is a packing list mandatory for export?
It is required for most commercial shipments by customs, forwarders, and buyers, and is often a required document under letters of credit.
Does a packing list show prices?
Usually not. Prices appear on the commercial invoice. The packing list focuses on quantities, weights, dimensions, and package contents.
What is the difference between net and gross weight?
Net weight is the weight of the goods alone. Gross weight includes packaging such as cartons, wraps, and pallets.
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