1. What the packing list does
The packing list records how the goods are packed: the number of packages, their type, their dimensions and weight, and what each contains.
It is the document the destination customs authority and the receiving warehouse use to handle the consignment.
2. The required elements
Exporter and consignee.
Packing list number and date.
Invoice reference.
Number of packages.
Package type: cartons, pallets, crates, drums.
Contents of each package or package range.
Net weight and gross weight.
Dimensions.
Marks and numbers matching the shipping marks.
3. Mistake: package count not matching the bill of lading
The bill of lading records the number of packages received for shipment.
Where the packing list says 250 cartons and the bill of lading says 260, the discrepancy is queried.
4. Mistake: weights not matching
Gross weight on the packing list should match the weight on the bill of lading and on the weight certificate where one exists.
Net weight should match the invoice where the invoice states weight.
5. Mistake: shipping marks omitted
The marks on the packaging must appear on the packing list.
Where the marks are illegible or missing from the document, the warehouse cannot match packages to the consignment.
6. Mistake: contents not specified per package
A packing list showing only totals cannot be used to identify which package holds what.
For a mixed consignment, the contents per package or per package range should be listed.
7. Mistake: dimensions missing for volumetric freight
Where freight is charged on volume, the dimensions are needed.
Air freight and LCL sea freight both use volumetric calculations.
8. Mistake: the packing list used as the invoice
Some exporters consolidate the invoice and the packing list into one document.
Where the destination requires both, the consolidated document is queried.
9. The consistency check
Before submission, check the packing list against:
The invoice: quantity and goods description.
The bill of lading: package count and gross weight.
The certificate of origin: quantity and goods description.
Four documents, five data points, one check.
10. What a good packing list looks like
A single page for a single-product consignment.
A table for multi-product consignments, with package ranges.
Totals for packages, net weight and gross weight.
Shipping marks reproduced.
11. Closing view
The packing list is the least examined document and one of the most frequent sources of discrepancy, because it is prepared last and checked least.
The consistency check takes minutes and prevents the discrepancy.
*This article is based on standard international trade documentary practice and destination customs requirements. Exporters should confirm specific requirements with their clearing agent.*