1. What the packing list establishes
The number of packages, their contents, and their weight and volume.
It is the document that describes the physical consignment.
2. The three weights
Net weight
The goods themselves, excluding packing.
Tare weight
The packing.
Gross weight
Goods plus packing.
Gross equals net plus tare.
3. Volume
Length times width times height, measured on the outer packing.
Expressed in cubic metres.
Total is the sum over all packages.
4. The units
Cartons, pallets, pieces.
The conversion
The number of cartons per pallet has to be stated somewhere.
The bill of lading usually counts pallets or containers; the packing list counts cartons.
5. The mismatch with the bill of lading
Gross weight must match. The carrier books the weight submitted, and a correction after booking costs time.
Package counts must be reconcilable. A bill of lading showing ten pallets and a packing list showing two hundred cartons requires the ratio to be visible.
6. The mismatch with the invoice
The invoice counts selling units; the packing list counts packages.
The ratio must be derivable from the documents.
7. Why the numbers are often wrong
Because they are calculated rather than measured.
A theoretical weight is right up to the point when a customs officer weighs the container.
8. A working habit
Complete the packing list after packing, from actual weighing and measurement.
The difference between theoretical and actual shows up eventually, and always at the worst time.
9. Closing view
The packing list is the most physical document in the set.
It records what the consignment actually is, not what it should have been.
Record it as it is.
*This article is based on standard international trade documentation practice. Exporters should confirm requirements with the buyer and the destination customs authority.*