What Is a Packing List?

Introduction

When it comes to importing and shipping goods in the commercial world, it’s important to have the key elements that will make your business transactions go smooth, slick and easy peasy. 

This includes a comprehensive and accurate packing list to help you avoid unnecessary headaches and delays. But let’s start first by explaining what exactly is a packing list and why is it so important in commercial trade?

What is a packing list?

A packing list is a document that is included in your shipment that outlines the details of the items being shipped along with pertinent details that include the product, quantity, type and type of packaging.

This list essentially serves as a checklist for both the shipper and the recipient and it ensures that everything is properly documented and accounted for.

In international trade it also supports the commercial invoice in the event that a customs official wants to investigate a shipment further and cross-reference the contents.

Below are some of the things you’ll often see included on a packing list:

1. Description of goods: A detailed description of the item such as the item name, weight, quantity, dimensions, and order number.
2. HS (Harmonized System) code: A standardized international classification system of goods that determines the tax or tariff applicable to the specific item.
3. Country of Origin: The country of origin where the item is coming from.
4. Shipper’s Details: The name, address, and contact information of the person sending the goods.
5. Receiver’s Details: The name, address, and contact information of the person receiving the goods.
6. Bill of Lading Number: A unique identifier used by the shipping department assigned to the shipment.
7. Container Information: This refers to the number, size, type of container, and including seals used to secure the container.
8. Gross Weight: The weight of the package which includes the packaging material used by the manufacturer to protect the goods.
9. Packaging information: Specs and details of the packaging used for shipping goods which typically include size, weight, number of packages, and the type of container used.

These details are the ultimate travel companion to support your commercial shipment.

Just like making a packing list prior to leaving on a vacation ensures you have everything you need on your trip, your shipment shouldn’t embark on its journey without one either.

What are other names for a packing list?

To be a savvy purchasing agent or importer, it’s wise to know the lingo that’s used in the shipping industry. Both importers and exporters commonly use the term packing list, however, they’re also referred to as shipping lists, packing slips, or shipment advice.

Why are packing lists important in commercial trade?

Here are 3 main reasons why a packing list document is so important in commercial trade:

1. Preventing misunderstandings and disputes: A packing list provides a clear and concise record of the items being shipped, ensuring that both the shipper and recipient have the same understanding of what is being shipped. This helps to avoid any misunderstandings or disputes that could arise, especially when it comes to missing or damaged items upon delivery.
2. Streamlining customs clearance: When a shipment arrives at its destination, it must have the supporting documentation to calculate taxes, duties, and fees to be paid. A packing list provides customs officials with additional information about the contents of a shipment, making the clearance process smoother and faster.
3. Supporting insurance claims: In the event of damage or loss during transit, a packing list can serve as an important piece of evidence in the insurance claims process. It provides details of the items being shipped, their quantity, and their value, which can help to support any claims made.

10 benefits of using a packing list

1. Facilitates customs clearance procedures
2. Serves as a useful document that helps customs brokers
3. Helps prevent disputes between the buyer and the seller
4. Provides a clear and accurate record of what has been shipped
5. Helps to ensure that all items are properly accounted for
6. Reduces the risk of damage or loss of goods during transit
7. Serves as a supporting document for a letter of credit
8. Can be used to create a booking with the international carrier
9. Helps indicate the information required for a certificate of origin
10. It is used to generate a bill of lading and support insurance claims

Format of packing lists

Packing lists can either be in a physical or digital form and there isn’t a set format that must be followed. It’s typical to use either a table or a spreadsheet layout, with individual columns for each piece of information.

However, keep in mind that different countries may have specific requirements for the format of a packing list, so before attaching a packing list to an international shipment, be sure to verify the rules and regulations of the destination country.

Who creates the packing list?

A packing list is typically created by the person or entity responsible for packing and shipping the goods. However, importers also have an important job in reviewing and validating that the information stated by the shipper is correct.

What are common mistakes to avoid when completing a packing list?

When creating a packing list, common mistakes to avoid include leaving out crucial details like the sender and recipient’s names and addresses or the date of shipment and failing to double-check the packing list’s completeness before sending it. Make sure that all measurements are given in the same units and refrain from using vague or unclear descriptions.

Conclusion

In summary, a packing list is as critical as your shipping address. It doesn’t make sense to send a shipment without one. That’s why we ensure that every shipment we send has a bulletproof packing list. 

Delays and mistakes are costly. It’s essential to provide a clear and detailed record of the items being shipped to help to prevent any mistakes, misunderstandings and disputes. By providing a detailed and accurate packing list, you’re streamlining the customs clearance process, supporting any insurance claim issues and improving supply chain communication.