Key takeaways
- A packing list describes the contents of each package in a shipment, with counts, weights, dimensions and marks.
- Carriers use it to plan loading, customs use it to inspect, and the buyer uses it to check receipt.
- It differs from a packing slip, which is a short note inside a single parcel.
- Totals must agree with the commercial invoice and the transport document.
Free PDF and Excel: Packing list template and weight reconciliation. Get it below
What a packing list is
A packing list is a document prepared by the shipper that lists the contents, quantity, weight, dimensions and marking of each package in a shipment.
Domestic parcels often carry a packing slip, a simple list inside the box. An international or freight shipment needs a full packing list that covers all packages together. It is part of the set described in shipping documents.
A shipment has 3 pallets. Pallet 1 holds 40 cartons of item A at 12 kg each, so 480 kg plus 25 kg pallet, 505 kg. Pallet 2 holds 30 cartons of item B at 18 kg, so 540 kg plus 25, 565 kg. Pallet 3 holds 20 cartons of item A, 240 kg plus 25, 265 kg.
Gross weight is 505 plus 565 plus 265, 1,335 kg. The commercial invoice and bill of lading must show the same totals.
| Field | What goes in it | Why it matters |
|---|---|---|
| Shipper, consignee, notify party | Names and addresses. | Same as the invoice. |
| Packing list number and date | Unique reference. | Tracking. |
| Invoice and PO references | Numbers. | Cross-checking. |
| Package number and type | Pallet, carton, drum. | Identifies each unit. |
| Marks and numbers | As printed on the packages. | Cargo identification. |
| Contents per package | Item, description, quantity. | Inspection and receipt. |
| Net weight and gross weight | Kilograms per package and total. | Freight and customs. |
| Dimensions and volume | Length, width, height. | Freight charges and loading. |
| Total packages and weights | Summary line. | Reconciliation. |
Common errors
- Total weight differs from the invoice or transport document.
- Package count is different on the AWB or bill of lading.
- Marks on the list do not match the box.
- Description is vaguer than on the invoice.
- Every package is numbered.
- Weights are measured, not estimated.
- Totals match other documents.
- Marks match the packages.
- Copy travels with the cargo and is sent to the buyer.
Last checked: 19 October 2026. General trade practice.
Free PDF and Excel
Packing list template and weight reconciliation
A packing list layout with weight totals and a reconciliation check against the invoice and transport document.
- Packing list layout
- Weight reconciliation
- Error list
- Excel packing list with totals
Frequently asked questions
What is a packing list?
A document listing the contents, weights, dimensions and marks of each package in a shipment.
What is the difference between a packing list and a packing slip?
A packing list covers a whole shipment. A packing slip is a note in a single parcel.
Who prepares the packing list?
The shipper or exporter.
Does customs need a packing list?
Often yes, as a supporting document to the commercial invoice.
What should the packing list total match?
The commercial invoice quantities and the transport document weights and package count.