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Key takeaways
- A packing slip lists the items in a shipment and goes inside or on the outside of the package. It normally shows no prices.
- The receiver ticks it against the purchase order. Matching item codes and quantities is what makes a smooth goods receipt.
- It is not an invoice and not a bill of lading. Each has its own purpose.
- For export or pallet shipments you also need a packing list, which carries weights and dimensions.
Free PDF and Excel: Packing slip template and receiving checklist. Get it below
What a packing slip is
A packing slip is a document that lists the contents of a package, with item codes and quantities, so the receiver can check what arrived against what they ordered.
Warehouse teams care about three things on it: the purchase order number, the item codes exactly as the buyer uses them, and the quantity in this box. Everything else is secondary. Prices are usually left off because the people unpacking the box are not the people who pay the invoice.
A clinic orders 20 boxes of nitrile gloves and 5 boxes of face masks. The supplier splits the order across two cartons. The first slip reads Carton 1 of 2 and lists the gloves. The second reads Carton 2 of 2 and lists the masks.
Reception sees both slips, ticks each against the order, and records the full receipt. Without the carton count they would have booked a short delivery and chased the supplier for the masks.
What goes on a packing slip
| Field | What goes in it | Why it matters |
|---|---|---|
| Packing slip number and date | A unique reference and the ship date. | Lets both sides refer to the same shipment later. |
| Purchase order number | The buyer's PO number, copied exactly. | Receivers search by it. |
| Ship from and ship to | Sender and delivery address, with a contact name. | Fixes misdirected parcels. |
| Item code and description | Buyer's item code if known, plus your own. | Prevents mismatch between catalogues. |
| Quantity ordered, shipped, back-ordered | Three numbers for each line. | Shows what is still to come. |
| Package count | Carton 1 of 3, 2 of 3 and so on. | Tells the dock how many pieces to expect. |
| Carrier and tracking number | Who delivered it and how to trace it. | Needed when a carton goes missing. |
| Notes | Batch or lot numbers, expiry dates, special handling. | Required for food, medical and regulated goods. |
Free PDF and Excel
Packing slip template and receiving checklist
A packing slip layout for your warehouse and a checklist your receiving team can use at the dock.
- Printable packing slip layout
- Field guide
- Receiving checklist
- Excel version with ordered and shipped columns
Packing slip, invoice and bill of lading
| Document | Who reads it | Shows prices? | Purpose |
|---|---|---|---|
| Packing slip | Receiving dock | Usually no | Check contents against the order |
| Invoice | Accounts payable | Yes | Request payment |
| Bill of lading | Carrier and customs | No | Receipt and contract of carriage |
If your shipment is heavy, palletised or crosses a border, the carrier needs more than a slip. See packing list for the version with weights and dimensions, and delivery note for the signed proof that goods arrived.
Slip mistakes that cause receiving disputes
- No PO number, so the dock cannot find the order.
- Quantities shown for the whole order, not this box.
- Item codes that only the supplier recognises.
- Slip left out of the carton. Put one inside and one outside in a pouch.
- Back-orders not marked, which looks like a short shipment.
- PO number copied exactly.
- Each line shows ordered, shipped and back-ordered.
- Package count is on every slip.
- Lot or batch numbers are listed where they matter.
- A copy is inside the package.
- Carrier and tracking number are filled in.
Frequently asked questions
Does a packing slip need prices?
Not usually. Leave them off unless the buyer asks, because receiving staff do not need them and prices on a slip can leak.
Is a packing slip a legal document?
It is a commercial record. It supports proof of what was shipped, but it does not replace an invoice or a signed delivery note.
What is the difference between a packing slip and a delivery note?
The slip is a contents list that travels with the goods. The delivery note is usually signed by the receiver as proof that the goods arrived.
Who creates the packing slip?
The seller or the warehouse that picks the order, normally printed from the order management system.
Do I need a packing slip for every carton?
Put one in each carton when a shipment has more than one, and show carton numbers so the receiver knows the set is complete.