How do I prepare a packing list to send defective goods back to the supplier?
Swap the roles: your business is the shipper and the supplier is the consignee. Build the original purchase order number into the shipment reference, list each returned item with its quantity and defect, then sign the copy and keep a photo of it. That page is your proof of what you actually sent if the supplier's count differs.
Example: cracked mugs and chipped plates
You received a tableware shipment from a supplier in Jebel Ali against purchase order PO-2026-118 and, on opening it, found 7 cracked mugs and 3 plates with chipped rims. The supplier agreed to a return and replacement. We entered it in the Packing-list generator like this:
- Shipment reference: RET-PO-2026-118, so the supplier links the return to the order at a glance.
- Line 1: 'Ceramic mug 350 ml, crack at handle', quantity 7, package 1.
- Line 2: 'Serving plate 27 cm, chipped rim', quantity 3, package 1.
Summary: 2 item lines and a total quantity of 10 pcs. That figure should match what you agreed with the supplier in writing; if not, fix it before shipping.
Where does the defect detail go?
A short description of the defect belongs in the item description itself, because the supplier will match each line against what is in the carton. Longer detail goes in Notes, for example: 'Defects found on opening the shipment on the day of delivery. Photos sent by WhatsApp. Replacement requested, not a refund.' Notes take up to 1,000 characters and print just above the signature line.
Steps that protect you if the count is disputed
- Photograph each defective piece before packing and keep the photos with the order file.
- Wrap each broken piece on its own so the damage does not spread in transit and get blamed on you.
- Print two copies of the list: one inside the carton, one kept by you.
- Sign the 'Checked by' line on both after counting, and ask the courier or the supplier to sign your copy on collection if possible.
- Download and save the PDF, since the tool keeps nothing after you close the page.
And the replacement goods?
When the supplier ships the replacements, check what arrives against this return list: 7 mugs and 3 plates. If it turns into a new order with different quantities, raise a separate purchase order with the Purchase-order generator so the replacement does not get mixed up with new stock. A packing list carries no prices, so any money settlement happens on a separate document between you and the supplier.
Common questions
Should I put the prices of the returned goods on the list?
There is no price field. If the supplier needs the value, it is on their original invoice or a separate note.
Who is the shipper if the supplier sends a courier to collect?
Your business is still the shipper because you are sending the goods; the courier is neither shipper nor consignee.