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How to prepare a packing list for your shipment

The shipment reached the customer in three cartons, and they asked: “Where are the belts?” If a list with the shipment said the belts were in carton 3, the question would be over in a second. That is what a packing list does.

Published · 2 min read

A packing list is not an invoice

An invoice says how much the customer pays. A packing list says what is in the shipment and where: the packages, how many and how heavy, and each item with its quantity and the package it went into. It has no prices and no customs value, so it can go inside the parcel or to the warehouse without revealing your prices.

Worked example

3 cartons with a gross weight of 18.5 kg.

40 size L shirts in package 1, 40 size M shirts in package 2, and 25 belts in package 3.

3 lines, and a total quantity of 40 + 40 + 25 = 105 pieces, the same figure in the summary and in the file.

How to do it

  1. Open the Packing-list generator and choose the language, then enter the shipment reference and date.
  2. Enter the shipper and the consignee.
  3. Describe the packages: how many, what type, gross weight and dimensions.
  4. Add the items: description, quantity, unit and package number, and check the total quantity.
  5. Press “Create PDF”, check the preview, then download and print the file.

The weight you pay shipping on

The weight on the list is whatever you type; the tool does not work it out from the items. But carriers usually charge you on the greater of actual weight and volumetric weight. Work out the volumetric weight of each carton with the Volumetric shipping-weight calculator before you book shipping.

What to know

  • A packing list is not a commercial invoice, a bill of lading or a customs document. For an invoice, use the Basic invoice generator.
  • The tool does not check that package numbers fall within the package count.
  • If you use more than one unit, such as pieces and cartons, a total per unit shows next to the overall total.
  • Up to 200 items, and a 60-item document across several pages was tested.
  • Nothing is saved after you close the page.

Common questions

Do I put the packing list inside the parcel?

Yes, that is common, and a copy can go on the outside too. Since it has no prices, it reveals nothing about your pricing.

Is it enough for customs clearance?

Not on its own. Customs ask for other documents, such as a commercial invoice.

Are my details sent to a server?

No, the file is created inside your browser.