What is a packing list? A packing list is a shipping document that describes how goods are physically packed, package by package, item by item. It shows the contents, weight, and dimensions of each package in a shipment, but it does not show the value or price of the goods.
If you are new to shipping, the packing list is one of the first documents you will encounter. It travels with the goods from origin to destination. Customs officers, freight forwarders, and importers all rely on it.
Think of it as a detailed breakdown of what is in each box, crate, or pallet. Without it, nobody knows what is inside a container, or where to find a specific item if a package needs to be opened and checked.
The packing list is sometimes called a packing slip, packing sheet, or shipping list. These terms all mean the same thing in practice.
New shipping coordinators often confuse the packing list with the commercial invoice. They are separate documents that serve different purposes. Both are required for most international shipments.
| Packing List | Commercial Invoice | |
|---|---|---|
| Purpose | Describes physical packing | Declares value and terms of sale |
| Shows price? | No | Yes |
| Shows weight? | Yes | Sometimes |
| Shows dimensions? | Yes | No |
| Used by customs for? | Physical examination | Duty and VAT calculation |
| Required for LC? | Yes | Yes |
The commercial invoice tells customs what the goods are worth. The packing list tells them where to find each item inside the shipment. Both documents must reference the same invoice number, and the descriptions must be consistent across them.
If the two documents contradict each other: for example, different quantities or descriptions, customs will flag the shipment. This causes delays and can lead to a physical examination.
The packing list does more work than most people realise. Here is why it matters to each party involved in the shipment.
For customs authorities
When HMRC or any border agency selects a shipment for physical examination, officers open the container and check the goods. The packing list is their map. It tells them which package contains which items, how many there are, and what they weigh. Without an accurate packing list, an examination takes much longer, and that time is your cost.
For freight forwarders
Your forwarder uses the packing list to plan cargo handling. They need to know the number of packages, their dimensions, and their total weight to arrange loading, stacking, and space on the vessel or aircraft. Inaccurate dimensions lead to cargo being refused or re-planned at the last minute.
For importers
When goods arrive, the importer uses the packing list to check what has been received. They count packages, verify contents, and identify any shortages or damage. A clear packing list makes this process quick and gives the importer a record to raise a claim if something is missing.
For letters of credit
If the shipment is financed under a letter of credit (LC), the packing list is typically one of the required documents listed in the LC. It must match the other LC documents exactly, same quantities, same descriptions, same references. Any discrepancy can cause the bank to reject the document set and delay payment.
A complete packing list covers both the shipment header and the line-by-line package detail. Use the checklist below when preparing or reviewing one.
| Field | What to Include |
|---|---|
| Document title | “Packing List” |
| Exporter name and address | Full legal name and address |
| Importer name and address | Full legal name and address |
| Invoice reference number | Must match the commercial invoice |
| Date of issue | Date the packing list was prepared |
| Country of origin | Where the goods were manufactured |
| Port of loading | Where the goods are being shipped from |
| Port of discharge | Where the goods are arriving |
| Vessel / flight number | If known at time of issue |
| Field | What to Include |
|---|---|
| Package number / mark | Unique mark or number on each package (e.g. 1/10, 2/10) |
| Package type | Carton, pallet, drum, crate, etc. |
| Contents | Description of goods inside that package |
| Quantity per package | Number of units or pieces |
| Net weight per package | Weight of goods only, excluding packaging |
| Gross weight per package | Total weight including packaging |
| Dimensions per package | Length x width x height in cm or mm |
| CBM per package | Cubic metres, calculated from dimensions |
| Field | What to Include |
|---|---|
| Total number of packages | Sum of all packages in the shipment |
| Total net weight | Sum of all net weights |
| Total gross weight | Sum of all gross weights |
| Total CBM | Sum of all package volumes |
Every package in the shipment should appear on the packing list. If a package is missing from the list, it cannot be accounted for at customs, and that creates a problem.
If your shipment contains dangerous goods (DG), the packing list has extra requirements. Standard packing list information is not enough.
For each DG item, the packing list must show:
These details link the packing list to the Dangerous Goods Declaration. Customs and port authorities use them to verify that hazardous cargo is correctly declared and packaged. If the DG information is missing or wrong, the shipment will be held.
Your freight forwarder or DG specialist should always review the packing list for any shipment containing hazardous materials before it is submitted.
These are the errors that cause the most delays in practice.
Wrong or missing package marks. The marks on your physical packages must match the marks on the packing list. If they do not match, customs cannot verify the shipment.
Totals that do not add up. If the individual package weights or CBM figures do not sum to the totals shown, the document is inconsistent. Software errors and manual copying mistakes are common causes.
Description mismatch with the commercial invoice. Using different wording on the packing list and the invoice, even if they mean the same thing, triggers queries at customs. Keep descriptions identical across all documents.
Missing package numbers. Packages that are not numbered or marked make physical examination very difficult. Number every package and include those numbers on the packing list.
Incorrect dimensions. Dimensions that understate the actual size of packages cause problems at loading. Your forwarder will have planned space based on what you declared.
No reference to the invoice number. The packing list must clearly reference the related commercial invoice number. Without this link, the document set cannot be reconciled.
Before Brexit, goods moving between the UK and EU did not require customs documentation. Shipments crossed the border as internal EU trade. That changed on 1 January 2021.
Since Brexit, all shipments between Great Britain and the EU are international exports and imports. That means a full set of customs documents is now required, including the packing list.
What this means for UK exporters sending to the EU:
What this means for UK importers receiving from the EU:
If you are dealing with EU trade for the first time, do not assume your EU supplier knows UK requirements. Check that their packing list meets the standards listed in this article before the shipment departs.
Northern Ireland has a different arrangement under the Windsor Framework and is not covered here, speak to your customs broker if you are shipping to or from Northern Ireland.
Is a packing list legally required for every international shipment?
For most commercial shipments, yes. While there is no single global law that mandates a packing list, customs authorities in most countries, including HMRC in the UK, require one as part of the standard document set. Without it, clearance is likely to be delayed or refused.
Does a packing list need a signature?
There is no universal requirement for a signature, but many buyers and banks expect one. If your shipment is under a letter of credit, check the LC terms, it may specify that the packing list must be signed or stamped by a specific party.
Can the packing list and commercial invoice be combined into one document?
Sometimes, yes. A combined packing list and invoice shows both the physical packing details and the value on a single document. This is acceptable for many customs authorities and is common for smaller shipments. However, some letters of credit require them as separate documents: always check the LC terms first.
What if the actual weight differs slightly from what is on the packing list?
Minor variances can occur, especially for bulk goods. A small tolerance is generally accepted. However, a major difference, particularly in gross weight, can trigger an examination or a query from the carrier. Always use accurate weights when preparing the packing list.
Who is responsible for preparing the packing list?
The exporter (seller) is normally responsible. This makes sense because the exporter packs the goods and knows what is in each package. The importer reviews it on receipt to verify the delivery.
Does a packing list show the price of the goods?
No. The packing list shows physical details only, contents, quantities, weights, and dimensions. Price and value information belongs on the commercial invoice. If your packing list shows prices, it is acting as a combined document, check whether this is appropriate for your shipment.
This article is part of a learning path — return to explore more topics.
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