Packing list template – fill in online

How to fill in the packing list template

You fill in the template in your browser – it is free and requires no registration. Your data is saved only in your browser; the form does not send it to any server.

1. Choose the document language: English or bilingual (EN + 中文). The bilingual version is useful when you work with a supplier in China – each field label is shown in both English and Chinese.
2. Enter the document details, shipper and consignee: packing list number and date, invoice number and date, purchase order (PO) number, the exporter (shipper) and the consignee.
3. Add the shipment details: mode of transport, Incoterms, country of origin, port or place of loading and discharge, date of departure, transport document number (B/L, AWB, CIM/SMGS or CMR), and the container and seal numbers.
4. Enter the goods: description, HS code (optional), quantity and unit, number and type of packages, net and gross weight, and the dimensions of one package in centimetres. The volume in m³ is calculated automatically from the dimensions and the number of packages. Totals for packages, net weight, gross weight and m³ are shown below the list.
5. Add shipping marks, remarks and signature details: the shipping marks exactly as they appear on the cartons, anything that does not fit into the other fields under Remarks, and the name of the authorised signatory, place and date in the Signature section.
6. Download the file. “Download PDF” opens the print dialog – choose “Save as PDF” there. “Download Excel” saves an .xlsx file with your data and formulas for the totals.

Want to see a completed packing list first? Click “Insert example” and the template is filled in with sample data. “Clear” removes everything so you can start again. Need a blank packing list form to complete by hand? Click “Download PDF” without entering any goods – the table prints with 12 blank rows.

What is a packing list?

A packing list is a document that describes a shipment in terms of its packaging: how many cartons or pallets there are, what is inside them, how much they weigh and what their dimensions are. The supplier prepares it and sends it together with the commercial invoice.

A packing list does not usually include prices – that is what the invoice is for. Instead, it shows what is physically in the shipment. That is why everyone who handles the goods relies on it: the freight forwarder when quoting for transport, the customs broker during customs clearance, and you when you receive the delivery.

What should a packing list include?

Our packing list template contains the fields that usually appear on this document:

• Document details: packing list number and date, invoice number and date, purchase order (PO) number. They make it easy to match the packing list to the invoice and the order.
• Parties: the exporter (shipper) and the consignee.
• Shipment: mode of transport, the Incoterms rule (e.g. EXW, FOB), which determines who is responsible for each stage of transport, country of origin, place of loading and discharge, container and seal numbers, transport document number and date of departure.
• Goods: description, quantity and unit, and the HS code – the product code under the international Harmonized System classification. In the template, the HS code is optional.
• Packages: number and kind, e.g. cartons (CTN) or pallets (PLT).
• Weights: net weight (the goods only) and gross weight (the goods with packaging).
• Dimensions and volume: package dimensions and volume in m³ (CBM). You can also work out the volume of a single carton with our CBM calculator.
• Shipping marks: the marks printed on the cartons. They should be identical on the cartons and on the packing list.
• Signature: name of the authorised signatory, place, date, signature and company stamp.

Packing list vs commercial invoice

The supplier prepares both documents, and both are needed for customs clearance. However, each answers a different question: the invoice tells you what you are buying and for how much; the packing list tells you how the goods are packed.

The packing list must match the invoice. The description of the goods, the number of cartons, the weight and the value must be consistent across all documents.

Who issues a packing list and when do you need one?

The packing list is issued by the shipper of the goods. When you import from China, that is your supplier, who prepares it together with the commercial invoice. The template is useful when you want to send your supplier a form showing the information you need, or when you are the shipper yourself.

You will need a packing list, among other things:

• for a freight quote – we take the weight, volume and number of cartons from the packing list and the invoice;
• for collection from the supplier – under EXW we collect the goods from the supplier and handle export customs clearance in China; the supplier only needs to provide the commercial invoice and the packing list;
• for customs clearance – together with the commercial invoice and the transport document: the bill of lading (B/L) for sea freight, the air waybill (AWB) for air freight or the CIM/SMGS consignment note for rail freight;
• when the delivery arrives – the packing list lets you check that all packages have been received.

We organise the entire transport – from collection at the factory in China to delivery to your door – by rail freight, sea freight or air freight.

Common packing list mistakes

• The packing list does not match the invoice. The number of cartons, the weight or the description of the goods differs. Before dispatch, compare the two documents line by line.
• Net and gross weights swapped. Gross weight includes the packaging, so it cannot be lower than the net weight.
• Dimensions in the wrong units. The template uses centimetres. Dimensions entered in metres or millimetres will give the wrong volume.
• Product dimensions instead of package dimensions. The volume is based on the packed carton or pallet, not on the dimensions in the product specification.
• Pieces instead of packages. The quantity of goods and the number of packages are two separate columns. For a freight quote we use the number of cartons, not pieces.
• Shipping marks that do not match the cartons. The shipping marks on the packing list and on the cartons should be identical.
• A description of the goods that is too vague. The description should identify the goods clearly and match the wording on the invoice.

Packing list: frequently asked questions