What is a packing list?

The commercial invoice says what the buyer owes. The packing list says what is physically in the boxes. If you sell products across borders, you usually send both.

This is a general explanation, not legal or customs advice. Check what your destination and carrier require.

Why a packing list matters

Customs officers use it to check the cargo against the invoice, and may open a package to compare it. The forwarder uses the weights and dimensions to plan the load and to bill freight. The buyer's warehouse uses it to receive the goods: it ticks off each pallet and carton against the list.

If the packing list is wrong, the whole shipment can be delayed. A pallet count that disagrees with the bill of lading can hold the cargo at the port.

What goes on a packing list

1. The seller's, buyer's and consignee's names and addresses.
2. A reference that ties it to the order and the invoice: the invoice number, order number and date.
3. For each package: a number, the type (pallet, carton, drum) and its marks.
4. What is in each package: product name, code, and quantity.
5. The net weight (the goods only) and the gross weight (goods plus packing) of each package, and the totals.
6. The dimensions of each package, and the total volume.
7. The number of packages in total.
8. The Incoterm and named place, where the buyer expects it.

Packing list vs commercial invoice

The two should describe the same goods in the same quantities. The difference is the purpose.

• The invoice is a financial document: unit prices, totals, currency, payment terms.
• The packing list is a physical document: packages, weights, sizes, no prices.

Many sellers leave prices off the packing list on purpose, since the people who handle the cargo don't need them.

Net weight vs gross weight

Net weight is what the product weighs. Gross weight is the product plus its packaging, such as the pallet, the drum or the carton. Freight is usually charged on gross weight or volume, so the gross figures matter. Customs may ask for both.

An example from product sales

Say a coatings seller ships 4 pallets. Each carries 20 drums holding 25 kg of product, and the pallet, the empty drums and the wrapping add 30 kg per pallet.

• Net weight per pallet: 20 × 25 kg = 500 kg.
• Gross weight per pallet: 500 kg + 30 kg = 530 kg.
• Net total: 4 × 500 kg = 2,000 kg.
• Gross total: 4 × 530 kg = 2,120 kg.

The packing list shows 4 pallets, 80 drums, 2,000 kg net and 2,120 kg gross. The invoice must show 80 drums, and the bill of lading the same 4 pallets and the same gross weight. If one document says 79 drums, the buyer or the bank may query it.

Common mistakes

• Totals that do not add up. Recompute the net and gross totals before you send.
• Putting prices on it by habit. Leave them off unless the buyer asks.
• Missing package marks. The marks help the receiver find the right pallet.
• A packing list that disagrees with the invoice. Quantities, descriptions and order numbers should be the same on both.
• Using estimated weights. Weigh the packed shipment if you can, because freight is billed on it.

Related terms

• Commercial invoice: the bill for the same goods, with prices.
• Bill of lading: the carrier's document, which repeats the package count and gross weight.
• Certificate of origin: another document that often travels with the shipment.

How PromptLab handles it

A packing list is only as good as the order behind it. In PromptLab the sales order holds the lines and quantities, and the invoice is created from that order, so both start from the same figures. Add the finished packing list to the account's Files tab so it sits next to the order, the quote and the email thread.

Frequently asked questions

What is the purpose of a packing list?

It tells everyone who handles the shipment what is in each package, its weight and its size, so the cargo can be checked, loaded, cleared and received.

Does a packing list show prices?

Usually not. Prices go on the commercial invoice. Add them only if the buyer or the destination asks.

What is the difference between a packing list and a commercial invoice?

The commercial invoice is the bill, with prices and payment terms. The packing list describes the packages, with contents, weights and sizes.

What is the difference between net and gross weight?

Net weight is the goods alone. Gross weight is the goods plus all packaging. Freight is normally charged on gross weight or volume.

Who prepares the packing list?

The seller, or the seller's forwarder on its behalf. It should be prepared once the goods are packed, so the weights and counts are real.