In international trade, a packing list is one of the most crucial documents, as it meticulously lists the packaging and contents of the goods in detail. This article will explore the definition, function, and importance of a packing list within the shipping process, highlighting its role in ensuring smooth and accurate delivery of goods across borders.

What is a packing list?

The packing list (P/L) is a document used to describe the details of the packaging of goods and serves as a supplementary document to the commercial invoice. It meticulously records the packaging of the goods, including the following key information:

• Product Name: The exact names of the goods being shipped.
• Specifications: The detailed specifications or descriptions of the goods, such as size, color, model number, etc.
• Quantity: The number of units or pieces of each type of good being shipped.
• Weight: The weight of each package or the total weight of the shipment.
• Packaging Materials: The type of materials used for packaging, such as cartons, wooden crates, plastic containers, etc.
• Packaging Method: How the goods are packed, including the number of items per package and the arrangement of items within the package.
• Marks and Numbers: Any marks, labels, or numbers on the packages that identify the contents or shipping instructions.
• Dimensions: The dimensions of each package, which is important for shipping and handling.
• Volume: The volume of the goods, which can be crucial for cargo space planning and freight calculations.
• Special Instructions: Any special handling instructions or precautions related to the packaging or contents.

The main contents of a packing list provide a comprehensive overview of the shipment, offering a key reference for buyers, sellers, customs officials, and other parties involved in the international trade process. This document helps to ensure that the goods are correctly packed, shipped, and received, and it facilitates the customs clearance process by providing the necessary details for inspection and verification.

Who provides the packing list?

The packing list is typically furnished by the vendor or shipper to complement the invoice, allowing customs officials to examine the goods and enabling the recipient to verify the shipment upon its arrival at the port of destination. The precision and thoroughness of the packing list are vital to guaranteeing a trouble-free customs process for the goods and to ensure that the consignee accurately receives the items.

Importance of Packing List in International Transport

Packing list plays the following important roles in international transport:

• Customs clearance convenience: When customs examines goods, they will classify and check according to the information on the packing list to ensure the compliance of the goods.
• Cargo tracking: Packing list can help logistics companies and consignees track the status and location of goods.
• Loss claim: In the event of damage or loss of goods, the packing list provides the necessary evidence to facilitate claims.
• Warehouse management: Warehouse managers can arrange the storage and management of goods according to the information on the packing list.

What is the format of the packing list?

The packing list usually includes the following:

• Packing list name: such as “PACKING LIST” or “DETAILED PACKING LIST”.
• Number: consistent with the invoice number, used to identify and track documents.
• Contract number or sales confirmation number: corresponding to the transaction contract or sales confirmation.
• Mark: the packaging mark of the goods, used to distinguish different batches of goods.
• Box number: the unique number of each box.
• Goods number: the name or number of the goods.
• Goods description: a detailed description and specifications of the goods.
• Quantity: the number of goods in each box.
• Gross weight: the total weight of each box.
• Net weight: the net weight of the goods in each box.
• Box size: the size of each box.
• Total: the total number of packages, total gross weight, total net weight and total volume of all goods.
• Signature and seal of the issuer: the signature and seal of the shipper or agent.

You can refer to the picture below:

The difference between a packing list, a bill of lading, and a commercial invoice

Introduction to Bill of Lading:
A bill of lading (B/L) is like a contract and is a legal document between a carrier and a shipper. It acts as a receipt and proof of ownership for the goods. Once the goods are loaded onto a means of transport (such as a ship or aircraft), the carrier will issue a bill of lading to the shipper.
In addition, a bill of lading usually contains details such as the type of goods, quantity, transportation route, and special instructions. It focuses on the transportation aspects of the goods, including contractual obligations and risk transfer between the two parties.

Introduction to Commercial Invoice:

A commercial invoice is an official document that functions as a sales contract, detailing the monetary aspects of a commercial transaction. It delineates the conditions of the sale, such as the negotiated price, payment conditions, and other business-related information.

Moreover, commercial invoices are pivotal for the customs clearance process and are crucial in determining the import duties, taxes, and any additional fees associated with the imported goods. On the other hand, a packing list supplies comprehensive details about the contents of the shipment and is particularly necessary during the inspection of the goods.

What is the difference between a bill of lading, a commercial invoice, and a packing list?

• Bill of lading: A bill of lading is a cargo transportation document issued by a carrier or its agent to a shipper to prove that the goods have been loaded on board and handed over to a shipping company for transportation. The bill of lading lists the name, quantity, packaging, mode of transportation and other information of the goods. It is a certificate of property rights and the basis for picking up the goods.
• Commercial invoice: Commercial invoice is one of the most basic documents in foreign trade transactions. It is used to record the transaction information and price of goods. It is also the basis for settling the payment. The content of the commercial invoice includes the names of the buyer and seller, the name, quantity, unit price and total amount of the goods.
• Packing list: The packing list is a list that records the details of the packaging of the goods. It is a supplementary document to the invoice and is used for customs inspection and verification of the goods. The packing list records the packaging of the goods in detail, including the name, specifications, quantity, weight and other information of the goods.

Common mistakes to avoid on packing lists

• Inaccurate information: The information on the packing list must be consistent with the actual situation of the goods. Any inaccurate information may lead to customs inspection or consignee rejection.
• Weight discrepancy: The total weight on the packing list must be consistent with the weighed weight, with a difference of no more than 3%, otherwise it may cause customs questions or additional fees.
• Missing necessary information: The packing list must contain all necessary information, such as contract number, mark, box number, cargo number, etc. Missing any one of them may make the document invalid.
• Incomplete signature: The packing list must be signed and stamped by the shipper or agent. Missing a signature may result in the document being rejected.
• Improper format: The format of the packing list should be clear and neat, and comply with international trade practices and customs requirements.

FAQ about packing list

What are the types of packing lists?

According to the requirements of the letter of credit or contract, packing lists can be divided into different types such as detailed packing lists and neutral packing lists. The detailed packing list records the packaging of the goods in detail, while the neutral packing list does not indicate the name and signature of the seller.

What are the use scenarios of packing lists?

Packing lists are not only used for customs inspection and consignee verification in international trade, but are also often used in domestic logistics, warehousing management and other scenarios to ensure the accuracy and safety of goods.

What are the skills for making packing lists?

When making packing lists, the accuracy and completeness of the information should be ensured, while paying attention to the standardization and clarity of the format. Professional document software or templates can be used to simplify the production process.

What are the key points for the review of packing lists?

When examining packing lists, it is crucial to concentrate on the following aspects: the accuracy of the information provided, the completeness of the document, adherence to format standardization, and the authenticity of signatures and seals. It is essential to confirm that the packing list adheres to international trade conventions and satisfies customs specifications.

Presou Logistics is a renowned freight forwarding firm based in Shenzhen, China. Throughout its history, the company has effectively catered to over 10,000 importers and shippers, facilitating the transportation of a diverse range of goods from China.

Through established collaborations with prominent shipping lines, Presou is able to secure highly competitive freight rates for its clients. Moreover, the company boasts a team of skilled professionals adept at managing all requisite documentation, including container packing lists. Presou is committed to the efficient delivery of your merchandise, whether it is being transported to a specific port or directly to your final destination.