Packing List Template - Free Online

Packing ListTemplate

A packing list is a detailed document that accompanies international shipments, outlining the items being shipped, their quantities, weights, dimensions, and packaging details. It helps customs authorities verify shipment contents and assists freight forwarders in planning logistics.

DESCRIPTION	QTY	KIND & NO OF PKGS	NET WT (KG)	GROSS WT (KG)	MEAS. (M³)
Stainless Steel Cookware Set	500	CTN X 50	450.00	520.00	12.500
Non-stick Frying Pan 28cm	1000	CTN X 100	600.00	680.00	18.200
Kitchen Utensil Set (5pc)	800	CTN X 40	320.00	360.00	8.600


Total	2300	190	1370.00	1560.00	39.300

DESCRIPTION

QTY

KIND & NO OF PKGS

NET WT (KG)

GROSS WT (KG)

MEAS. (M³)

Stainless Steel Cookware Set

500

CTN X 50

450.00

520.00

12.500

Non-stick Frying Pan 28cm

1000

CTN X 100

600.00

680.00

18.200

Kitchen Utensil Set (5pc)

800

CTN X 40

320.00

360.00

8.600

Total

2300

190

1370.00

1560.00

39.300

What is a Packing List used for?

A packing list is one of the essential documents in international trade that provides a comprehensive inventory of goods being shipped. Unlike the commercial invoice which focuses on financial details, the packing list details the physical characteristics of the shipment - how items are packed, their individual and total weights, dimensions, and the number of packages or containers.

Customs authorities worldwide rely on packing lists to verify that declared contents match what is actually being shipped. According to the World Customs Organization, inaccurate or incomplete documentation is responsible for 75% of shipment delays. The packing list helps customs officers conduct inspections efficiently without needing to open every package, and it serves as a reference when assessing compliance with import regulations.

Beyond customs clearance, the packing list is used by freight forwarders to calculate shipping costs and plan logistics, by warehouse teams to verify received goods, and by banks when processing letters of credit. It also serves as crucial documentation for insurance claims in case of loss or damage during transit.

Customs clearance and verification of shipment contents by importing country authorities

Freight cost calculation based on weight and dimensions by carriers and forwarders

Verification of received goods by warehouse teams and consignees

Supporting documentation for letters of credit and bank transactions

Filing insurance claims in case of cargo loss or damage during transit

Creating bookings and obtaining Bills of Lading from international carriers

How to create a Packing List

Start a new document

Open ovrseas and create a new export document. Select Packing List from the available document types.

Enter shipper and consignee details

Add the complete names and addresses for both the exporter (shipper) and consignee, including contact information for communication during shipping.

Add package information

Enter detailed information for each item including description, quantity, number of packages, package type, net weight, gross weight, and measurements.

Specify shipping details

Add shipping information including method of dispatch, vessel/aircraft name, voyage number, ports of loading and discharge, and departure date.

Review and generate

Review all information for accuracy, ensure weights and package counts match your commercial invoice, add your authorized signature, and generate your professional PDF.

Create in ovrseas

Your questions, answered.

While both documents are used in international shipping, they serve different purposes. The commercial invoice handles the financial side - who is selling, who is buying, and for how much. It includes prices, payment terms, and total values. The packing list focuses on physical details - how goods are packed, their weights, dimensions, and number of packages. Unlike the commercial invoice, a packing list contains no pricing or payment information. Both documents should have matching quantities and item descriptions to avoid customs issues.

A comprehensive packing list should include: shipper and consignee details with full addresses, shipment reference numbers, detailed product descriptions, quantities, number of packages with type (carton, pallet, etc.), net weight and gross weight for each item and totals, package dimensions/measurements, shipping details (vessel, ports, dates), and any special handling instructions. For international shipments, HS codes are recommended to help customs classify goods accurately.

While not technically a legal requirement in all cases, a packing list is strongly recommended and often practically necessary for international shipments. Customs officials rely on packing lists to verify shipment contents without opening every package. Without one, shipments can face delays, additional inspections, fines, or even confiscation at customs. Banks also require packing lists when processing letters of credit.

The responsibility for creating the packing list falls on the seller (exporter) or their designated logistics provider. The seller has direct knowledge of what items are being included in the shipment and can provide accurate details on packaging, weights, and dimensions. However, freight forwarders or customs brokers may assist in preparing or verifying the document.

Inaccurate or incomplete packing lists can cause significant problems. According to the World Customs Organization, documentation errors cause 75% of shipment delays. Discrepancies between the packing list and commercial invoice - such as different item counts or weights - may trigger customs inspections, resulting in delays, storage fees, and additional costs. In severe cases, goods may be held, returned, or confiscated.

Yes, absolutely. The information on the packing list must match the corresponding fields on the commercial invoice. Product descriptions, quantities, and reference numbers should be consistent across both documents. Mismatches between these documents are one of the most common reasons for customs delays and inspections. Always verify both documents before shipping.

Yes, when shipping containerized goods, each container should have its own packing list. Each list should clearly state the container number, seal number, and detailed contents of that specific container. This helps customs officials and warehouse teams identify and verify goods within each container without confusion.

A valued packing list combines elements of both a packing list and commercial invoice by including item prices alongside physical details like weights and dimensions. Some countries or shipping methods may require this combined document. However, in most cases, keeping the commercial invoice (with values) and packing list (with physical details) as separate documents is standard practice.

Yes, the packing list serves as crucial documentation for insurance claims. If items are damaged or lost during transit, the packing list provides proof of what was included in the shipment, including descriptions, quantities, and weights. Insurance providers use this document to verify claims and determine compensation. Always keep copies of your packing list for your records.

Yes, you can create packing lists for free on ovrseas. Our platform allows you to generate professional packing lists with all required fields for customs clearance. Simply create an account to access the template along with other essential trade documents like Commercial Invoices, Bills of Lading, and Certificates of Origin.

You should include both net weight and gross weight on your packing list. Net weight is the weight of the goods only, while gross weight includes the weight of packaging materials (boxes, pallets, wrapping, etc.). Gross weight is important for freight calculations and handling, while net weight is often required for customs duty calculations. Always use consistent units (typically kilograms for international shipping).

The number of copies needed varies by destination and shipping method. Generally, you need at least 3 copies: one for the consignee, one for customs clearance, and one for your records. Some countries require additional copies. Check with your freight forwarder for specific requirements. Electronic copies are increasingly accepted, but physical copies may still be required in some regions.

Method of Dispatch Sea Freight	Type of Shipment FCL	Vessel / Aircraft MSC AURORA	Voyage / Flight No AU2501E
Country of Origin United States	Port of Loading Los Angeles, USA	Country of Destination Australia	Port of Discharge Sydney, Australia
Date of Departure 15 Jan 2025	Final Destination Sydney, Australia	B/L Number MSCU1234567890