Packing List Template (Free, With Fields + Example)
Free packing list template guide: every field to include, a filled-in example, how it differs from an invoice, and how to use it for export shipments.
Quick answer: A packing list template is a reusable document that lists everything inside a shipment: shipper and consignee, order and invoice references, each item and quantity, how goods are packed (cartons, pallets), package marks, dimensions and net and gross weights. It travels with the goods and usually shows no prices, unlike an invoice.
A good packing list prevents disputes ("we only got 9 cartons"), speeds up receiving, and makes export shipments smoother. This guide gives you a packing list template structure, the fields to include, a filled-in example and tips for international shipments.
What Is a Packing List?
A packing list (also called a packing slip, shipping list or packing note) is a document prepared by the seller that describes the physical contents of a shipment. The buyer uses it to check the delivery, the warehouse uses it to confirm the pick, and carriers and customs use it to identify packages.
It is different from the documents it travels with:
| Document | Main purpose | Shows prices? |
|---|---|---|
| Packing list | What is in each package, counts, weights, dimensions | Usually no |
| Invoice | Request for payment | Yes |
| Commercial invoice | Customs valuation and sale terms for exports | Yes |
| Bill of lading or air waybill | Contract of carriage and receipt by the carrier | Not normally |
| Delivery note | Proof the goods were delivered and received | Usually no |
For a deeper comparison, see packing slip vs invoice and bill of lading vs commercial invoice.
What Should a Packing List Template Include?
Header fields
- Title: "Packing List"
- Packing list number and date
- References: invoice number, purchase order number, order number
- Shipper / exporter: business name, address, phone, email
- Consignee: who receives the goods (may differ from the buyer)
- Buyer / bill-to party if different from the consignee (see billing address vs shipping address)
- Shipping details: carrier, service, tracking or bill of lading number, ship date
Item and package fields
- Item number or SKU
- Description (clear enough to identify the goods without a catalog)
- Quantity ordered, quantity shipped, quantity backordered
- Unit of measure (each, box, dozen, kg)
- Package number or carton range (for example, cartons 1 to 4)
- Package type (carton, pallet, crate, drum)
- Dimensions per package (L x W x H)
- Net weight and gross weight per package
- Marks and numbers printed on the packages
Export fields
- Country of origin of the goods
- HS code (often listed on the commercial invoice too; see HS codes on a commercial invoice)
- Incoterms rule matching the commercial invoice (see Incoterms on an invoice)
- Port of loading and port of discharge for sea freight
- Total packages, total net weight, total gross weight, total volume (cubic meters or cubic feet)
Footer fields
- Packed by, checked by and date
- Special handling notes (fragile, keep dry, this side up)
- Instructions for reporting shortages or damage, with a deadline
Packing List Example
Here is a filled-in example for a small export shipment of kitchenware from a US seller to a retailer in Canada.
Packing List PL-2026-0418 | Date: Oct 29, 2026 | Invoice INV-2026-0418 | PO 77812
Shipper: Northline Home Goods LLC, Columbus, OH, USA
Consignee: Maple Kitchen Supply Ltd., Toronto, ON, Canada
Carrier: LTL freight, BOL 4410982 | Incoterms: DAP Toronto
| Carton | SKU | Description | Qty | Net wt | Gross wt | Dimensions |
|---|---|---|---|---|---|---|
| 1 to 4 | NH-SK-10 | 10 in cast iron skillet, pre-seasoned (6 per carton) | 24 | 4 x 13.8 kg | 4 x 15.0 kg | 40 x 30 x 28 cm |
| 5 to 6 | NH-DO-55 | 5.5 qt enameled Dutch oven (2 per carton) | 4 | 2 x 11.6 kg | 2 x 13.2 kg | 45 x 35 x 30 cm |
| 7 | NH-UT-SET | Wooden utensil set, 5 piece (20 per carton) | 20 | 4.0 kg | 4.8 kg | 50 x 30 x 20 cm |
| Totals: 7 cartons on 1 pallet | 48 | 82.4 kg | 91.2 kg (pallet adds 18 kg: 109.2 kg) | 120 x 80 x 95 cm | ||
Country of origin: USA. Packed by: J. Ortiz. Checked by: R. Patel. Report shortages within 5 business days of delivery.
Check that totals match the commercial invoice exactly. Mismatched quantities or weights between documents are one of the most common reasons customs asks questions. The matching commercial invoice is covered in our commercial invoice template guide, and you can create the sales invoice itself with the free invoice generator.
How to Fill Out a Packing List Step by Step
- Start from the order or invoice so SKUs, descriptions and quantities match.
- Pack and number each carton and write marks on the outside (consignee name, PO, carton x of y).
- Weigh and measure each package after packing, not from catalog data.
- Record what went into each carton, including partial cartons and backorders.
- Total everything: packages, units, net and gross weight and volume.
- Have a second person check the count against the list and sign.
- Distribute copies: inside the shipment, on the outside in a pouch, to the forwarder, and to the buyer by email.
How Is a Packing List Used for Export Shipments?
For international shipments, the packing list is part of the standard document set alongside the commercial invoice, the bill of lading or air waybill, and sometimes a certificate of origin. The International Trade Administration lists it among common export documents. Freight forwarders use it to book space and prepare transport documents, and customs officers in the destination country may use it to decide which cartons to open during an inspection.
For customs, consistency matters more than design. The description, quantity and weights on the packing list should match the proforma or commercial invoice, and marks on the boxes should match the marks column. If you ship samples or goods with no sale, see no commercial value invoices.
Packing List Template Formats
| Format | Best for | Tips |
|---|---|---|
| Spreadsheet (Excel, Google Sheets) | Multi-carton shipments | Use formulas for totals, export to PDF |
| Word or Docs | Occasional shipments | Lock the table layout, keep a blank master |
| Ecommerce or shipping software | Daily parcel orders | Auto-generated packing slips from orders |
| Sending to forwarders and buyers | Fixed layout, easy to print |
Print on the paper size your carrier and customers use; see invoice paper size for A4 vs Letter.
Packing List vs Packing Slip vs Delivery Note: Which Do You Need?
Small businesses often wonder whether they need all three. In practice, it depends on how you ship:
| Situation | Document to use | Why |
|---|---|---|
| Ecommerce parcel to a consumer | Packing slip | Customer checks items; no prices if it is a gift |
| B2B delivery by your own van | Delivery note signed by the receiver | Proof of delivery for disputes; see the delivery note template |
| LTL or pallet freight | Packing list | Carrier and receiver need carton counts and weights |
| International shipment | Packing list plus commercial invoice | Forwarder and customs match goods to the invoice |
| Shipments in South Asia without a sale (transfers, job work) | Delivery challan | See delivery challan format |
If the buyer issued a purchase order, quote its number on the packing list as well as the invoice. Their receiving team usually checks deliveries against the PO, and a matching reference speeds up the three-way match between PO, packing list and invoice before your invoice is approved for payment.
How to Handle Partial Shipments and Backorders
When you cannot ship the whole order at once, the packing list should make that obvious. Use three quantity columns (ordered, shipped, backordered) and mark the shipment "Partial shipment 1 of 2". The next packing list should reference the same order and show the remaining quantity. Only invoice what you actually shipped, unless your agreement says otherwise, so the invoice, packing list and goods received all agree. If the customer was already invoiced for the full order, issue a credit note or adjust the next invoice rather than leaving the mismatch for their accounts team to find.
For damaged or short deliveries, ask the receiver to note the problem on the carrier's delivery receipt before signing, photograph the cartons, and compare the count against the packing list. That record makes carrier claims and customer credits far easier.
Common Packing List Mistakes
- Quantities that differ from the invoice because of a last-minute backorder that was not updated.
- Vague descriptions like "parts" or "samples" that do not identify the goods.
- Catalog weights instead of actual weights.
- Missing carton numbers, which makes it impossible to tell which box is missing.
- Prices on the packing list when the recipient is not the buyer.
- No reference to the invoice or PO.
A clear packing list template saves time on every shipment and every dispute. Pair it with a matching invoice from the invoice generator on this site, which is free, needs no sign-up and creates a PDF in your browser, and keep invoice and packing list numbers linked with a consistent scheme from the invoice number generator.
Frequently asked questions
Is a packing list the same as a packing slip?
They are close and the terms are often used interchangeably. A packing slip usually travels inside a domestic parcel and lists the items for the customer to check. A packing list is typically more detailed and used for freight and export shipments, adding package counts, dimensions, weights and marks so carriers, freight forwarders and customs officers can identify each package. Many small businesses use one document for both purposes.
Does a packing list show prices?
Usually not. A packing list describes what is physically in the shipment: items, quantities, packages, weights and dimensions. Prices, taxes and payment terms belong on the invoice or commercial invoice. Leaving prices off is useful when goods go to a different person than the buyer, such as a gift recipient or a customer of a reseller who drop ships the order.
Is a packing list required for international shipping?
It is not always legally required, but it is a standard export document and many freight forwarders, carriers, banks under letters of credit and customs authorities expect one. It helps customs match the physical goods to the commercial invoice and can speed inspections. Check the destination country's requirements and your forwarder's instructions before you ship.
Who prepares the packing list?
The seller or shipper normally prepares it, because they know exactly what was packed in each carton or pallet. In larger operations the warehouse generates it from the order system when the order is picked and packed. A freight forwarder may also ask for it to prepare other documents, such as the bill of lading or air waybill.
Where do you attach a packing list?
For parcels, place it inside the box on top of the goods, or in a clear adhesive pouch on the outside marked packing list enclosed. For export freight, put one copy inside a carton or on the pallet, attach one to the outside in a document pouch, and send copies to the forwarder and buyer with the commercial invoice.
What is the difference between net weight and gross weight on a packing list?
Net weight is the weight of the goods alone. Gross weight is the weight of the goods plus packaging, such as cartons, padding and pallets. Carriers usually charge based on gross weight or dimensional weight, whichever is higher, while customs and some regulations may refer to net weight. Show both, with the unit (kg or lb), for each package and in total.
Can I make a packing list in Excel or Google Sheets?
Yes. A spreadsheet works well because you can add rows for each carton and use formulas to total quantities and weights. Save a master copy, duplicate it for each shipment, fill in the order and package details, and export it as a PDF so the layout does not change when someone opens it on another device.
Should the packing list number match the invoice number?
It helps to link them. Many businesses use the invoice or order number as a reference on the packing list, or give the packing list its own number with the invoice number shown next to it. The key is that anyone holding the packing list can find the matching invoice, purchase order and shipping document quickly.
Invoice Creator Editorial Team
Guides on invoicing, cash flow and small-business finance from Invoice Creator, operated by Next Software Development Company. Content is reviewed for accuracy against the fields our own invoice generator produces.
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