Short answer: A packing list records the physical shipment: who ships and receives, the items and quantities, how they are packed, package counts, net and gross weights, dimensions and marks. The commercial invoice records the sale and value. The two should agree, and the packing list does not replace the invoice.
Not legal, customs or tax advice. General information only; check duties, documents and contract terms with your customs broker or adviser.
Packing list fields
| Packing list field | What to record | Note | Source |
|---|---|---|---|
| Parties | Exporter and consignee or buyer names, addresses, contacts | Should match the commercial invoice | [1, 3] |
| Reference numbers | Invoice number, shipper and buyer references | Links the packing list to the commercial invoice | [1, 3] |
| Shipment details | Shipment date, transport mode, carrier | Listed per trade.gov | [1] |
| Item details | Quantity, description, nature and specification of goods | Itemized per line | [1, 3] |
| Packages | Package type, number of packages, contents of each package | Package numbering helps the forwarder prepare the bill of lading | [2, 3] |
| Weights | Net, gross and tare weights | Gross and net in kilograms per trade.gov | [1, 3] |
| Dimensions and marks | Package dimensions and shipping marks | Should match cargo and transport documents | [1, 3] |
| Pricing | Not required on a packing list | Price and payment belong on the commercial invoice | [3] |
| Difference from invoice | Packing list: contents and packaging; invoice: sale, payment, shipping terms | Not a substitute for each other | [1, 2, 3] |
Packing list fields and the commercial invoice difference
Steps to prepare it
- Start from the order and invoice. Use the same item descriptions and quantities as the commercial invoice. [1, 3]
- Number and describe packages. Record package type, count, contents and markings for each. [2, 3]
- Add weights and dimensions. Net, gross and tare weights and the size of each package. [1, 3]
- Add parties and shipping details. Consignee, carrier, mode and date. [1, 3]
- Cross-check. Compare with the invoice and the transport document before release. [3]
Checklist before the goods leave
- [ ] Put exporter and consignee names and addresses on the list [1, 3]
- [ ] Quote the commercial invoice number [1]
- [ ] Add shipment date, mode of transport and carrier [1]
- [ ] Itemize each product with description and quantity [1, 3]
- [ ] State package type and number of packages [1, 2, 3]
- [ ] List contents of each package [3]
- [ ] Give net and gross weights [1, 3]
- [ ] Give package dimensions and shipping marks [1, 3]
- [ ] Leave prices off the packing list unless the buyer asks [3]
- [ ] Check it matches the commercial invoice and bill of lading or airway bill [1, 3]
- [ ] Confirm the cargo actually packed matches the list before shipping (general practice)
Cautions
- Requirements differ by destination and shipment; one source notes a packing list is not always required.
- General information, not legal advice.
Related pages on this site
| Page on this site | What it holds |
|---|---|
| Exporting frames and boards from India: documents, packing and payment | Documents for exporting from India |
| Packing glass and acrylic fronted frames for transport: what the sources say and where they differ | Packing fragile fronted frames |
| SKU and Barcode Register Template for Frame Ranges | SKU and barcode register |
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Sources: [1] Common Export Documents (U.S. International Trade Administration (trade.gov), fetched 2026-11-12); [2] Ten Common Export Documents You Should Know About (Export-Import Bank of the United States (EXIM), fetched 2026-11-12); [3] The packing list (ExportHelp (South African government trade portal), fetched 2026-11-12). As of 2026-11-12. General information, not legal, customs or tax advice. Wording is paraphrased from the pages linked; your written quote and contract govern.