The ultimate guide to packing lists for international shipments: steps, best practices, and free template

What is a packing list and why is it essential for international shipping?

A packing list is a detailed document that accompanies a shipment, outlining the items being shipped, their quantities, weight, and packaging details. It acts as a comprehensive inventory for both the sender and the receiver, helping customs authorities verify what is being shipped, ensuring accurate delivery, and simplifying the handling of goods. Without a packing list, shipments can face delays, fines, or even confiscation at customs.

The packing list serves as a key tool to facilitate international trade by ensuring that all parties involved in the transaction are on the same page. In addition, it helps minimize errors, disputes, and logistical complications.

Why is a packing list important?

Customs clearance

Customs authorities rely on the packing list to cross-check the items being imported or exported. It helps verify whether the details in the commercial invoice align with the shipment's contents. Without a packing list, customs clearance could be delayed or even blocked.

Inventory verification

For both the seller and buyer, the packing list is vital to ensure that all items in the shipment are accounted for. It provides a simple and clear way to check if the correct goods have been sent and received.

Avoiding disputes

By providing an accurate packing list, both parties can avoid misunderstandings about what is included in the shipment. This is especially useful if any items are damaged or missing.

Shipping documentation

The packing list complements other shipping documents, such as the commercial invoice and bill of lading. It works alongside them to ensure smooth shipping operations and clear communication.

Learn more about essential freight documents for international shipping to understand how the packing list fits into the full shipping process.

Key components of a packing list

Shipper and receiver information

Just like the commercial invoice, the packing list should include the name, address, and contact details of both the sender and the receiver.

Itemized list of contents

A detailed breakdown of each item being shipped, including:

1. Item description: What is being shipped (e.g., "Men’s leather shoes").
2. Quantity: How many units are included.
3. Weight: The weight of each item or total weight per box.
4. Dimensions: The size of each box or container.
5. Bad example: "Shoes"
6. Good example: "10 pairs of men’s leather shoes, size 42"
7. Packaging details
   • Indicate how the goods are packed (e.g., in boxes, pallets, or crates) and the type of packaging used (e.g., cardboard boxes, shrink wrap, etc.).
8. Shipping marks
   • Include any barcodes, reference numbers, marks or labels on the packaging, such as “Fragile,” “Handle with care,” or “This side up,” to ensure proper handling during transit.
9. HS code (Harmonized System code)
   • Just like with the commercial invoice, it's important to include the correct HS code for each product being shipped.
10. Shipment information
    • Details such as shipment weight, volume, and the total number of packages.

When do you need a packing list?

1. For international shipments
   • If you’re sending goods across international borders, a packing list is essential. It accompanies the shipment to help ensure smooth customs clearance and delivery.
2. For customs declarations
   • Customs will request the packing list to confirm the contents of the shipment and ensure compliance with import/export regulations.
3. When using freight forwarders
   • If you’re using a freight forwarder to handle the shipment, they will require a packing list to ensure everything is accounted for and to organize the logistics.
4. In case of insurance claims
   • If any items are damaged or lost during transport, the packing list can serve as proof of what was included in the shipment, helping to resolve insurance claims.

Download our free packing list template

Creating a packing list from scratch can be time-consuming and prone to errors. To make the process easier, we’ve created a free, downloadable packing list template that includes all the essential fields you need for accurate shipping documentation.

✅ Pre-formatted for easy use
✅ Includes all necessary fields for international shipments
✅ Ensures compliance with customs regulations

Using this template helps you avoid missing crucial details, reducing the risk of customs delays and disputes over shipment contents.

How to create a packing list

1. Use a template
   • Start with a template or form that includes all the necessary fields: shipper and receiver details, item descriptions, quantities, weights, and packaging info.
2. Ensure accuracy
   • Double-check the items listed on the packing list against the actual shipment. Any discrepancies can cause delays or customs issues.
3. Be clear and detailed
   • Avoid generic descriptions like “Clothing” or “Electronics.” Specify the exact type, brand, model, and any other relevant details.
4. Label and include packing details
   • Make sure that the packing list clearly outlines how the goods are packed. If the items are in multiple packages, list the details for each package (e.g., box 1 of 5, box 2 of 5, etc.).

Conclusion

The packing list is a crucial document in international shipping. By providing accurate and detailed information, you help ensure smooth customs clearance, prevent disputes, and simplify the shipping process. It serves not only as a checklist for both the sender and the receiver but also as a vital tool for customs authorities and freight forwarders.

Follow these best practices and download our free packing list template to streamline your international shipments and avoid unnecessary delays.