Packing List, a full form of PL in the shipping industry, is an important document used to define the specifics/contents of your cargo, so your carrier knows how much space is needed. This document is prepared by the shipper or exporter and used by freight forwarders, banks, and customs clearing.
In any unforeseen event, such as disputes, a packing list (PL) is used as a supporting document regarding the measurements and weight of the cargo. It might not be necessarily required by customs in most countries, but it is still an important piece of paper/document.
But what is included in a packing list? To find out, you must continue reading this article. This article is prepared by Alliance Shipping to increase your shipping knowledge, and in this case – what packing list is, where it is used, and how you can make/get one.
What Makes a Packing List?
Packing list sounds like a document that only comprises a list of commodities in your shipping cargo. But there is a lot more to that. Here’s the following information, which completes a packing list:
Starting with Shipper Information
- Company name
- Address
- Contact details
Consignee Information
- Recipient company name
- Address
- Contact details
Packing List Number
- Unique reference or document number
The above three are essential information that must be included, no matter what – as it is identification.
Date of Packing/Shipment: The date when goods were packed or shipped
Invoice Number: Reference to the commercial invoice for the shipment
Purchase Order Number (PO#): Optional, for cross-referencing buyer’s order
Shipment Details
- Mode of transport (air, sea, road)
- Carrier name or shipping line
- Port of loading and destination
- Container or tracking number (if applicable)
Description of Goods:
- Clear item name and description
- SKU or part numbers (if applicable)
Quantity of Each Item: Number of units per item
Unit of Measurement: Pieces, boxes, kilograms, liters, etc.
Packaging Details
- Number and type of packages (e.g., 10 cartons, 2 pallets)
- Packaging material (boxes, crates, drums)
- Dimensions of packages
- Gross weight (with packaging)
- Net weight (of the goods alone)
- Cubic meter measurement (important for freight calculation)
Country of Origin: Where the goods were manufactured
Special Instructions (if any)
- Handling instructions (e.g., “Fragile”, “Keep Dry”)
- Storage requirements
Signatures: Authorized signature from the shipper, Title, and Name of the person signing
The Role of Packing List
Packing list may seem like an ordinary inventory list, but it plays several important roles in logistics, customs clearance, and delivery operations. It adds a layer of accountability and traceability throughout the shipping process.
Here are the key roles of a packing list:
- Confirms the contents of a shipment at each stage
- Assists in customs clearance and documentation
- Helps carriers plan for weight, volume, and handling
- Supports receiving, inventory, and inspection at the destination
- Provides a basis for claims or disputes in case of loss/damage
Though they might seem like a document of little importance, it is crucial in cases of emergencies and unexpected stops at customs.
Importance of Having a Packing List:
- It shows how many products are being shipped.
- It can be used as proof when preparing the inland Bill of Lading.
- It includes details needed to create a Certificate of Origin.
- It gives most of the information needed for the Electronic Export Information (EEI) in the Automated Export System.
- If the goods are hazardous, it can act as proof of a Material Safety Data Sheet (MSDS).
- It’s used when booking space with an international shipping company and getting an international Bill of Lading.
- It helps the customs broker enter the goods correctly into the importing country’s system.
- It guides the buyer in checking and counting the products when they arrive.
- It can support a claim for payment under a letter of credit.
The Difference between Packing List and Commercial Invoice:
The similarity between the packing list and the commercial invoice is that they are important shipping documents. But when we talk about difference; a packing list mainly focuses on the physical details of the shipment, such as item descriptions, quantities, weights, dimensions, and packaging type, while a commercial invoice provides financial details, including the value of the goods, payment terms, and buyer/seller information.
A packing list becomes more and more complex based on what type of shipment it is. For simple goods, a basic description and quantity may be enough. However, for high-value or technical items like electronics or machinery, the packing list must be more detailed, including specific measurements, serial numbers, and sometimes individual item weights.
In some cases, when a packing list includes the value of each item along with full shipment details, it may also act as a commercial invoice. This is particularly useful for customs or freight purposes, especially when separate documents are not required.
So, the key difference between a packing list and a commercial invoice is that the packing list details the physical contents of the shipment, while the commercial invoice outlines the financial and transactional information, including item values and payment terms.
How You Can Get a Packing List?
To get an effective packing list, you should begin by following these steps:
- Review the Sales or Purchase Order
- Collect Item Details
- Prepare Shipment Information
- Organize Packaging Data
- Add Shipment Weights and Volume
- Double-Check for Accuracy
- Generate and Print the Packing List
After following the aforementioned steps, you should make sure you consider the tips below.
Tips for an Effective Packing List
- Ensure the packing list covers all items included in the shipment.
- Label each item and package clearly, including contact details to help with easy identification and communication.
- Use suitable packing materials and secure items properly to prevent damage during transport.
- Include a packing slip with the shipment, which lists all contents, and provide shipper/consignee contact information.
- Work with a trusted freight carrier known for safe handling and on-time delivery to reduce risks during transit.
Have You Aligned Your Shipping Documents?
That brings us to the end of our informative article on the Packing List (PL) – a key document that makes up for accountability in every cargo shipment. We hope this article helped you understand the purpose, structure, and role of Packing list in shipping.
At Alliance Shipping, we aim to simplify logistics by helping you stay informed and prepared. A well-prepared packing list is just one part of aligning your shipping documents, but it’s a critical one.
If you want to keep reading this type of information, stay connected with our series, Learn Logistics with Alliance Shipping. Feel free to contact us at +971 56 649 5103 or email manager.dxb@theallianceshipping.com. We’re here to help make your international shipping process stress-free.
