A buyer opens a carton and finds fewer pieces than the invoice says. A customs officer wants to inspect one item in a container of two hundred cartons. A carrier needs to know the true size of a shipment before pricing it. All three questions are answered by the same document, the packing list.
This guide explains what a packing list is, what it should contain, how it differs from the commercial invoice and what a clean example looks like.
What is a packing list?
A packing list is a shipping document that describes what is inside each package of a consignment. It states the number of packages, what each one contains, and its weight and dimensions. It does not state price.
The exporter, or the exporter's team, usually prepares it. It travels with the shipment and is used by the buyer, the freight forwarder, the carrier and customs. For exports from India, it is mandatory for every export shipment.
Why the packing list matters
- Customs. Officers use it to check the cargo against the declaration and to decide what to inspect.
- Carriers and forwarders. Weight and size drive the freight charge and the stowage plan. Our guide on how to calculate international freight charges shows how those figures turn into cost.
- Buyers. They check the delivery against the list, carton by carton.
- Banks. Under a letter of credit, the packing list is often one of the documents presented for payment.
- Disputes. If goods arrive short or damaged, the list is a record of what was packed.
Packing list vs commercial invoice
| Point | Packing list | Commercial invoice |
|---|---|---|
| Purpose | Describes contents and packing | States the sale and value |
| Shows price | No | Yes |
| Shows weight and dimensions | Yes | Usually not |
| Used for | Inspection, handling, delivery check | Customs value, payment, duty |
The two documents can be combined into one, but one cannot replace the other. Whichever format you use, quantities and descriptions must agree.
What an export packing list should contain
- Exporter name, address and contact details
- Consignee name and address
- Invoice number and date
- Purchase order or reference numbers
- Country of origin and country of final destination
- Port of loading and port of discharge
- Vessel or flight details, once known
- Container and seal numbers for container shipments
- Shipping marks and carton numbers
- Description of goods for each package
- Quantity per package and total quantity
- Net weight, gross weight and dimensions per package
- Total number of packages, total weights and total volume
- Declaration that the information is correct
- Date, signature and stamp of the authorised signatory
Adding the HS code for each line is a common practice. It helps the broker prepare the customs filing, and our guide to HS codes explains how to find the right one.
Sample packing list
This sample is for illustration only. Replace the details with your own.
Exporter: ABC Textiles Pvt. Ltd., Delhi, India Consignee: XYZ Home Imports Ltd., Hamburg, Germany Invoice no.: INV-2026-014 dated 15 November 2026 Port of loading: Nhava Sheva, India Port of discharge: Hamburg, Germany
| Carton nos. | Description | Qty per carton | Total qty | Net kg per carton | Gross kg per carton | Size per carton (cm) |
|---|---|---|---|---|---|---|
| 1 to 10 | Cotton bed sheets | 50 pcs | 500 pcs | 20 | 22 | 60 x 40 x 35 |
| 11 to 16 | Cotton pillow covers | 120 pcs | 720 pcs | 9 | 10.5 | 50 x 40 x 30 |
Totals: 16 cartons, 1,220 pieces, net weight 254 kg, gross weight 283 kg, volume 1.20 cubic metres.
Check the arithmetic the way a carrier would. Ten cartons at 22 kg plus six cartons at 10.5 kg give 283 kg gross. The volume is 0.84 cubic metres for the sheets plus 0.36 for the pillow covers. If this went by air, the volumetric weight would be 1.2 million cubic centimetres divided by 6,000, which is 200 kg. Gross weight is higher, so the freight is charged on 283 kg.
Format tips
- Use one packing list per invoice. It keeps references clear for customs and the buyer.
- Number cartons in sequence. Match the numbers to the labels printed on the cartons.
- Use consistent units. Write weights in kilograms and sizes in centimetres, and give volume in cubic metres.
- Give net and gross weights separately. Gross includes packing material.
- Match the invoice exactly. Descriptions, quantities and reference numbers should be identical.
- Sign and date it. An unsigned list can be queried.
- Keep copies in the right places. Attach a copy to the outside of the shipment and keep another inside, as well as in your files and with your forwarder.
Packing list for FCL, LCL and air cargo
For a full container, add the container and seal numbers, and list cartons in loading order. For shared containers, the list also helps the consolidator separate your cargo from others at the destination. See our guides to FCL and LCL shipping for how the two differ. For air cargo, weight and dimensions per piece carry extra weight because they set the chargeable weight.
Common packing list mistakes
- Weights or carton counts that differ from the invoice or bill of lading
- Missing carton numbers or shipping marks
- Vague descriptions such as "garments" or "spares"
- Totals that do not add up
- No signature or date
- Details left unchanged after a last minute repack
Correct these before the cargo reaches the port. A mismatch found at inspection can hold the whole container.
How IWCC helps exporters with documents
Interworld Cargo Care checks the packing list against the invoice and shipping instructions before your cargo moves. Our customs clearance team prepares the shipping bill and flags mismatches early, so that clearance is not delayed at the port.