Packing list: Definition, types, and how to complete them

Thanks to packing lists, warehouse associates know which products to include in each order, consumers receive a breakdown of what they’re getting, and customs offices can monitor the goods entering and leaving countries.

What is a packing list?

A packing list is a breakdown of all the items contained in an order. This fundamental document in warehouse management serves multiple purposes. Firstly, it helps warehouse pickers identify what items to retrieve from the shelves to complete each order. Secondly, it allows recipients to review the detailed contents of the package they’ve received. Finally, this breakdown is widely used in export operations and international trade.

When creating the document, you can always use a preexisting warehouse packing list template. Of course, some companies prefer to customize their own based on their needs and the characteristics of their products. Due to technological advancements, packing lists are no longer limited to paper formats. In addition to preparing them manually, you can also generate them automatically with a warehouse management system like Easy WMS.

How to complete a packing list

Beyond outlining the items in the shipment, a proper packing list should incorporate a description of how they’re organized, such as the number of packages that make up the consignment. The more detailed the information, the more practical it will be, as it may also be required for customs clearance. Similarly, it’s advisable to keep a copy of the packing list in case of delays or claims.

Fields of a packing list in logistics

Below are some of the key details to include in a packing list. These should be more comprehensive and specific when the document is intended for international transactions:

• Order placement and shipment dates.
• Sender’s contact details: useful if the shipment needs to be returned to its origin.
• Recipient’s contact details: crucial for identifying the person or company receiving the parcel(s).
• Origin and destination addresses.
• Vehicle data (plane, ship, or truck) and the transportation document number.
• Total quantity of packages in the shipment and type of packaging: particularly important for packing lists related to transportation.
• Description of each parcel: including weight and size.
• Total weight and volume of all items.
• Marks and references.
• Commercial invoice number: relevant for packing lists linked to external operations rather than intralogistics processes.

Types of packing lists in logistics

Packing lists are generally divided into two types. The first are those employed internally or in the warehouse (i.e., lists of items to be included in a specific order, serving as proof and similar to a packing slip). The second are those required for customs operations between countries.

If the packing list is for an international shipment, these fields should be added:

• Harmonized System (HS) code: Customs officials use this number to classify shipments and accurately calculate applicable tariffs and restrictions. HS codes can be obtained from the government websites of the respective countries.
• Container details: When preparing packing lists for customs, it’s helpful to specify what’s been placed into each unit load.
• Total value of the shipment and of each parcel.

Any errors in the information provided on the packing list can lead to delays in customs clearance, resulting in goods being held up and incurring additional costs.

Packing list vs. delivery order

Although they may seem similar, there are some differences between packing lists and delivery orders (aka delivery notes). Packing lists are used between senders and final recipients. They provide more detailed information than delivery orders, such as pricing details.

Delivery orders, meanwhile, are documents in which a company instructs a carrier or warehouse to release specific goods and deliver them to a third party. These documents are particularly common in international transportation and maritime logistics.

Packing list example

Packing lists can vary in detail, but as a rule, they contain information such as product types, quantities, and descriptions of their volume, size, and packaging. Here are several elements to include and their possible order:

1. Header: company logo and name, along with a title identifying the document as a packing list.
2. Sender’s address and order information: shipment date, order number, and carrier details.
3. Delivery and billing addresses.
4. List of packages: including the weight and dimensions of each.
5. Summary of products: number of parcels and their SKUs, quantities, weights, and dimensions.
6. Optional observations: for example, notes on the need for additional equipment (such as a forklift).

Optimize packing list creation with Interlake Mecalux

In today’s logistics landscape, managing information efficiently is more critical than ever. Are you looking to create packing lists and delivery notes quickly while streamlining communication between carriers and other stakeholders? Be sure to contact us. At Interlake Mecalux, we specialize in automated solutions and their supervision with our Easy WMS warehouse management system. Additionally, we provide visibility across large distribution networks through Easy DOM. Our company has been sharing its extensive intralogistics expertise since 1966. Let us put it to work for you.