Creating A Packing List: How To Speed Up Shipping

Handling cross-border transport can be a headache—and it's one of the most important aspects to cross-border transport. Whether you are a carrier or shipper, there is a responsibility to ensure you have all the proper documents  you'll need for international transportation, as they are essential to clearing the cargo as well as tracking it and ensuring it lands in the correct hands. While a Bill of Lading, your invoice and a PARS/PAPS is essential, you also don’t want to forget your packing list. Whether you're shipping something domestically or internationally, a packing list will help keep you on track. We've got tips on how to create one with the right information and avoid potential delays at customs.

A packing list (sometimes referred to as packing slip or shipping list) is an essential document to have in the import or export business. The document itself contains information about the shipment, such as what the shipment contains, how it is packed, weight or dimensions of each package. It helps to supplement the invoice, as the information in the document serves to make matters easier for exporters, consignees and customs.

To correctly fill out a packing list, remember a few guidelines:

• Ensure it is handwritten or typed neatly.
• The comment section is for any additional information if needed, such as seal number of the container in which the merchandise is being shipped.

The packing list is most often referred to when customs officials are inspecting the contents of a shipment. The document can be referred to as well if there are any issues between carrier and exporter, such as disagreements over the weight or the measurements of the cargo. The document is referred to often by carriers to ensure that the products shipped match the ones described on the list. It is essential to ensure that the document contains accurate information and that it is present at the time of shipping or crossing the border. 

Why Do You Need a Packing List?

A packing list is a supporting document which contains a lot of information that can help speed up the transport process and ensure safe shipping of goods. The list also contains information used to help create or obtain a Bill of Lading. A packing list also prevents the wrong items from being shipped, saving time and money. It simplifies the process for the shipper and for customs, so it is beneficial to use one.

The packing list itself can help settle any disagreement or issue regarding the shipment, as it should contain the accurate information about the shipment. Carriers and exporters refer to the document when settling any issue or discrepancy, so it is important to use the document. The list can also help prove that the shipment does not contain dangerous materials or substances, thus acting as a Material Safety Data Sheet, which can speed up customs clearance.

Word of Advice: The packing list needs to match the customs or commercial invoice, as it is going to be used as part of the documents needed for clearance. You may face delays if the invoice does not match the data on the packing list. 

What Needs To Be On The Packing List? 

The packing list requires information about the shipment, as well as the parties involved with receiving or shipping the goods. The list will also contain the commercial invoice number of the shipment. In order to ensure accuracy of the document, it is beneficial to itemize all the goods or items which are being shipped in that particular transaction.

In order for a packing list to be complete, the following should be included:

• Shipper Information: Contact information and name of the shipper.
• Consignee Information: Contact information and name of the consignee.
• Shipping Information: The origin of the shipment itself as well as destination, and the date.
• Weight of Shipment: The weight of each product within the shipment should be included. 
• Dimensions of the Shipment: The product needs to be measured, such as the volume.
• Handling and Shipping Instructions: Any classifications or added details. 
• Details On the Contents of the Shipment Itself: A detailed description of what the package contains, such as the products being shipped.
• Packaging or Labeling Information: Quantity of each product needs to be included, and it may be beneficial to also add the value of each product within the shipment.

Keep in mind that the items being shipped will also determine what type of measurements or details will be included in the list. Simpler packages will have less information, such as quantity or description, without so many dimension details, depending on what the shipment is, so it is important to do your research when shipping goods. 

What You Need To Know About Creating An Effective Packing List: 

• Label Everything Clearly

All items within the shipment should have a clear label, to save both time and effort.  The contact information of whoever is sending the freight should be included, in case carriers need to reach out.

• Weight and Measurements Matter

It is important to measure the items correctly and indicate the right measurements or weight on the list. When the shipment arrives at the destination or port, it is often weighed or measured, so it needs to match the information on the list. If there is a discrepancy between the list and the measurements taken at the destination or port, delays can occur.

• Be Mindful of Packaging

In order to ship freight safely and get it to its destination quickly, it is important that everything is packaged well.  Boxes need to be the appropriate size to fit the items, as well as made of material which can handle the weight of the package.  Any fragile items need to be secured and cushioned, so that there is no breakage or shift during transit.

→ To Recap: When Exporting, Create Your Packing List By Including The Following:

• Date
• Shipper and exporter information (contact info)
• Consignee information (contact info)
• Origin of the shipment (address)
• Shipment destination (address)
• Number of packages within the shipment
• Description of each package in the shipment 
• Volume and weight of the individual packages, as well as entire shipment 
• Commercial invoice number 

One of the most important things you can do to decrease your shipping time is to have a packing list and know what goes where. Customs authorities need to be able to quickly scan through your package, so make sure the information is easy to read and understand. In preparing a packing list correctly, you reduce potential delays due to inspection or having to correct misinformation. Think of your packing list as added shipping insurance. It's important to have one so that you don't run into any problems at customs.