When goods have been shipped, the exporter creates a Packing List to send with set of shipping documents to the consignee (importer) to arrange the clearance of goods.
Freight forwarders, customs brokers and/or other supply chain partners will use the information from your Packing List document to correctly identify and transport cargo along the supply chain.
Customs authorities in both the country of export and the country of import to understand how shipments have been packaged and loaded. Customs authorities also rely on this information in case they need to scan the container, or unload the container to inspect products or packages).
Importers will also use the Packing List to identify products when goods are being unloaded from containers.
How to create a Packing List
Open IncoDocs in your browser and navigate to the “Export Docs” section.
Choose the Packing List template
Click on 'New document set' and select the Packing List template along with any other export documents you wish to create.
Fill out & customize your doc
Fill out the document, customize template fields to your needs and add your company letterhead. To save time and prevent re-entry errors, enter key shipment data into the Master File to have it sync across all other documents in your set automatically.
Sign & seal
Click on the signature box at the bottom of your document to create and place a digital signature then hit “Save & Quit”. On the document preview screen, click on the ‘More’ dropdown button and select “Add company seal” to place a digital stamp.
Download or share
Download or share documents from IncoDocs in 1-click. Documents can be downloaded as PDF or CSV which can be imported into other systems without manual re-entry.
Your questions, answered.
What information is included on a Packing List Document?
It’s important that exporters include all information on the Packing List template to avoid having issues or delays when transporting the goods through customs. Typically, this information includes:
Exporter’s Details - This includes basic company contact information including company name, logo, address, phone numbers and personal contact details. Note that you can add any additional information or company registration numbers here.
Consignee & Buyer (if not Consignee) - This includes basic company contact information including company name, address, phone numbers and personal contact details.
Shipping Details - Important shipping and logistics details are included to help the consignee, logistics companies and customs brokers to correctly arrange the transportation, customs clearance and final delivery of goods. Shipping details include:
Method of Dispatch – Road, Rail, Air or Sea Freight
Type of shipment – FCL, LCL, Breakbulk or other
Country of Origin
Country of Final Destination (where the goods are delivered through to final address)
Vessel / Aircraft Name
Port of Loading (POL)
Date of Departure
Port of Discharge (POD)
Final Destination (Country)
Reference Numbers & Additional Information - These sections includes reference numbers, dates and additional information:
Export Invoice number
Bill of Lading Number (if known)
Buyer reference number (usually the buyer’s Purchase Order number)
Additional Reference (if needed)
Additional Information (any delivery notes or additional details etc)
Product and Packaging Details - The exporter must include details of exactly how the products have been packaged and loaded inside the shipment. As mentioned, above packing lists can be created in many different ways, depending on the way goods have been packaged and the type of shipment. Below are the details of the packing information to include in the main section of the Packing List template. This includes important information such as:
Product Code (unique product reference number)
Description of goods
Unit Quantity (Number of products)
Kind & Number of Packages. For example “Pallet x 12”. Note that the packing list template in IncoDocs allows you to add multiple products into 1 package.
Net Weight of Package (kg)
Gross Weight of Package (kg)
Measurements of Package (m3)
Authorized Signature - To finalize the document, the shipper can add their signatory details:
Name of Authorized Signatory
Digital Signature (using IncoDocs, sellers can draw or upload their digital signature)
Digital Company Stamp (using IncoDocs, sellers can create or upload their digital company stamp or seal)