How to fill out a shipping packing list

Quick Overview

A shipping packing list is a detailed summary of what is being shipped, how much, and where it is going, accompanying the cargo for freight forwarders, customs, and receivers. It is used for the Electronic Export Information (EEI) and to issue the Bill of Lading. Required details include date, shipper, and consignee contact information.

Any mistake on the shipping packing list can cause delays in clearance at the port of destination.

What’s a shipping packing list?

Here are the uses and benefits of a shipping packing list:

• May provide information used to prepare Electronic Export Information (EEI) when an EEI filing is required.
• Used to issue the Bill of Lading
• Prevents incorrect items being shipped

How to fill out a shipping packing list

The packing list should be filled out with as much details as possible. Information you must include on the packing list:

• Date
• Shipper/exporter contact information
• Consignee contact information
• Address at origin country of the cargo
• Address at destination country of the cargo
• Total amount of packages
• Detailed description of each package
• Volume and weight of each package
• Volume and weight of total shipment
• Commercial invoice number related to the shipment

The following information is not essential but useful to indicate on the packing list:

• Value of each box/package
• Value of total shipment
• Seal number of all containers (you may be required to submit the packing list after loading the container)
• HS code
• For FCL shipping, it’s recommended to detail the contents of each container on the packing list. This helps with proper identification of the cargo and proper customs clearance.

How to Prepare an Export Packing List

Watch this 30-second guide to learn how to record package numbers, contents, dimensions, net and gross weight, volume and shipment totals correctly.

Things to look out for on a shipping packing list

A packing list primarily records the physical contents and packaging of the shipment. Product values normally appear on the commercial invoice, although customs authorities, contractual terms or particular shipment procedures may require values or additional information on the packing list.

Once the shipment arrives at the origin port and the destination, it will be weighed and measured. Making sure this information is correct on the shipping packing list is vital. This it can cause major delays, especially because the shipment cannot be moved until this information is verified to be correct.

The shipping packing list should always be filled out with care and detail. It can be the difference between a speedy release at the port and weeks of delays and thousands of dollars in delay fees.