What is a packing list?
A packing list is a document prepared by the seller or shipper that shows exactly what is packed where: which items and quantities are in each carton, pallet or container, with weights, dimensions and markings. Customs authorities, freight forwarders, carriers and receiving warehouses all rely on it.
It is not always a legal requirement on its own, but customs authorities, including CBP, can require it, and it is a standard part of every commercial import file alongside the commercial invoice and bill of lading.
Core principle: The invoice says what was sold. The packing list says where it is, and the two must match exactly.
What a good packing list includes
- Shipper, consignee and invoice or purchase order references
- Carton or pallet numbers and shipping marks
- Item descriptions matching the commercial invoice, with SKU and HS code where useful
- Quantity per carton and in total
- Net and gross weights, and dimensions per package
- Container and seal numbers for ocean freight
Who uses it and why
Customs
What it is: Checks contents against the declaration and helps officers target exams.
Why it matters: Mismatches can trigger a tail gate exam.
Carriers and forwarders
What it is: Plan loading and calculate chargeable weight.
Why it matters: Wrong weights or dimensions lead to surcharges.
Fulfilment warehouses
What it is: Receive goods against the expected quantities per SKU and carton.
Why it matters: An accurate packing list, sent ahead as an advance shipping notice (ASN), speeds up receiving and keeps stock counts accurate.
Common errors
- Descriptions that differ from the commercial invoice
- Vague terms such as “assorted parts” or “samples”
- Quantities that don’t add up to the invoice totals
- Missing weights or carton numbers
Example: A brand ships 48 cartons to a European fulfilment centre. Because the packing list shows the SKU and quantity in each carton, the warehouse can check in the delivery carton by carton and spot two short-shipped cartons on the day of arrival.
Frequently asked questions
Is a packing list the same as a commercial invoice?
No. The invoice shows prices and the sale; the packing list shows the physical contents and how they are packed.
Who prepares the packing list?
Usually the seller or shipper, as part of the export documents.
Does a packing list need prices?
No. Prices belong on the commercial invoice, but descriptions and quantities must match it.
