An export packing list is a document that sets out the quantity of goods in an international shipment and how they are packaged, among other details. Customs authorities and supply chain partners such as shipping lines consult the packing list to learn more about the cargo they are dealing with so they can expedite the shipment.
Sometimes a packing list is also referred to as a manifest, a bill of the parcel, an unpacking note, a packing slip, a delivery docket, a delivery list, a shipping list, or a customer receipt.
Why is an export packing list needed?
An export packing list is not necessarily a legal requirement, but it serves many essential functions along the chain of custody. For shippers, the packing list is a key component of the booking process, enabling a count of the goods so they can organise the cargo’s transportation. For Customs, having sight of a compliant packing list streamlines identification and registration of the shipment, and provides them with the information on the certificate of origin.
For a freight forwarder or importer, the packing list acts as supplementary evidence that can sometimes resolve or avoid holdups. It acts as an inland bill of lading. It provides proof for a material safety data sheet if the material is classified as hazardous waste. The receiver/buyer often refers to the packing list when checking and taking possession of the consignment. In the event of reimbursement under a letter of credit, the packing list serves as a supporting document.
What information goes on an export packing list?
A packing list has the contact information of the shipper, exporter and consignee, as well as the cargo’s origin address and destination address. It records the total number of packages within the shipment, and a detailed description of each package, including the volume in cubic metres, the weight of each package (in kg), and the weight of the entire shipment (also in kg). A packing list will usually include the commercial invoice number of the shipment and any identifying numbers or marks on the outside of each package such as a unique product reference number.
The packing list will identify the method of dispatch – be it road, rail, air or sea freight – and may include the name of the vessel and the flight or voyage number. It will identify the type of shipment, for example FCL (full container load), LCL (less than full container load), or Breakbulk (goods shipped without the use of a container). It will record the port of discharge (POD) and the port of loading (POL), including the date of departure.
Many other details can be added to the packing list, such as a bill of lading number if it is known, or the buyer reference number on a purchase order. This will depend on what the customs broker or freight forwarder thinks will help in getting the goods clear of Customs and delivered to their rightful destination. Once the packing list is complete, the shipper’s authorised signature is then added along with the company stamp or seal.
Do packing list details need to match up?
Yes. It’s important that all the details on the packing list – such as the parties in the transaction – match those on accompanying documentation. Discrepancies between the packing list, the commercial invoice and the bill of lading carry the risk of delays and fines.
