Packing List Guide
A well-organized packing list speeds up customs clearance and prevents cargo discrepancies. This guide explains exactly what to include and how to format it.
Packing List Guide
The packing list supplements the commercial invoice by detailing the physical contents and packaging of each shipment.
What is a Packing List?
A packing list (also called a packing slip) is a document that accompanies international shipments and details the exact contents of each package, carton, or container. Unlike the commercial invoice, which focuses on the financial transaction, the packing list focuses on the physical characteristics: dimensions, weights, piece count, and contents by package. CBP uses the packing list to verify that what was declared on the commercial invoice matches what is physically present in the shipment. A discrepancy can trigger a physical examination.
Required Fields on a Packing List
A complete packing list should include: Exporter and importer information; Invoice number and date (must match the commercial invoice); Shipment date and vessel/flight reference; Total number of packages (cartons, pallets, crates); For each package: package number, dimensions (L×W×H in cm or inches), gross weight, net weight, and detailed contents with quantity; Total gross weight and net weight for the entire shipment; Total CBM (cubic meters) or total cubic feet; Container number and seal number (for FCL shipments); HS code (optional but recommended).
Packing List vs. Commercial Invoice
These two documents serve different purposes and must be consistent with each other. The commercial invoice states WHAT was sold and at what VALUE. The packing list states HOW the goods are packed and their PHYSICAL details. Customs compares both: if the commercial invoice says 100 units but the packing list shows 120 units, that is a red flag. If the declared weight on the packing list differs significantly from the actual weight recorded at the terminal, your shipment may be held for weighing (and you may face VGM (Verified Gross Mass) non-compliance issues for ocean freight).
Tips for a Compliant Packing List
Use the same reference numbers on the commercial invoice and packing list. Number each carton/pallet clearly (Box 1 of 50, Box 2 of 50, etc.). Declare actual weights — do not estimate or round. For mixed containers or LCL shipments, ensure each shipper's goods are clearly separated with their own packing list. Keep the packing list concise but complete — avoid using item codes only (include descriptions). Provide the packing list at least 24 hours before the documentation cut-off. A clean, well-organized packing list reduces examination risk.
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