How to create a compliant export packing list for international shipping
A packing list is one of the four core shipping documents customs authorities expect on every international consignment. Here's what belongs on it, how it's used, and where it fits alongside physical packing verification.
What an export packing list is
An export packing list (sometimes called a shipper's packing list) is a document that itemises every package in a shipment — the contents of each carton, pallet or crate, its dimensions, its net and gross weight, and its shipping marks. Customs officers use it to spot-check a container against the commercial invoice. Forwarders use it to plan cubic capacity. The consignee uses it to reconcile what arrives.
It is not the same document as the commercial invoice. The invoice states the value of goods for duty and payment; the packing list describes the physical shipment. Both accompany the bill of lading (or airway bill) and, where required, the certificate of origin.
Required fields on an export packing list
Every compliant export packing list should include:
- Shipper (exporter) — full name, address, contact, tax ID where applicable.
- Consignee — full name and address as it appears on the invoice.
- Notify party — if different from the consignee.
- Invoice number and date — must match the commercial invoice.
- Purchase order or contract reference.
- Mode of transport and vessel/flight where known.
- Port of loading and port of discharge.
- Marks and numbers — the shipping marks stencilled on each package.
- Package count and type — e.g. "12 cartons", "3 pallets", "1 wooden crate".
- Description of goods — line by line, matching the invoice.
- Quantity per package.
- Net weight and gross weight — per line and totals.
- Dimensions — length × width × height per package.
- Total cubic measurement (CBM).
- HS code for each line (increasingly expected by customs).
- Signature, date, and place.
Step-by-step: how to make one
- Start from the finalised commercial invoice — the line items and totals on the packing list must match it exactly.
- Assign a package number to every physical unit being shipped (Package 1 of 12, 2 of 12, …).
- Weigh each package. Record net weight (goods only) and gross weight (goods + packaging).
- Measure each package's outer dimensions and calculate CBM.
- Photograph shipping marks and record them exactly as stencilled.
- List each package as its own row. If several identical cartons hold the same SKU, group them but keep per-carton weight.
- Total the quantities, weights, and CBM. Cross-check against the invoice totals.
- Sign, date, and issue copies to the freight forwarder, customs broker, and consignee.
Common mistakes that cause customs delays
- Totals on the packing list don't match the commercial invoice.
- Shipping marks on the document don't match the actual packages.
- Net and gross weight columns swapped or missing.
- Vague descriptions ("goods", "spare parts") without HS codes.
- No mention of hazardous or restricted items that are actually in the container.
- Missing signature or date — an unsigned packing list can be rejected outright.
Packing list vs physical packing verification
A compliant packing list clears customs. It does not tell you whether the boxes themselves will actually survive the trip. Those are two different problems:
Documentary. Describes contents, weights, dimensions, marks. Used by customs, forwarders, consignee.
Operational. Verifies box strength, cushioning, moisture, hazard compliance for the actual product, route, and climate.
This guide is general reference.
Some destinations, incoterms, and product categories (dangerous goods, food, pharmaceuticals) require additional fields or accompanying certificates. Always confirm the current requirements with your customs broker or the destination country's customs authority before shipping.
Frequently asked questions
What is a packing list for export?+
An export packing list is a shipping document that itemises every package in a consignment — contents, quantities, net and gross weights, dimensions, marks and numbers. Customs authorities, freight forwarders, and the consignee use it to verify the shipment against the commercial invoice and bill of lading.
How do I make a packing list for export?+
List each package on its own line with a package number, description of goods, quantity, net weight, gross weight, and dimensions. Add totals at the bottom, the shipper and consignee details at the top, and reference the commercial invoice number. Match the item order and totals to the commercial invoice exactly.
Is an export packing list the same as a commercial invoice?+
No. The commercial invoice shows the value of the goods for customs valuation and payment. The packing list shows the physical composition of the shipment — how many boxes, what's in each, and their weights and sizes — for logistics and customs inspection.
Does ProperPack generate the packing list document?+
No. ProperPack verifies whether the physical packing you're planning will actually survive the trip — box strength, cushioning, moisture protection, hazard compliance. The packing list is a customs and logistics document; this guide explains how to prepare it, and ProperPack's /check tool covers the physical side.