How to Create a Packing List for Shipments — Step-by-Step Guide

What Is a Packing List?

A packing list is a detailed inventory of the contents of a shipment. It accompanies the goods from the point of dispatch to the point of delivery, and it works alongside the commercial invoice and — for domestic movement — the delivery challan or e-way bill. While the invoice tells the buyer what was sold and at what price, the packing list tells the carrier, customs officer, and recipient exactly what is physically inside each carton or package.

The packing list does not state prices. It is a physical manifest, not a financial document. Its job is to make it possible for anyone handling the shipment to verify the contents against what was ordered, without needing to open every box.

Domestic vs Export Shipments: What Changes

For domestic shipments within India, a packing list is good practice but not always legally required (the e-way bill and delivery challan carry the statutory weight). It typically includes shipper and consignee details, a reference to the invoice, a description of goods per package, and the total quantity. It is relatively straightforward.

For export shipments, the packing list becomes a critical customs document and the level of detail required increases significantly:

• HS (Harmonised System) codes must be included for each line item so customs can classify the goods and apply the correct duty rate.
• Country of origin must be stated for each item — relevant for preferential trade agreements and anti-dumping duties.
• Gross and net weight per carton are required so the carrier can calculate freight charges and customs can assess whether declared weights are accurate.
• Dimensions per carton (length × width × height in cm or inches) are needed for volumetric weight calculations and container loading plans.
• The packing list must match the commercial invoice exactly in terms of item descriptions and quantities — any discrepancy triggers a customs query or hold.

Required Fields: A Complete Breakdown

Here is every field your packing list should contain, in the order they typically appear on the document:

• Shipper / exporter details: Name, full address, contact number, and — for exports — IEC (Importer Exporter Code) or GST/VAT number.
• Consignee details: Name and full address of the buyer or recipient. For exports, include the country.
• Invoice reference: The commercial invoice number and date that this packing list supports. Customs compares these two documents against each other.
• Packing list number and date: A unique document number and the date of preparation.
• Package count: Total number of cartons, pallets, or other packages. State the type of packaging (e.g., "24 cartons" or "3 pallets").
• Description per package: What is inside each carton — item name, model number, or product code. Be specific: "mobile phone cases, model XR-200" is better than "accessories."
• Quantity: Number of units in each package and the total across all packages. State the unit of measure (pieces, sets, pairs, kg, litres, etc.).
• HS code (export only): The 8-digit Harmonised System code for each product. This is how customs classifies goods for duty assessment. If you are unsure of the correct code, the DGFT's trade portal has a search tool.
• Country of origin (export only): Where the goods were manufactured, not where they are being shipped from. Relevant for free trade agreements.
• Net weight per package: The weight of the goods alone, excluding packaging, in kg.
• Gross weight per package: The weight of goods plus packaging — what the carrier actually weighs when calculating freight.
• Dimensions per package (export): Length × width × height of each carton, in centimetres. Carriers use this for volumetric weight and container planning.
• Total weight and volume: Sum of net weight, gross weight, and total volume across all packages — these are the figures the freight forwarder uses.

How Customs Uses the Packing List

Customs officers use the packing list in three ways. First, they compare it against the commercial invoice to confirm that the goods declared match the goods invoiced — a mismatch in quantity or description is a red flag for under-invoicing or misdeclaration. Second, they use the weights and dimensions to spot irregularities: declared weight significantly lighter than the physical package suggests concealed goods. Third, for selective inspections, the packing list tells the officer which carton to open to check a particular item, saving time and reducing the risk of damage to the rest of the shipment.

In free trade agreement (FTA) shipments, customs also checks the country of origin against the certificate of origin to validate preferential duty rates.

Common Mistakes to Avoid

• Wrong weight: Weigh each carton after packing, not before. An estimated weight that is off by more than 5% will cause a freight bill dispute or a customs hold.
• Missing HS code: For exports, omitting the HS code forces the customs officer to classify the goods themselves — and they may choose a code with a higher duty rate.
• Quantity mismatch with invoice: If the invoice says 500 units and the packing list says 480, customs will query the discrepancy. Always reconcile the two documents before shipping.
• Vague item descriptions: "General merchandise" or "parts" are not acceptable descriptions for customs. Be specific enough that an officer can identify the goods without opening the carton.
• Using invoice prices on the packing list: The packing list should not show prices. Keep it as a physical manifest only — mixing financial and physical data creates confusion.

Tips for Multi-Carton Shipments

When a shipment spans multiple cartons, the packing list becomes especially important as a navigation tool. Follow these practices:

• Number each carton sequentially (Carton 1 of 12, 2 of 12, etc.) and mark the number physically on the outside of the box. The packing list row for that carton should carry the same number.
• List contents per carton — not just totals. If carton 3 contains items A and B, say so on its row. This allows the recipient to locate a specific item without opening every box.
• Keep mixed-carton contents minimal if possible. A carton that contains only one SKU is easier to check than a carton containing ten different items.
• Use a summary row at the bottom of the packing list showing total cartons, total net weight, total gross weight, and total volume — these are the figures that appear on the bill of lading or airway bill.

GoWin's free packing list generator lets you fill in shipper and consignee details, reference the commercial invoice, add line items per carton with quantities and weights, and download a clean PDF ready to include with your shipment documents — all in your browser, no account, no subscription.