Packing List Template — What to Include and How to Create One Online
Published: November 6, 2025
Summary: A packing list shows the physical contents of your shipment. It aligns with your commercial invoice but focuses on counts, weights, and packaging. This guide explains the format and best practices, then shows how to create a clean PDF online so your warehouse team, carrier, and broker can process the shipment faster.
Shipments move through several hands before they reach your customer. A clear packing list helps every step. Warehouse staff can pick and pack correctly. Carriers can check package counts and weight. Brokers can cross reference details with the commercial invoice and avoid inspection delays. It is the practical map of what is in the boxes.
What a packing list is and why it matters
A packing list is the physical inventory of the shipment. It lists items by package with counts and dimensions when needed. Customs may request it to verify the shipment, but the primary audience is logistics. When it matches your commercial invoice on product names and quantities, it prevents confusion.
When to provide a packing list
- For international freight where customs and carriers need verification
- When your buyer requires strict receiving checks
- When multiple packages or pallets need clear labels and counts
Fields to include in a packing list template
- Shipper and consignee details with addresses
- Packing list number and date and the related commercial invoice number
- Detailed item names that match the invoice wording
- Per package counts and total counts
- Number of boxes or pallets and package identifiers
- Weight and dimensions if requested by the carrier
- Marks and numbers for labels and handling notes
Example layout
| Field | Example |
|---|---|
| Shipper | ABC Tech Ltd, 12 King Street, London, UK |
| Consignee | XYZ Imports LLC, 100 Harbor Ave, New York, USA |
| Packing List | PL-2025-104 and Date 06 Nov 2025 and Related Invoice CI-2025-104 |
| Item | Wireless Headphones Model H200 |
| Packages | 10 cartons with 50 units per carton |
| Total Quantity | 500 units |
| Gross Weight | 220 kg |
| Dimensions | Each carton 60 × 40 × 35 cm |
| Marks and Numbers | H200 Lot 1105 and Carton 1 of 10 etc. |
How a packing list relates to a commercial invoice
They should tell the same story. Names, model numbers, and counts must line up exactly. The commercial invoice shows value and trade terms. The packing list shows what is physically in each package. If a random inspection happens, a matching set of documents avoids questions.
Best practices for clarity
- Use the same product names as your commercial invoice
- Give each package a clear identifier and label
- Show both per package quantity and total quantity
- Confirm that counts add up to the totals on your invoice
- Store the PDF with a filename that includes the packing list number
Create a clean packing list PDF online
- Open Invozee.
- Add shipper and consignee details, then reference the commercial invoice number.
- List items with consistent wording, then add counts per package and total counts.
- Include weight and dimensions if your carrier requests them.
- Preview and download a professional PDF and share it with your warehouse and broker.
For context on the invoice side, compare tax invoice vs commercial invoice. To review invoice formatting tips, read How to Create an Invoice for Freelancers and Top 5 Free Invoice Templates for 2025. If a customer asks for proof of payment later, direct them to Invoice vs Receipt.
EEAT references and further reading
See the HubSpot invoice templates overview for structure ideas and Forbes Advisor’s invoicing guidance for practical tooling considerations.
Frequently asked questions
Is a packing list mandatory
For most international shipments the answer is yes. It keeps carriers and customs aligned and helps receivers check deliveries accurately.
Can I combine packing list and commercial invoice
Keep them as separate documents. The packing list supports logistics while the commercial invoice supports customs valuation and trade terms.
Do I show prices on the packing list
Usually no. The packing list focuses on counts and packaging details. The commercial invoice shows the prices and declared value.
How do I avoid inspection delays
Use consistent product names, clear counts, correct HS codes on the invoice, and matching totals across all documents.
What file format should I send
A PDF preserves layout and is easy to print and archive.
Final thoughts
A precise packing list keeps shipments moving. When it matches your commercial invoice and labels, each handoff is faster. Build a repeatable format, keep names consistent, and save your PDFs with clear filenames that include numbers and dates. Your team and your partners will thank you.
Create a packing list PDF now with Invozee and keep your next shipment organized from pickup to delivery.