Packing List for Export: Fields, Format and Template

What an export packing list is and what it does

An export packing list records what is in each shipping package and gives the people handling the shipment a way to match its paperwork to the physical cargo.

The list has three practical jobs:

1. Weight and volume. Forwarders use shipment totals to plan space and calculate freight charges.
2. Identification. Package numbers and marks let anyone at a warehouse, port or inspection point match a physical carton to a line on paper.
3. Clearance support. Customs can use package descriptions and marks to locate goods for inspection.

For a small Amazon seller, the list also has a fourth, very practical use: it is how you check, before the truck leaves the factory, that 40 cartons of what you ordered are really the 40 cartons being loaded.

What to include: field-by-field format

Start with the shipment parties and invoice reference, then record the package type, contents, measurements and identifying marks. Confirm any destination-specific instructions with your broker before finalizing the layout.

Here is how that translates into a layout you can hand to a supplier.

Units, package types and marks

Label weights in kilograms and dimensions in centimeters. Add pounds and inches when your carrier or receiving team uses them. Identify each package type, such as a carton, crate, drum or pallet.

Copy the marks printed on the physical package, such as the shipment reference and carton number. Include any additional markings your buyer or carrier specifies.

How to fill out a packing list template

Prepare the final list from packed and measured cartons.

1. Start from the purchase order and invoice. Copy the invoice number, party names and item descriptions from the commercial invoice so the two documents begin with the same wording.
2. Number every carton. Give each package a number out of the total, such as 3 of 40. Do this before packing finishes so the numbers can be printed on the cartons.
3. List contents per carton. Record each SKU, description and quantity under its carton number. For a mixed carton, use one row per SKU and record the carton weight and dimensions once to avoid double counting.
4. Weigh and measure the closed carton. Record net weight for the goods, tare for packaging, and gross weight for the packed carton. Measure its outer dimensions after sealing.
5. Add totals. Total packages, total net weight, total gross weight and total volume. Check that the totals equal the sum of the lines.
6. Share the final packing list. Send your forwarder a PDF before pickup and confirm where to place any paper copy.
7. Reconcile with the invoice. Sum quantities across cartons for each SKU and compare them with the corresponding invoice quantities and descriptions.

Copyable packing list template

Copy these columns into a spreadsheet. Add an invoice reference, shipment date and the parties’ contact details above the table.

Packing list vs. commercial invoice

The packing list describes the packages. The commercial invoice records the sale and provides value information for customs. Use the invoice for its own filing purpose and reconcile the details shared by both documents.

Check the shared fields first, especially parties, quantities and descriptions. Compare package counts and weights wherever both documents show them.

Packing list requirements for customs

Customs may compare the cargo with the packing list and commercial invoice. Resolving mismatched quantities, weights or descriptions before pickup can prevent questions during clearance.

For U.S. imports, prepare the commercial invoice to meet the applicable requirements for descriptions, quantities, values and English-language documentation. Keep the packing list aligned with the invoice so your broker can identify the merchandise in each package.

See our guide to commercial invoice requirements for U.S. importers for a supplier checklist.

Consistency checks before pickup

Run these five checks on the PDFs your supplier sends:

• Total carton count agrees with the booking and with the invoice if it lists packages.
• Every SKU quantity on the invoice equals the sum of that SKU across cartons.
• Gross weight and volume are plausible for the carton size and material.
• Party names and addresses are spelled identically on both documents.
• Descriptions are specific enough that a stranger could identify the product, for example “stainless steel insulated water bottle, 32 oz” rather than “bottle”.

Packing list requirements for Amazon FBA shipments

For FBA, match your carton breakdown to the box contents you submit in Send to Amazon. Print a unique FBA Box ID label for each shipping carton from the shipment workflow.

That shapes how you build the export packing list:

• Group items by carton. Record the SKUs and quantities in each box, including mixed cartons.
• Match the box-content information you give Amazon. The quantities declared in your shipment plan should equal the quantities on the packing list.
• Keep cartons within courier and carrier limits. If any part of the move is by express courier, oversize or overweight cartons trigger surcharges. Our post on carton dimension limits covers the numbers to track.
• Prepare for label placement. We offer FBA shipment labeling, and our FBA freight forwarding service is built around moving inventory from China to Amazon fulfillment centers. Carton numbers on your packing list make it simple to match labels to boxes.

Destination port charges

Sellers who read a quote for the first time are often confused by the lines that appear after the ocean or air leg. Destination charges are fees incurred at the arrival port or airport for receiving and handling the cargo before it is released, and they typically include terminal handling, document or release fees and sometimes storage or inland delivery. They are billed by the carrier, terminal or forwarder, depending on the terms of the quote.

They are separate from customs duties. Duties are calculated on the declared value, classification and origin of the goods, which is why the commercial invoice matters so much. The packing list does not set duty. What it does influence is the weight and volume basis for freight and handling charges,.

Which costs fall on you depends on the shipping terms. Under DDP, the seller side takes responsibility for delivery including duties; with our DDP service, customs, duties and delivery are managed in one workflow, so you work from one all-in picture instead of piecing together port, customs and delivery bills. For a breakdown of what moves a freight quote, read international freight cost factors explained for sellers.

FAQ

Is a packing list required for export?

It is standard practice, and your broker, carrier or buyer may request one. Confirm the requirements for your shipment and ask the supplier to prepare the list after packing.

Can I use a packing list instead of a commercial invoice?

Use a commercial invoice for transaction and value information. Use the packing list for package contents, weights and dimensions. Reconcile the descriptions and quantities across both documents.

What weight units should a packing list use?

Use kilograms for net and gross weight, and state the unit on the document. Add pounds if your carrier or receiving team requests them.

Do destination port charges appear on the packing list?

Look for destination charges on the carrier or forwarder quote and invoice. Use the packing list to confirm cargo details such as package count, weight and volume.