GISTnet Glossary—packing list

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packing list

A document prepared by a seller/shipper that details exactly what is in each package shipped by commercial invoice line item. A proper packing list includes the transaction identification, date, reference numbers and identity of the parties thereto; description and quantity of the goods to a level of detail that each line item on the packing list can be easily and accurately correlated to the line items of product shown on the commercial invoice; the unit weight and dimensions, and extensions thereof, for each line item; the type of packages (carton, box, crate, bale, etc.); and the exterior marks and numbers on each (i.e., Carton #1, Case #2, Crate #3, etc.). If goods have been separately export packed, the export packer is responsible for preparing the packing list, including specific reference to the shipper's packing list and carton/package numbers if such are included within the export packages. If individual packages have been fastened onto or placed within a ULD for shipment, the packing list should show a breakdown by ULD, with each ULD becoming the shipping unit for B/L purposes.

The packing list information may be combined with the commercial invoice, though there are typically good reasons not to do this, the most obvious being that the order in which goods are ordered/invoiced are typically not the order in which they are physically packed, and a packing list should be in order of package number. Good practice allows a combined commercial invoice and packing invoice only if:

  1. There is a one-to-one, or uniform many-to-one relationship between the invoice line item(s) and the package numbers (i.e., 100 cases of canned goods equates to 100 shipping packages, or 100 dozen clothes hangers evenly divided into four cartons); and,
  2. The buyer/consignee has not specifically requested a separate packing list; and,
  3. The pricing information is not especially sensitive, will not be compromised to unauthorized third parties, and/or has been "blanked out" on the packing list copy, and,
  4. Destination customs regulations do not require a separate packing list.
Generally speaking, a separate packing list should be prepared when:

  1. The packing list information is not known at the time the commercial invoice is completed,
  2. One or more items are split into multiple packages and/or have been disassembled for shipping purposes,
  3. The goods will be re-packed into/onto ULD(s) and/or will be additionally packed or re-packed by an export packer, and/or
  4. It would otherwise be confusing to include packing list information on the commercial invoice.
A packing list is a key component in a set of shipping documents. Although the primary purpose of a packing list is to assist the consignee in checking in the cargo following receipt, it serves additional important functions, including facilitation of cargo inspection by customs officials and other parties who may wish to locate/inspect only specific items within the shipment. For this reason a packing list is a mandatory document for customs clearance in virtually all jurisdictions. Failure to provide one may be grounds for rejection of a customs entry, refusal to release cargo or even a penalty when the contents of each package are not clear from the commercial invoice or other shipping documents.

A packing list may also become a critical document in preparing a claim for cargo loss or damage; it is imperative that the claimant and survey agent know the exact contents of each package to determine what is missing, pilfered or damaged. For text coverage of cargo insurance/cargo liability claim preparation and processing, see Claims Procedures.