What is a Packing List? How is it Prepared?

Many different documents are needed in international transport. The packing list is among the most important documents. For this reason, knowing what a packing list is and how it is prepared is highly crucial for commercial matters. So, what is a packing list and how is it prepared? In this article, we will examine the details you need to know about the packing list. Then, let's begin!

What is a Packing List (Çeki Listesi)?

The "packing list" used in international transportation is a document of commercial importance. This term is known as "packing list" in English. In import and export transactions, information regarding the shipment is declared in the packing list.

The packing list, which provides detailed information about the product such as the quantity and the number of parcels, is also frequently used in customs procedures. It greatly facilitates shipment and warehouse processes. In order to avoid any problems during the delivery processes, you must ensure that the information is entered completely and accurately.

This list actually acts as a checklist for both the sender and the receiver. Therefore, it ensures that everything is properly accounted for and documented. The packing list is also referred to by names such as parcel invoice, delivery document, unpacking note, delivery note, delivery list, and customer opening note.

What Information Should Be Included in the Packing List?

When creating a packing list, it is recommended to include details about the shipment. Here is the important information that should be included in the packing list.

• Seller company contact details

• Buyer company contact details

• Product type, HS (GTIP) code

• Packaging details (number of parcels, content quantity, and specifications)

• Weight details (must be specified as net and gross)

• Date of preparation of the packing list

• Origin address of the cargo

• Destination address of the cargo

Note: The packing list must be prepared in accordance with the mode of transport. For example, if sea transport is to be used, information such as the container number, port of loading-unloading, and ship name must be specified.

How is a Packing List Prepared?

The sample table for preparing a packing list is as follows:

Packing List Sample

You can download a sample Packing List here.

What are the Key Points to Consider When Creating a Packing List?

There are important factors to keep in mind when creating a packing list. We can list them as follows:

• You must ensure that all shipped items are included in the packing list.

• All items must be clearly labeled with your name, address, and contact information. This ensures your shipment is safely delivered to the recipient.

• You should always take care to use suitable packaging for your shipments. At the same time, you must take necessary precautions so that the products are not damaged.

• You should work with a reputable shipping company. This is perhaps one of the points you need to pay the most attention to. You must ensure you use a shipping company that delivers items safely and on time.

What are the Benefits of Preparing a Packing List?

Preparing a packing list offers various advantages. Not having a packing list at all or having an incorrect one can cause problems. So, let’s look closely at its benefits!

• It guides the recipient as it specifies the exact quantity of products shipped in your cargo.

• It allows you to specify the details required for the Certificate of Origin.

• In case of dangerous goods, it serves as proof of the Material Safety Data Sheet, making your job easier.

• It allows you to save time and costs.

• The customs broker can easily enter the cargo into the import data files of their country.

• It provides all the details required for the automated export system.

• It speeds up your transactions by simplifying warehouse processes.

What are the Features of a Packing List?

There are main features and components of packing lists in logistics. Each list must refer to the specific shipment made. It should also be consistent with the relevant commercial invoice. It must allow for the identification of lost cargo. In addition, it should facilitate the audit and mapping of shipments.

Customs brokers always demand the presentation of a packing list. Therefore, a packing list must be prepared in detail.

Who Should Use a Packing List?

The packing list is used together with the commercial invoice because it contains information not found in the commercial invoice. This information is used by shipping employees, the importing company, and customs personnel. So, if you are wondering who gets the packing list, we can say it is given to the shipping company and customers. The packing list is prepared by the buyer, seller, or declarant.

Is a Packing List a Legal Obligation?

Technically, preparing a packing list is not a legal requirement. In other words, even though it is not strictly required by customs, it simplifies the import and export process for both carriers and customs brokers. Therefore, it is beneficial to include a packing list with your shipment.

This helps you ensure smooth and effective customs entry. If orders are incomplete, it allows you to easily find the missing items.

Is a Packing List Considered a Commercial Document?

Packing lists and commercial documents serve different purposes. For this reason, a packing list is not considered a commercial document. They have different roles in the purchasing process. The packing list informs the exporter, the international freight forwarder, and the ultimate recipient about the shipment. Therefore, this document serves a more logistical purpose.

What Should the Packing List Format Be?

Packing lists can be in digital or physical format. This means there is no specific format that must be followed. Using a physical or electronic spreadsheet is appropriate. However, country-specific requirements regarding packing list formats may exist. In other words, you should take care to comply with the rules and regulations of the destination countries before attaching a packing list for an international shipment.

Our Final Words on the Packing List

The packing list is as important as your delivery address. It allows you to improve time management. In this way, you can work more productively and effectively. It also makes it easier to achieve your goals. With accurate data collection, tracking, planning, and risk management, it also makes your logistical operations efficient.

On the other hand, it can increase customer satisfaction and reduce costs. In other words, we can say it is a critical tool for success in logistics.