Packing List for Export

An export packing list is a detailed document that states all of the product and packaging
details contained in each shipment. Shippers must create a compliant packing list
document to share to freight forwarders, shipping lines, importers and other parties along
the supply chain.
The freight forwarder, customs broker or other supply chain partners will use the
information contained on the packing list document to correctly identify and transport
cargo along the supply chain. It will be used by Customs in the country of export or import
to understand exactly how shipments are packaged and loaded.

There are different ways to create a packing list template, depending on the type of
shipment and how the goods have been packaged.

There are many different ways that a Packing List document can be created. The correct
format depends on the type of products that have been shipped, how they have been
packaged together and loaded for shipment and the method of shipment. Below are
examples of Packing List document templates to create for export shipments.
Packing List Components

1 – Exporter’s Details

This includes basic company contact information including company name, logo, address,
phone numbers and personal contact details. Note that you can add any additional
information or company registration numbers here.

2 – Consignee & Buyer (if not Consignee)

This includes basic company contact information including company name, address, phone
numbers and personal contact details.

3 – Shipping Details

Important shipping and logistics details are included to help the consignee, logistics
companies and customs brokers to correctly arrange the transportation, customs clearance
and final delivery of goods. Shipping details include:

• Method of Dispatch – Road, Rail, Air or Sea Freight

• Type of shipment – FCL, LCL, Breakbulk or other
• Country of Origin
• Country of Final Destination (where the goods are delivered through to final address)
• Vessel / Aircraft Name
• Voyage No.
 • Port of Loading (POL)
• Date of Departure
• Port of Discharge (POD)
• Final Destination (Country)

4 – Reference Numbers & Additional Information

These sections include reference numbers, dates and additional information:

• Export Invoice number

• Date
• Bill of Lading Number (if known)
• Buyer reference number (usually the buyer’s Purchase Order number)
• Additional Reference (if needed)
• Packing Information
• Additional Information (any delivery notes or additional details etc)

5 – Product and Packaging Details

The exporter must include details of exactly how the products have been packaged and
loaded inside the shipment. As mentioned, above packing lists can be created in many
different ways, depending on the way goods have been packaged and the type of
shipment. Below are the details of the packing information to include in the main section of
the Packing List template. This includes important information such as:

• Product Code (unique product reference number)

• Description of goods
• Unit Quantity (Number of products)
• Kind & Number of Packages. For example “Pallet x 12”.
• Net Weight of Package (kg)
• Gross Weight of Package (kg)
• Measurements of Package (m3)

Packing List Simple

Includes details of only a single type of item in a particular shipment that can be FCL, LCL or
Air cargo.

Packing List Consolidated

Includes details of more than one item in a particular shipment it also can be FCL, LCL or Air
cargo.
Packing List Detailed

Along with the details in consolidated packing list it also includes net weight and gross
weight separately for all the items also contains the package dimensions in cubic meters.

Packing List Container

This kind of packing list is used to ship a single kind of commodity in a FCL load or more than
1 FCL.

6 – Authorized Signature

To finalize the document, the shipper can add their signatory details:

• Signatory Company
• Name of Authorized Signatory
• Digital Signature
• Digital Company Stamp
 Labelling and marking in Export business

Since the distance between exporter and importer is very far, the cargo is moved thousands
of miles away from its origin. If the cargo is less container load, (Lesser than a container),
chances are there to transship your cargo from different locations. Many times goods are
moved. For example, you need to move a cargo from New York to China. The cargo will be
sent by truck to nearest CFS of your factory - unloading to warehouse - stuffing in to container
- moving to New York - again unload at port - loading to container - moving to on board in to
ship - unloading to transshipment point if any - again sorting - loading to container - unloading
in CFS after arrival in Singapore - moving for inspection procedures - loading to truck after
customs clearance. Apart from the above mentioned movements, in each warehousing point,
there are chances of further movement of your goods due to re-arranging the slots,
movements for survey, inspection etc.
Marking and labeling is the only and best method of identifying your cargo during all the
operations above till reaching your cargo to buyer’s door step. All documentation is made in
such a way to incorporate marks and numbers of each parcel, so as to enable all officials to
identify and move accordingly.

So before generating commercial invoice and packing list, the packing department in factory
has to properly mark and label the cargo. Once packing completed, the marks and numbers
must be clearly mentioned in packing list and commercial invoice. This information is very
crucial in all forthcoming documentation till arriving the cargo at the door step of buyer. Once
moved cargo to nearest Container Freight Station (CFS) for customs clearance, the cargo will
be unloaded in ware house. The survey will be conducted by the CFS authorities on the basis
of packing list issued by you (exporter). Survey report is prepared on the basis of
reconciliation of marks and numbers mentioned in packing list with the marks and numbers
labeled on the parcel to be exported. This process matching will continue at many locations
during transit of your goods till arriving destination. Marking and numbers are also reflected
on Carrier’s document (Bill of lading or airway bill) in order to verify and match during transit
where ever applicable.
Labelling on product provides the following important information:

• Shipper's mark
• Country of origin
• Weight marking (in pounds and in kilograms)
• Number of packages and size of cases (in inches and centimeters)
• Handling marks (international pictorial symbols)
• Cautionary markings, such as "This Side Up."
• Port of entry
• Labels for hazardous materials

Labelling of a product also provides information like how to use, transport, recycle, or
dispose of the package or product. With pharmaceuticals, food, medical, and chemical
products, some types of information are required by governments.
It is better to choose a fast dyes for labelling purpose. Only fast dyes should be used for
labeling. Essential data should be in black and subsidiary data in a less conspicuous colour;
red and orange and so on. For food packed in sacks, only harmless dyes should be
employed, and the dye should not come through the packing in such a way as to affect the
goods.