An export packing list is a detailed document that lists all items included in an outbound international shipment. Its main function is to provide customs officials, logistics providers, and the buyer with information about the contents, type, and specifics of every shipping unit. This document is separate from the commercial invoice and focuses on the physical attributes of the shipment - without pricing or payment information.

Customs Clearance: Customs agencies rely on packing lists to verify the contents of shipments, ensuring declarations are accurate. Incorrect or missing documents frequently cause delays at the border.

Freight Forwarding: Logistics companies reference the packing list to calculate the space required, check for hazardous contents, and track each package’s movement.

Recipient Verification: Buyers need to confirm that shipments match purchase orders. The packing list provides a reference for quick checks.

Damage or Loss Claims: In the event of missing or damaged cargo, insurance providers and claims adjusters will check the packing list to process compensation (see what’s covered in cargo insurance).

Compliance: Many countries require a packing list as part of the shipping documentation stack.

A comprehensive export packing list generally includes the following elements:

• Exporter and Consignee Details: Names and addresses of both the shipper and receiver.
• Shipment Identifiers: Packing list number, date, commercial invoice number, purchase order number, container or bill of lading number.
• Shipping Details: Port of loading, port of discharge, carrier name, shipment method.
• Package Information:
• Number and type of packages (cartons, pallets, drums, etc.)
• Marks and numbers (unique labels to identify each package)
• Detailed description of goods in each package
• Quantity of each item
• Net and gross weight per package
• Package dimensions (length x width x height)
• Totals: Overall quantities, net weight, gross weight, and cubic volume.
• Handling Instructions: Special instructions such as “Fragile,” “Keep Upright,” or temperature requirements.
• Hazardous Goods Information (if applicable): UN number, hazard class, and specific handling protocols.
• Authorized Signature: Name, position, date, and signature of the person responsible for packing or shipping.

Properly labeling and numbering every package simplifies identification and cross-checking by customs, especially important if the shipment is large or contains multiple product types.

Be Accurate and Up to Date: Double-check all weights, dimensions, and box numbers before shipment. Discrepancies can trigger inspections or rejections.

Use Clear Descriptions: List actual product names, quantities, and package numbers - not just internal codes.

Consistent Markings: The “marks & numbers” on the packing list should match any visible labels or stickers on each package.

Include All Packages: Every unit in the shipment, even empty ones or dunnage, should be recorded.

Tailor the Template for the Shipment: Bulk food exporters, such as those dealing with coffee or chocolate, should specify batch numbers if needed for traceability. For more about the process for specific food products, see the guide on How to Import Vietnamese Coffee to Australia.

• Omitting package dimensions or total weights
• Vague product descriptions (“goods,” “miscellaneous”)
• Mismatching package numbers between boxes and paperwork
• Failing to update the document after any last-minute packing changes
• Forgetting to sign or date the packing list before shipping

Each of these can lead to customs delays, disputes, or even returned shipments.

The export packing list is sent with the shipping documents to the freight forwarder, and often accompanies the goods physically, either attached to the lead container or provided electronically. Customs authorities will cross-reference the packing list with the commercial invoice and bill of lading during clearance procedures. For shipments covered by insurance, claims must match details provided in the packing list (refer to the International Trade Administration’s packing list for further government guidance).

• For all commercial international shipments, regardless of product type or value.
• When goods are exported for trade, especially when regulated, high-value, or specialized products are involved.
• As supporting documentation for customs clearance, foreign exchange, or regulatory compliance.

Some regulations, such as those governing food or agricultural exports, may also require batch numbers, expiration dates, or HS codes (see related HS code guidance if shipping commodities).

An export packing list might seem routine, but it's a crucial cornerstone for global shipping. It provides transparency at each link in the logistics chain - ensuring that what’s shipped, matches what’s received, and every party along the way is in sync. For businesses new to export, starting with a well-structured template not only speeds up shipments but also reduces the risk of issues at customs.

If you plan to export packaged food products such as coffee or snacks, partnering with a knowledgeable supplier makes compliance easier. MR.VIET delivers export-ready Vietnamese coffee and snacks, and provides support with packing lists, shipping paperwork, and logistics - helping every box arrive smoothly at its international destination.