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Export Packing List Template: What to Include, Why It Matters, and How to Create Yours
Discover what an export packing list is, why it’s vital for shipping, and download a practical template for your global business shipments.
Shipping products internationally? An export packing list records what is packed in each carton, crate or pallet, including quantities, weights and dimensions. This guide explains the fields, common mistakes and how to prepare the document. Start with the free Excel template and printable PDF below, then check the completed list against your actual packing and shipment requirements.
Download an export packing list template
Use the Excel workbook to prepare your packing list: it includes a blank sheet, a worked coffee shipment example, and formulas for quantities, weights and carton volume. The two-page PDF includes a blank printable form and the same worked example.
Free downloads; no Google account required. Review the completed document with your importer or freight forwarder before using it for a shipment. Required documents and formats depend on the shipment and destination.
Worked coffee packing list example
These figures are invented to explain the calculations. They are not actual MR.VIET product packing specifications or shipment data.
| Carton marks / product | Cartons | Packs per carton | Total packs | Net kg | Gross kg | Carton volume, m³ |
|---|---|---|---|---|---|---|
| EX1–10: roasted coffee, 250 g packs | 10 | 12 | 120 | 30 | 35 | 0.300 |
| EX11–15: roasted coffee, 1 kg packs | 5 | 6 | 30 | 30 | 34 | 0.180 |
| Total | 15 | — | 150 | 60 | 69 | 0.480 |
Scroll the table sideways on a small screen. The first carton group measures 40 × 30 × 25 cm; the second measures 40 × 30 × 30 cm. Carton volume = cartons × length × width × height ÷ 1,000,000 when dimensions are in centimetres. Pallets, wrapping and other external space are not included in this carton-volume calculation.
How to use the Excel template
- Fill in the shipment details and the yellow input cells. Keep references consistent with the commercial invoice and other transport documents.
- Use one row for each group of cartons with the same product, packing, weights and dimensions. Identify carton marks, product and lot; record mixed cartons, pallets and other packing separately as needed.
- Enter actual measured net and gross weights per carton in kilograms and external carton dimensions in centimetres. Gross weight must include the carton and packing materials.
- Check the row status before relying on totals. Calculations stay blank for incomplete or invalid rows, and shipment totals stay blank until every used row is complete. Recheck the document whenever packing changes.
For the distinction between a packing list and a commercial invoice, see the International Trade Administration’s guide to common export documents.
Planning a commercial coffee order? Ask MR.VIET about Vietnamese coffee wholesale.
Example of Export Packing List
What Is an Export Packing List?
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.
Why Is an Export Packing List Important?
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.
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.
What Should an Export Packing List Contain?
A comprehensive export packing list generally includes the following elements:
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.
- 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.
Tips for Filling Out the Packing List Correctly
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.
Distinguish Cartons and Pallets: Identify the packed units and carton marks, and show how cartons are grouped on pallets. Keep carton and pallet counts separate so the same goods are not counted twice. Confirm the gross weight and dimensions of the actual handling units with the packing team.
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.
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.
Distinguish Cartons and Pallets: Identify the packed units and carton marks, and show how cartons are grouped on pallets. Keep carton and pallet counts separate so the same goods are not counted twice. Confirm the gross weight and dimensions of the actual handling units with the packing team.
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.
Common Export Packing List Mistakes
- 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.
How Is the Packing List Used in International Trade?
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).
When Is a Packing List Required?
Packing-list requirements vary by destination, goods and shipment arrangements. Confirm the required documents and format with your importer and freight forwarder before shipment.
The packing list commonly supports cargo checks and reconciliation with the commercial invoice and transport documents. Food shipments may also need product-specific details, such as lot numbers or expiry dates, depending on the applicable requirements. For coffee classification, see our HS code guidance.
The packing list commonly supports cargo checks and reconciliation with the commercial invoice and transport documents. Food shipments may also need product-specific details, such as lot numbers or expiry dates, depending on the applicable requirements. For coffee classification, see our HS code guidance.
Final Thoughts
Use the packing list to reconcile the package contents, marks, quantities and weights with the commercial invoice and receiving checks. Update it when the actual packing changes, then confirm the required format with the importer and freight forwarder.
For MR.VIET coffee or packaged-food enquiries, discuss the product format, packing details and destination market with the wholesale team.
For MR.VIET coffee or packaged-food enquiries, discuss the product format, packing details and destination market with the wholesale team.
