Among all export and import documents, the packing list is the one most often overlooked and the one that most frequently causes trouble at customs. The question of how to prepare a packing list looks simple, yet a missing package count or an inconsistent weight can mean an inspection, waiting time and extra charges. A packing list details the contents of every package in a shipment: quantities, net and gross weights, dimensions and markings. It complements the commercial invoice on the physical side. Customs authorities, carriers, insurers and buyers all use it for different purposes. At Özd Global we check the packing list before loading every shipment we handle from Gebze, and in this guide we explain step by step how to prepare one correctly.
What a Packing List Is Used For
The packing list documents the physical makeup of the cargo. Its main uses are:
- Customs inspection: Officers compare the declared number of packages and weight with the actual cargo.
- Transport planning: Carriers plan vehicle or container utilisation and weight distribution from it.
- Insurance and claims: Knowing which product is in which package is the basis for calculating compensation after damage.
- Goods receipt: The buyer checks delivered packages against the list to identify shortages or surpluses.
Information a Packing List Must Contain
There is no mandatory standard format, but international practice expects the following fields:
- Document title and number: The words "Packing List", the date and the related invoice number.
- Seller and buyer details: Company names, addresses and contact information.
- Shipment details: Place of loading, destination, mode of transport, vehicle or container number.
- Package details: Type of package (carton, pallet, crate) and total number of packages.
- Product description: Description and quantity of goods in each package, with the HS code where possible.
- Weights: Net and gross weight (kg) per package and in total.
- Dimensions and volume: Package dimensions (cm) and total volume (m³).
- Marks and numbers: The identifying marks printed on the packages.
- Signature and stamp: Authorised signature of the seller.
Sample Packing List Table
| Package No | Type | Description | Qty | Net Weight (kg) | Gross Weight (kg) | Dimensions (cm) |
|---|---|---|---|---|---|---|
| 1-10 | Carton | Stainless steel valve, DN50 | 200 | 480 | 520 | 60x40x40 |
| 11-14 | Wooden crate | Valve actuator | 40 | 360 | 420 | 120x80x90 |
| 15 | Pallet | Spare gasket set | 500 | 95 | 120 | 120x80x60 |
| Total | 15 packages | 740 | 935 | 1,060 | 3.2 m³ |
The totals row must match the commercial invoice and the transport document exactly. Even small discrepancies trigger requests for explanation at customs.
Tip: Prepare the packing list in the same order and with the same product descriptions as the commercial invoice. If the invoice says "valve", do not write "tap" on the packing list; customs officers check the two documents side by side.
Packing List vs Commercial Invoice
The two documents are often confused. The commercial invoice shows the financial side of the sale: unit prices, total value, payment and delivery terms. The packing list shows the physical side: what is in which package, how heavy and how large. A packing list contains no prices, which means it can be shared safely with carriers or warehouse staff who should not see the commercial value.
| Feature | Commercial Invoice | Packing List |
|---|---|---|
| Purpose | Financial and customs value | Physical contents and weight |
| Price information | Yes | No |
| Package-level detail | Usually no | Yes |
| Used by | Customs, banks, buyer | Customs, carrier, warehouse, buyer |
Step-by-Step Preparation
So how to prepare a packing list in practice? The process takes six steps:
- Pack the goods and number the packages. Give each package a sequential number and mark.
- Weigh and measure every package. Net weight is the product alone; gross weight includes packaging.
- Enter the data in the table. Follow the order of the invoice.
- Verify the totals. Compare package count, net and gross weight and volume with the invoice and transport document.
- Flag dangerous goods or special items. State the UN number and class where applicable.
- Sign, stamp and keep a digital copy.
Before loading, the Özd Global operations team compares the packing list with the vehicle or container plan to confirm package counts and weight distribution. For road freight to Europe, the package and weight details on the CMR note are taken directly from the packing list; for sea freight container loads, the document is the basis for the verified gross mass (VGM) declaration.
Common Mistakes
- Confusing net and gross weight, or stating only one of them.
- Forgetting to include pallet weight in the gross weight.
- Using different quantities or product descriptions on the invoice and the packing list.
- Failing to match package numbers with the marks on the cartons.
- Summarising mixed cartons in a single line instead of itemising the contents.
Each of these errors raises the likelihood of inspection and prolongs the customs clearance process. A pre-shipment document check is the most practical way to eliminate these risks, and Özd Global performs it as standard on every shipment.
Frequently Asked Questions
Is a packing list mandatory? It is not legally required in every country, but customs authorities, carriers and buyers request it for almost every international shipment. Shipping without one increases the risk of delays and inspections.
Who prepares the packing list? The question of how to prepare a packing list usually falls to the seller or exporter, because they know best how the goods were packed. The logistics provider or customs broker reviews the document and requests corrections if necessary.
In which language should it be written? English is the standard for international shipments. A bilingual Turkish-English format suits both local customs and the foreign buyer.
Knowing how to prepare a packing list comes down to care and consistency. Özd Global reviews your shipping documents before loading and works with you on any corrections needed for a smooth passage through customs. Visit our contact page or call +90 551 462 41 34 for document support and shipment planning.
