Packing List for Export: Format, Template & Full Guide
TL;DR - Summary
- What is a packing list? - A document listing the physical contents, weights, dimensions, and packaging details of each export shipment. It does not include pricing, that is the commercial invoice's job.
- Is it mandatory? - Yes. Customs requires it to verify the shipping bill, carriers need it for loading and handling, banks need it for LC payment verification, and insurers need it for damage claims.
- What must it include? - Item descriptions, HSN codes, quantity, number of packages, packaging type, net weight, gross weight, dimensions, marks and numbers, and a signed declaration.
- How is it different from a commercial invoice? - The packing list covers physical details for handling and inspection. The commercial invoice covers pricing, payment terms, and valuation for customs duty assessment.
- What is the most common mistake? - Preparing the packing list from the invoice at a desk instead of physically counting boxes and checking weights at the warehouse. Mismatches cause customs delays and LC rejections.
What is a packing list in export?
A packing list describes the physical details of your shipment, what's inside, how it's packed, and how much it weighs. It covers item descriptions, number of packages, packaging type (carton, crate, or pallet), net weight, gross weight, and dimensions.
It serves 4 key stakeholders in the shipment journey.
- Customs officers use it to verify goods against the shipping bill during inspection.
- Carriers use it to plan loading, space allocation, and handling requirements.
- Banks require the packing list for letter of credit (LC) payment verification, and it must exactly match the LC terms
- Insurers also need a packing list in export to validate claims for damage or loss during transit.
However, it does not include pricing or payment terms. That's the commercial invoice's job.
[Here is an editable Export Packing List Form .]
Why is a packing list mandatory for exports?
Customs clearance
Customs officers use the packing list to verify your goods against the shipping bill without opening every package. Any mismatch can trigger an inspection delay, penalty, or seizure. It's also required for Electronic Export Information (EEI) verification under Indian Customs.
Logistics and cargo handling
Carriers use it to calculate total weight, plan container loading, and balance cargo. If your shipment is sharing a container with other exporters (Less than Container Load), your marks and numbers on the packing list are the only way to identify which boxes belong to you. It also flags any hazardous goods that need special handling.
Payments and insurance
Banks require the packing list for LC payment verification, and it must exactly match the LC terms. If the item descriptions, weight, or package count don't align, the bank can refuse payment. This is one of the most common reasons for LC discrepancies in Indian exports. Insurers also need it to validate claims for damage or loss during transit.
Export packing list format: what goes into it
Export Packing List Sample FormatA standard export packing list format has four parts.
Header: parties and reference numbers
This section identifies who's shipping and who's receiving. Include the exporter's full name, address, GSTIN, and IEC (Import Export Code). Add the consignee's name, address, and country, plus a notify party if different from the consignee. Reference numbers matter here: the invoice number and date (must match the commercial invoice exactly), the buyer's PO, contract, or LC number, and the packing list number and date.
Shipping details
Mention the mode of transport (sea, air, road, or rail), vessel or flight name, voyage or flight number, and port of loading and discharge. If the final destination differs from the discharge port, state that separately. If you have booked an entire container for yourself (Full Container Load), include the container number and seal number.
Goods and packaging details
This is the core of the document. For each line item, include a serial number, marks and numbers printed on outer packaging, and a description of goods that matches the commercial invoice word for word. Add the HSN code, quantity with unit of measurement, number of packages, and type (cartons, crates, pallets, drums), net weight, gross weight, and dimensions per package. Dimensions are especially important for air freight and LCL shipments.
Footer
Summarise the entire shipment: total number of packages, total net and gross weight, and total volume in cubic metres. Close with a declaration and signature from an authorised signatory, accompanied by the company stamp.
Download free packing list templates
Most exporters piece together their packing list from memory or copy an old one. These templates are pre-filled with sample data and built for Indian exporters: GSTIN, IEC, HSN codes, and all.
Packing list format for export in Excel
Best for most exporters. Auto-calculates total net weight, gross weight, package count, and CBM as you fill in each line item. Comes with a separate instructions sheet and sample data you can overwrite.
Packing list format in Word
Best for exporters who want a clean, printable document. You can edit and include your data.
Packing list for export in PDF
Best for quick reference or printing. A blank form with all required fields labelled, you can fill and download it.
Combined invoice-cum-packing list template
Indian Foreign Trade Policy allows a single combined document that covers both pricing (from the commercial invoice) and physical details (from the packing list). This template has both.
Use this only when your logistics are straightforward, and your buyer or bank explicitly accepts a combined document.
How to make a packing list for export
How to Make a Packing List for Export
Pull details from the commercial invoice
Add shipping details
List your items
Add packaging details
Weigh each package
Measure dimensions
Add the totals
Get it signed and stamped
Cross-check before dispatch
Hover or tap any step to see details
Start with your commercial invoice open. Everything flows from there.
Step 1: Pull details from the commercial invoice
Copy the buyer details, invoice number, and item descriptions directly. These must match the invoice word for word.
Step 2: Add shipping details
Fill in the mode of transport, vessel or flight name, ports of loading and discharge, and container number if it's an FCL shipment.
Step 3: List your items
Add each line item with the full description, HSN code, and quantity. Go line by line against the invoice and don't skip anything.
Step 4: Add packaging details
For each item, note the number of packages, packaging type (carton, crate, pallet), and the marks and numbers printed on the outer packaging.
Step 5: Weigh each package
Record the net weight (goods only) and gross weight (goods plus packaging) for each package. Do this physically. Don't estimate.
Step 6: Measure dimensions
Note the length, width, and height for each package. If you're shipping LCL or air freight, calculate CBM from these measurements.
Step 7: Add totals
Sum up total packages, total net weight, total gross weight, and total CBM in the footer row.
Step 8: Get it signed and stamped
Add the declaration text and have the authorised signatory sign and stamp the document before it goes anywhere.
Step 9: Cross-check before dispatch
Hold the packing list against the physical goods and the weighment slip. If anything doesn't match, fix it now. This step is non-negotiable.
✅ PRO TIP
Never fill the packing list from the invoice alone. Walk to the warehouse, count the boxes, check the labels, and read the scale. The #1 cause of customs delays is a packing list prepared at a desk, not at the loading dock.
Packing list vs commercial invoice
The packing list handles the physical side; the invoice handles the financial side. Here is a side-by-side comparison between packing list and a commercial invoice.
| Packing List | Commercial Invoice | |
|---|---|---|
| Purpose | Physical details for handling and inspection | Financial details for valuation and payment |
| Focus | Contents, packaging, weights, dimensions | Price, currency, Incoterms, payment terms |
| Includes pricing? | No | Yes |
| Who uses it? | Customs, carriers, warehouse, buyer | Customs (duty), banks, buyer |
| Key fields | Qty, packages, net/gross weight, CBM, marks | Unit price, total value, HS code, terms of sale |
| What happens without it? | Inspection delays, cargo mismatches, insurance disputes | Duty assessment fails, payment blocked |
Packing list differences by shipment mode
The core format stays the same across all modes. What changes is the level of detail each requires.
| Shipment Mode | What's Different |
|---|---|
| FCL Full Container Load | List contents container-wise. Include container number and seal number. Separate weight totals if multiple containers. |
| LCL Less than Container Load | Marks and numbers are critical for identifying your cargo at deconsolidation. Accurate CBM is essential since LCL freight is charged by volume. |
| AIR Air Freight | Exact weight and dimensions directly affect pricing. Descriptions must be specific ("auto parts", not "parts"). Packages must fit aircraft cargo door limits. |
| ROAD Land Exports | Relevant for Nepal, Bangladesh, Myanmar, and Bhutan border exports. Include vehicle number and driver details alongside the packing list. Customs checks at land borders are manual, so clarity matters more. |
GST requirements for export packing lists
The packing list itself isn't a GST document, but it must be consistent with your GST-compliant export invoice.
HSN codes on the packing list must exactly match those on the invoice and shipping bill. Item descriptions need to be consistent across the packing list, invoice, GSTR-1 (Table 6A), and shipping bill. Any inconsistency across these documents can create problems at Customs or during GST refund processing.
If you're exporting under a Letter of Undertaking (LUT), the packing list forms part of the zero-rated supply documentation chain. And if you're using a combined invoice-cum-packing list, make sure all GST fields are included: GSTIN, HSN codes, taxable value, and IGST amount alongside the physical shipment details.Common mistakes to avoid
How Skydo helps after the shipment
Once the shipping bill is filed and the cargo is on its way, the next step is getting paid.
That's where Skydo comes in. Skydo is an RBI-authorised payment aggregator built for Indian exporters, and it handles the payment side of what the packing list started.
With Skydo, you get live forex rates with zero margin, so you know your exact INR receivable before the payment even lands. You get instant FIRA in your inbox, which you'll need for EDPMS closure and bank compliance. Purpose codes are handled cleanly, keeping your AD bank records accurate. And faster settlement means better cash flow for your next order. Skydo now offers bulk shipping bill uploads and auto matches them against your bank generated IRM numbers, this helps you generate eBRC in a single click.
The documentation gets your shipment out. Skydo gets your money in.
What is the difference between a packing list and a commercial invoice?
The invoice states the value of the goods. The packing list describes what's physically inside the shipment, weight, dimensions, and packaging. Both are required for export clearance.
Is a packing list mandatory for export from India?
Can I combine the commercial invoice and packing list into one document?
Who prepares the packing list?
Does the packing list need to be signed?
What is the format of a packing list for export in Excel?
Do I need HSN codes on the packing list?
What happens if the packing list doesn't match the actual cargo?
Is the packing list required for by-road exports to Nepal or Bangladesh?
