What a packing list is
The packing list describes how the goods on an invoice are packed. It shows how many packages there are, of which kind, what each line weighs with and without its packing, how big the packages are and how they are marked. It carries no prices. It goes with the cargo, and everyone who handles the cargo reads it: your customs broker, customs at examination, the carrier, the warehouse at the other end and your buyer's receiving staff.
What an export packing list needs
The same header as the invoice. The same exporter, consignee, invoice number and routing as the commercial invoice. It is the invoice's companion, and both are filed together.
Packages by kind. "480 bags" or "150 cartons", not just "630 packages". The shipping bill and the bill of lading both state the number and kind of packages, and both are copied from here.
Net and gross weights, line by line and in total. The gross weight goes on the bill of lading, and it is what the container's verified gross mass starts from. For goods sold by weight, the net weight is what the buyer is invoiced for, so it has to agree with the invoice.
Dimensions and volume. The outside size of each package gives the volume in cubic metres. LCL freight is charged on it, and the forwarder plans the container with it.
Marks and numbers, containers and seals. The marks tie each package to this shipment. The container and seal numbers tie the shipment to the box it travels in. Customs and the buyer both check them.
Where the packing list is checked in India
When the shipping bill is filed, the number of packages and the gross weight come from the packing list. If customs picks the shipment for examination, the officer opens packages chosen from it and compares what is inside with the list. The carrier's bill of lading takes the packages, the weights and the marks from it too, usually through your shipping instructions. If you are paid by letter of credit, the bank checks that the packing list agrees with the invoice and the bill of lading.
Mistakes that cost exporters money
- A package count that differs from the shipping bill. At examination, customs can hold the container until the difference is explained.
- A gross weight lower than the net weight. It happens when the columns are swapped, and every document copied from the list carries the error.
- Volumes guessed rather than measured. LCL freight is billed on the measured volume, and the difference comes back as a charge at destination.
- Marks on the list that are not on the packages. The buyer's warehouse sorts by the marks, and customs looks for them.
- Seal numbers left out, or copied wrongly. A seal that does not match the documents is a red flag at every check on the way.