Export packing list format

Introduction: Why Detail Matters More Than Ever

• The Hook: In the world of international shipping, a minor documentation error can turn a swift shipment into a costly customs nightmare. The seemingly simple Export Packing List is, in reality, one of your most powerful tools for speed and compliance.

• The Globax View: At Globax Solutions, we see the Packing List as the operational blueprint for your cargo. It’s what customs officers, carriers, forwarders, and warehouse personnel use to identify, handle, and verify your goods.

• What You Will Gain: This guide will break down the essential format requirements for the Export Packing List, ensuring your documentation is always accurate, compliant, and contributes to seamless global trade.

Section 1: The Core Purpose of the Packing List

The Packing List serves several vital functions that the Commercial Invoice cannot:

1. Customs Verification: It allows import customs to quickly verify the physical contents against the commercial invoice and prevents costly cargo inspections.

2. Handling and Logistics: Freight forwarders and warehouse staff use the dimensions and weights to plan loading, manage space, and calculate freight charges.

3. Security and Damage Claims: In the event of damage or loss, the detailed list (including gross/net weights per package) is critical for filing and resolving insurance claims.

4. Proof of Shipment: It serves as a receipt and proof of what was physically shipped.

Section 2: The Essential Format Requirements (Field-by-Field)

A compliant Export Packing List must be formatted clearly and contain the following non-negotiable data points.

1. Header Information (The Who and Where)

2. Transportation Details (The How)

• Vessel/Flight No. & Carrier: Identifies the specific transport method.

• Port of Loading: The physical location where the goods are loaded (e.g., Shanghai, China).

• Port of Discharge: The physical location where the goods will be offloaded.

• Final Destination: The ultimate delivery point, if different from the Port of Discharge.

3. The Detailed Cargo Description (The What)

This section requires the most meticulous attention to detail.

4. Weights and Measurements (The Crucial Numbers)

These figures are essential for calculating freight costs and verifying manifest weights. They must be accurate to avoid significant carrier fees and delays.

• Gross Weight: The total weight of the goods plus all packaging (box, pallet, shrink-wrap). Provide both Kilograms (KGS) and Pounds (LBS).

• Net Weight: The weight of the goods only, excluding all packaging.

• Dimensions: The length, width, and height of each package (or pallet). Provide in Centimeters (CM) and Inches (IN).

• Volume (CBM): The calculated cubic meters (L x W x H) of each package.

Section 3: Common Pitfalls and Globax Best Practices

Mistakes That Lead to Delays

1. Inconsistent Totals: Listing one Gross Weight total on the Packing List and a different one on the Commercial Invoice.

2. Vague Descriptions: Simply writing “parts” or “merchandise.” Use specific identifiers (e.g., “Stainless Steel Ball Bearings, Model XYZ-45”).

3. Missing Net Weight: Only providing Gross Weight. Customs requires Net Weight for calculating some duties and taxes.

4. Mixing Units: Listing some dimensions in inches and others in centimeters on the same document. Stick to one system (preferably metric for international trade) and show conversions.

Globax Best Practices

• Use a Digital Template: Standardize your format using a dedicated template or software to ensure no fields are missed.

• Include the COO: While not strictly required, listing the Country of Origin (COO) next to the description of goods often helps customs speed up verification.

• Add a Signature and Stamp: The document should be dated, signed by an authorized representative, and stamped with the exporter’s official seal.

• Provide an Electronic Copy: Always send an electronic copy to your freight forwarder well in advance of the physical delivery to the port/airport.