Ultimate Guide: How to Create a Packing List for International Shipping

International shipping needs concrete and clear documentation for hassle-free delivery services.

Without proper documentation, companies suffer delayed deliveries, fines and even compliance issues with the shipping process.

A packing list is one of the most essential documents which is needed for hassle-free international shipping.

A packing list involves information regarding the summary of the different goods being shipped, information regarding authorities, and providers. 

This article will discuss what a packing list is, the elements involved and what mistakes shipping companies can avoid. This guide is ideal for Indian exporters and international shipments. 

What is a Packing List?

A packing list contains information regarding a shipment and its items. The document offers information on the items, their weight, dimensions and any other extra information needed for customs clearance.

A packing list focuses mainly on the physical aspects of the items and any extra specifications that need to be declared.

Contents of Packing List:

A packing list must have the following elements to ensure it is considered for international shipping through customs clearance:

• Description of goods: Information on the product items and goods inside the package. 
• Customer details: Information directed to who the customer is. 
• Exporter details: This includes name and address.
• Shipment number: The number which is used to track the package. 
• Country of origin: Where the package is coming from
• Shipment information: Information on the package such as first class etc. 
• Purchase order number: Information for customers to see what they’ve ordered. 
• Country of destination: Where the package is coming from.
• Weight and Dimensions: Information on the weight and size of the package. 
• Authorized signatory: A signature is needed to approve the package. 

Include all these elements in your packing list document for smoother and faster international shipping. 

Why do we need a good Packing list?

Packing lists play vital roles in international shipping:

1. Customs Clearance: Custom authorities always rely on packing lists to look into the quality of the items. The packing lists offer detailed descriptions and packaging information to prevent communication problems. 
2. Verification: Authorities also use packing lists to ensure that the shipment details match the details of the commercial invoices and any other required shipping documentation.
3. Logistics: Packing lists also provide information to ensure goods are transported well and stored effectively. This means they’re able to reach their destination without being damaged or lost during the process. 

Mistakes to Avoid:

Creating a packing list will help to ensure a smooth shipping process, however, there are some common mistakes that shipping companies should try to avoid:

1. Incorrect Information

   Providing inaccurate information or descriptions can result in shipment delays, fines, and even items being confiscated. You must ensure you check all the item descriptions and ensure everything is consistent with all other pieces of documentation.

2. Incomplete Information

   Information that is missing, such as weights, dimensions, or even reference numbers, can also lead to shipment delays. You must ensure you always include the right details.

3. Discrepancies Between Documents

    All the information on your packing list and other shipping documents needs to match each document with the correct information. Discrepancies can cause complications with custom clearances. 

Difference between commercial invoice and packing list

While both documents are needed for international shipping, the difference is:

• Commercial Invoice: This document focuses on payment and accounting information. It includes prices, payments, and the total value of the items and shipment.
  
• Packing List: This document focuses on a detailed description of the items, including dimensions, weight, package type, and item numbers. This helps customs authorities become aware of the items being shipped with detailed information. 

Work with Compliance:

Here are some tips as to why Indian exporters need to follow legal compliance laws:

• Understand the legal requirements
  All Indian exporters and shipping companies should always align with international legal requirements. Businesses and shipping companies need to be informed about the different legal requirements to prevent any shipping losses.

• Packing lists Aligned with Country Regulations
  Countries around the world have different requirements needed for packing lists. Your packing list will offer reliable content and information to ensure it follows the destination regulations.
•  Assistance
  Make sure to work with reliable shipping companies and providers who will offer accurate guidance and support when creating packing lists and documentation.

Conclusion

Shipping companies should understand the importance of packing lists and the benefits they provide for international shipping. 

By understanding the different elements involved, their roles and what mistakes to avoid, shipping operations will run smoothly. 

Businesses and Indian exporters must ensure they fill out the correct information on their packing list documents. This will help to prevent legal issues and shipment delays. Indian expoters must be able to follow the right information and processes involved to create smooth international shipping. 

Frequently Asked Questions

Is a packing list mandatory for export?

Yes, a Packing list is mandatory for all international shipping.

What is the purpose of a packing list for international shipments?

The packing list contains all relevant information about the product that you want to ship internationally. Make sure you add information in detail.

Who needs an export packing list?

All exporters are required to stick their packing list on their products. 

What is the difference between a Packing List and a Bill of Landing?

A packing list contains the contents of a shipment and a bill of landing is a legal contract between the shipper and carrier.

Who prepares a Packing List?

The exporter prepares the packing list with every piece of information.