Build a packing list that locates every item

Interactive explainer

From information to customs release

01 Describe
Identify what the goods are, who is trading and where they originate.
02 Document
Align invoice values, packing details and any required authorisations.
03 Review
The declarant submits information; customs may request evidence or inspection.
04 Release
After applicable checks and payments, arrange release and onward delivery.

Understand the scope

Prepare the packing list from the goods actually packed, after the final count. Give each carton or pallet a unique mark. Record the goods, quantities, package type, dimensions, net weight and gross weight for each package, with clear units. Net weight describes the goods; gross weight includes their packaging, so identify the measurement basis.

Prepare and verify

Link the list to the shipment and invoice reference. Reconcile item totals with the commercial invoice and package totals with the transport booking. For mixed cartons, show quantities by product inside each carton instead of using an unexplained total. Keep carton identifiers unique across mixed products, split shipments and replacement packages.

Complete the process

Keep a dated version and share it with the warehouse and broker. If packing changes, update the affected records together before declaration. Make the package marks readable so staff can locate requested goods during inspection; a packing list does not replace the commercial invoice. If a carton is opened or rebuilt, preserve the earlier record and record the new contents.

Worked example

Consider three cartons containing the same product: two hold 20 units each and the third holds 10. Show carton marks and quantities individually, totaling 50 units. If the third carton also contains another product, create separate product lines within that carton; the carton count remains three, not four.

Common mistakes

Typical errors are duplicated carton numbers, mixed weight units and confusing pallets with the cartons on them. When records disagree, trace each field to its source instead of choosing the most convenient value. Correct the source and affected documents, identify the approved version, and tell the broker what changed before filing.

Next actions

Ask the warehouse to confirm final counts and readable package marks. Keep the decision, supporting evidence and responsible person's name together. Set a review trigger for changes in the product, supplier or destination, so the next shipment starts from checked information rather than an unquestioned copy of the last file.

Before you ship

Identify every carton or pallet.
Check item totals and weight units.
Update the list after any repacking.

Official references

General planning guidance. Requirements and charges depend on the goods, destination and service; confirm the applicable rules before shipping.