A packing list It is a document used in the export to detail everything about the products and packaging contained in each shipment. Exporters must create a packing list to share with carriers, importers and other operators in a supply chain.
To carry out exports, it is necessary to follow different steps and fill out various documents to guarantee the correct shipment of the products from one place to another. One of these documents is the packing list, or better known as packing list.
This document is essential for products, since it allows customs agents, partners, importers and other stakeholders to correctly identify and transport the cargo.
To understand the importance and value of this document, in this article we are going to see what a packing list is, what it should contain, how to fill it out and an example of it.
Let’s get started!
What is a packing list?
A Packing List is a document that specifies detailed information about the exporter, consignee, shipping method, product details and packaging. All of this information makes it easy to track cargo as it moves from one destination to another.
The parties involved in the cargo use this document to verify that the weights, dimensions and other details of the cargo are correct. Therefore, all exporters must provide a packing list when shipping goods abroad.
Why is a packing list important?
It is valuable for exporters to include all information on the packing list template to avoid problems or delays when moving goods through customs.
But, there are also other reasons why it is important to have this document, since:
- Provides a count of products being shipped.
- It is a test to generate the bill of lading document.
- It makes it easy for customs agents to enter the goods in the import database of their country.
- It works as a guide for the recipient/buyer when counting the product received.
- It serves as a supporting document to collect a refund or insurance if you need it.
📢Important: Remember that an easy way to bring foreign products to your customers is through external suppliers that ship from their warehouses. In this article we tell you.
Elements of a packing list
- Exporter details
- Data of the consignee and/or buyer
- shipping details
- Reference data and additional information
- Product and packaging details
- Authorization Signature
A packing list must contain the elements mentioned above. Next we will review each of these sections to know how to fill out this list.
1. Exporter details
This section includes the basic contact information of the exporting company. The data that must contain are:
- Company name
- Logo (optional)
- Address
- Telephone numbers
- personal contact details
- Email or website
In this section you can also add any additional information that you consider necessary or company registration numbers.
2. Data of the consignee and/or buyer
This section includes the basic contact information of the consignee company or buyer. The main data it must contain are:
- Company name
- Address
- Telephone numbers
- Contact name
3. Shipping details
This section is one of the most important as it specifies the shipping details. This helps the consignee, logistics company, and customs brokers to organize customs clearance, transportation, and final delivery of the goods.
The data included is:
- Shipping method (ground, rail, air or sea)
- Shipping type
- Country of origin
- Country of final destination (final address)
- Ship/Aircraft Name
- Number of trip
- Port of Loading
- Departure date
- Port of Discharge
- Final Destination (City and country)
4. Reference data and additional information
In this section, any additional information is added to the shipment, such as:
- Export invoice number and issue date
- Shipping number (if known)
- Buyer reference number (usually the purchase order number)
- Additional references (if necessary)
- Packaging information
5. Product and packaging details
Here, the exporter must include details of how the products were packed and loaded into the shipment.
This section may have different formats depending on how the products were packaged and the type of shipment. However, the details of the shipment information must include data such as:
- Product code (unique product reference number)
- Description of the goods
- number of products
- Type and number of packages
- Package net weight (kg)
- Package gross weight (kg)
- Package measures (m3)
6. Authorization signature
To finalize a packing list, the exporter must add their authorizations, which are:
- Name of the signing company
- Authorized Signatory Name
- Digital signature (if you have one)
- Company seal
📢Important: Other export documentation may be required, depending on the products being shipped and the country of origin and destination.
Example of a packing list
Next we will see an example of packing list with the sections that I mentioned above. It should be noted that there are different ways to create a packing list, this depends on the type of shipment and how the goods were packed.
Formats may vary, however, essential sections and data should always be present and easy to locate. Finally, it should be noted that this document can be made in Word or Excel and filled out there.
conclusion
As we have seen, a packing list is a fundamental piece for exporting companies, to guarantee that their products reach their destination quickly and without setbacks.
One way to start exporting is through an online store that allows you to ship internationally. If you want to sell to the whole world then and monthly installments of only $99 MXN. Dare to take the leap!
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