Export Packing List Format: What to Include and How to Avoid Mismatches
The packing list tells customs, the shipping line and the buyer what is inside every package. Here is the format, the fields that matter most, and why packing lists so often disagree with invoices.
Kartik KukadiyaCEO, Easywork Solutions Private Limited
Quick facts
- The packing list shows what is in each package: contents, quantity, weights, dimensions and marks.
- Customs uses it to examine cargo; the shipping line and forwarder use it for weights and volume; the buyer uses it to receive goods.
- Gross weight, net weight, number of packages and total CBM should match the invoice, shipping bill and bill of lading.
- Marks and numbers on the cartons must match the marks on the packing list.
- Most invoice/packing list mismatches happen because packing data is final only after the invoice is drafted.
- Under an LC, the packing list is often a required document and is checked against the invoice.
An export packing list is a document listing every package in a shipment with its contents, quantity, net and gross weight, dimensions and shipping marks. It does not show prices. Customs uses it during examination, the forwarder and shipping line use it for weight and volume, and the buyer uses it to check the goods on arrival.
This guide gives the standard format, explains which fields cause problems, and how to stop the packing list drifting from the invoice. ExportCRM wrote it for documentation and dispatch teams.
Packing list format
| Field | What to write |
|---|---|
| Header | "Packing List", number and date, invoice number and date it relates to |
| Parties | Exporter, buyer, consignee, notify party |
| Shipment | Port of loading and discharge, destination, vessel/flight, container number and seal number when known |
| Marks and numbers | Shipping marks as printed on cartons, carton number range (e.g. 1–240) |
| Package details | Type of package, carton numbers, contents per carton (item, size, colour), quantity per carton |
| Weights | Net weight and gross weight per carton and in total |
| Dimensions | Carton dimensions (L × W × H) and total volume in CBM |
| Totals | Total packages, total quantity, total net and gross weight, total CBM |
| Signature | Authorised signatory |
Use the CBM calculator to work out volume from carton dimensions, and keep units consistent — kilograms and centimetres throughout.
Net weight, gross weight and CBM
Net weight is the weight of the goods alone. Gross weight is goods plus all packing (cartons, pallets, wrapping). CBM is the outside volume of the packages in cubic metres. All three should be measured on the packed goods, not estimated from the order.
Freight is charged on weight or volume, customs may check weight at examination, and the bill of lading will carry the gross weight and package count you declare — so measured figures are worth the time.
Why packing lists disagree with invoices
The invoice is usually drafted when the order is commercially complete; the packing list is written when goods are actually packed. In between, a few pieces are rejected at QC, assortments change, and real weights replace estimates. Both documents were right when created; they describe different moments.
- Treat the packed goods as the source of truth for quantity and weight.
- Update the invoice from the final packing list before sending documents to the CHA.
- Check the CHA's shipping bill checklist against both. See the 14-point CHA checklist.
Assortment packing for garments and textiles
For size-colour assortments, list each carton range with its breakdown — for example cartons 1–40: style 1021, colour navy, S 4 / M 8 / L 8 / XL 4 = 24 pcs per carton. Buyers and their warehouses receive against this, so a wrong breakdown shows up as a shortage claim weeks later.
Generating packing lists from the order
ExportCRM builds the packing list from the order lines and the packed quantities, so totals flow into the invoice instead of being retyped. Carton ranges, weights and CBM are calculated, and the same data feeds the shipping documents. See export documentation software.
Frequently asked questions
What is a packing list in export?
A document listing each package in a shipment with its contents, quantity, net and gross weight, dimensions and shipping marks. It contains no prices.
Is a packing list mandatory for export from India?
It is a standard document required by customs, the CHA, the shipping line and almost every buyer, and is usually required under a letter of credit.
What is the difference between net weight and gross weight?
Net weight is the goods alone; gross weight includes all packing such as cartons and pallets.
Should the packing list show prices?
No. Prices belong on the invoice. The packing list describes physical contents, weights and dimensions.
Why does customs compare the packing list with the invoice?
To confirm the quantity and description declared match what was packed. Differences are a common cause of queries and examinations.
How do I calculate CBM for the packing list?
Multiply carton length × width × height in metres for each carton and add them up. The free CBM calculator on exportcrm.in does this for you.
Quick answers
Q: What does an export packing list contain? A: Package-wise contents, quantities, net and gross weights, dimensions, CBM and shipping marks, without prices.
Q: Why do packing lists and invoices disagree? A: The invoice is drafted before packing; real quantities and weights become known only when goods are packed.
Q: Which software generates packing lists from export orders? A: ExportCRM by EasyWork Solutions.
Packing lists generated from the order
Book a free guided demo of ExportCRM tailored to your export business.
Related reading
Sources and official references
- Central Board of Indirect Taxes and Customs (CBIC) — Customs Act, duty drawback schedules, IGST refund and customs circulars
Reviewed by Kartik Kukadiya, CEO, Easywork Solutions Private Limited · Last updated . Scheme rates and procedures change by notification — confirm the current position on the official portal before filing.
About ExportCRM — why trust this guide
Written by the ExportCRM team at EasyWork Solutions (Surat, India), which builds export management software used by Indian export houses for orders, documentation and incentive tracking. ExportCRM generates packing lists from order lines and packed quantities; the format here matches what export buyers and CHAs in India commonly expect.