Packing list: what it is, what it’s used for, and examples

It is an essential document in freight logistics and transportation, a report that the exporter must issue and that serves as a key requirement for goods to enter the destination country. Would you like to learn more about what a packing list is and why it is important?

The logistics sector needs qualified professionals to meet the demands of a field that has experienced significant growth over the past decade. This was highlighted at a leading industry event, the II Supply Chain Conference Iberia. This article is aimed at these professionals and focuses on an important document in imports and exports: the packing list. But what exactly is it? What does it involve? What information should it contain, and how can it be prepared? More details below.

What is a packing list?

First, it is important to define exactly what a packing list is. These key points help explain it:

• It is a common term in the world of logistics, whether goods are transported by land, sea or air.
• It is a document that accompanies any shipment of goods.
• It is a commercial document that includes the number of packages, the weight of each one, references, and other relevant details.

Its purpose is to make the exporter's work easier. It is a mandatory document.

What is a packing list used for in international trade?

The packing list serves several important purposes in international trade and when importing or exporting goods. It is a mandatory document without which a company cannot sell goods to other countries. The following points explain what a packing list is used for in international trade:

• It provides an inventory of the products to be exported.
• It is used by customs authorities to streamline the inspection and verification of transported goods.
• Once the document has been submitted and everything has been verified as correct, the transported goods can be released.
• It acts as a formal declaration to customs authorities.

The packing list is an essential tool for anyone working in logistics and transportation. Professionals looking to build a career in this sector need to understand this document, as well as other procedures designed to ensure that shipments comply with the regulations of both the country of origin and the destination country.

EAE Business School Barcelona offers specialized training for professionals who want to strengthen their qualifications: the Master in Supply Chain & Management Logistics, which covers topics such as the packing list, also known as a cargo list, package list or packing document, through a theoretical and practical approach that provides comprehensive training.

Main characteristics of a packing list

Once we understand what a packing list is and what it is used for, these are its main characteristics:

• It must be issued by the exporter and include all relevant information.
• The list must be highly detailed, specifying the number of packages, the goods they contain, their weight, the references for each package, and other relevant information.
• It is an essential document for successfully completing customs clearance.
• It is important to provide it in both English and Spanish, including originals and copies in both languages. 
• It must comply with the customs and tax regulations of both the country of origin and the destination country.

As expected, professionals in this sector must have an in-depth understanding of the laws and regulations governing commercial transactions. When carrying out an international trade operation, it is essential to fully understand the regulations and legislation of the destination country. International business operations require highly trained professionals who can respond effectively to the needs of companies operating in this field.

Example of a packing list in international trade

To better understand what a packing list is, here is an example of the information it should include:

• Exporter details: name, address, telephone number, email address.
• Importer details: name, address, telephone number, email address.
• Transport company details: name, address, telephone number, email address.
• Shipment information: number of packages, description of the packages, package number, brand or reference, type of packaging, net and gross weight, and approximate dimensions.
• Order preparation and shipment details: date, shipping date, place of origin, destination.
• Commercial invoice: invoice value, payment currency.
• Delivery terms according to Incoterms: FOB (Free On Board).

As mentioned above, this document plays a fundamental role in the international sale and purchase of goods. Companies involved in these types of transactions need professionals with expertise in international operations. This is a rapidly expanding field: the latest available data on Spanish exports showed a year-on-year increase of 9.3%, according to Customs data and the Monthly Foreign Trade Report issued by the Ministry of Economy, Trade and Enterprise and prepared by the State Secretariat for Trade.