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Logistics companies involved in exporting must complete a series of formalities in order to be able to transport goods from one country to another. Among the necessary documentation, we find the packing list. What exactly does it consist of and how should it be used?
What is a packing list
The packing list, also known as packing list, is a fundamental document in the field of logistics and international trade. This document accurately and exhaustively details the information related to the products to be exported, thus facilitating different aspects of the export process, such as customs clearance and cargo inspection.
This list should be as accurate and detailed as possible. Its main function is to facilitate customs work, but it is also useful for the company receiving the goods and for the logistics and transport companies that have to manage their shipment.
Although it is only strictly necessary for international shipments, it is also often used in domestic shipments for proper traceability of products and, as mentioned above, to facilitate the task of the carrier and the receiving company.
In addition, it must be taken into account that the packing list is mandatory for air or sea shipments, since without this document we will not be issued the air waybill or the bill of landing respectively. If we do not have it, we run the risk of the goods being blocked at customs.
Definition of packing list in logistics
In the context of logistics, the packing list is a document issued by the exporter that provides a complete inventory of the products to be transported. This document specifies the quantity, weight, dimensions and detailed description of each item or package that is part of the cargo to be exported.
Importance of the packing list in the export process
The packing list plays a fundamental role in the export process, guaranteeing a correct management of the cargo and avoiding possible mishaps. Thanks to this document, greater efficiency is achieved in customs clearance, since it provides the customs authorities with the necessary information to carry out the tasks of recognition and inspection of the merchandise in an adequate manner. In addition, the packing list is essential to prevent undesirable situations, such as the shipment of non-permitted goods or the omission of products in the cargo. Having a detailed description of each item minimizes the risk of errors in the export process, which contributes to maintaining a smooth and efficient flow throughout the operation.
Functions and objectives of the packing list in customs clearance
The packing list has several functions and objectives in customs clearance. The following are some of the main ones:
- Provide accurate information: The packing list provides detailed information about the cargo, such as quantity, weight and dimensions of each item or package, which allows customs authorities to have a clear understanding of the merchandise being exported.
- Facilitate customs inspection: By having a detailed description of the products, the packing list facilitates the inspection tasks performed by the authorities who verify that the cargo complies with legal and safety requirements.
- Prevent the shipment of non-permitted goods: The packing list allows verifying that the cargo complies with international norms and regulations, avoiding the shipment of products that are prohibited or restricted in certain countries.
- Streamline customs clearance: By having all the necessary information in a clear and organized manner, the packing list helps to speed up and simplify customs clearance, reducing waiting times and facilitating the flow of international trade.
Types of packing list
Export packing list
The export packing list is used when shipping goods domestically or internationally. This type of packing list details the quantity, weight, dimensions and description of the products to be exported. It is essential for customs clearance and to ensure a successful shipment. In addition, the export packing list is also necessary to issue the bill of lading, an essential document in sea and air transport.
Domestic shipping packing list
The domestic packing list is used when the shipment of goods is within the same country. In this case, the sender and receiver are the same person, so certain information fields, such as contact details, can be omitted. The packing list for domestic shipments serves as an affidavit of value and must include detailed information about the shipment, such as quantity, weight and description.
International moving packing list
The international moving packing list is used when moving a person’s personal property from one country to another. In this case, the packing list must contain detailed information about the personal items being moved, including an accurate description of each item, quantity, weight and value. This type of packing list is necessary to comply with customs requirements and ensure a smooth move.
Packing list models
The packing list can be adapted to each company and type of goods we transport, but there are a number of mandatory fields:
- Date of shipment.
- Exporter’s data: Name, address and identification document of the company or person sending the goods.
- Importer’s data: Name, address and identification document of the company or person receiving the goods.
- Invoice number of the goods included in the packing list.
- Weight and dimensions of the packages.
- Weight and dimensions of the products.
- Description of each package.
- Total number of packages in the shipment.
In addition, you can include other useful data, tariff codes or the economic value of the goods (very useful for transport insurance purposes). In this ICEX guide you will find all the details about the packing list and other export documents.
Although it may seem like a simple list for bureaucratic purposes, the packing list is an essential document in international transport, both to ensure that goods arrive at their destination unhindered at customs and to facilitate their traceability. This is especially critical when transporting perishable goods, as an incomplete or erroneous packing list can result in the goods being held up for several days. For this reason, we must make sure that it is done correctly and with all the necessary data.
Our recommendation is that, if the company has no experience in exporting or is exporting to new markets, it should first have a WMS that allows it to have all the necessary information about the goods.
