Export packing lists – 10 crucial details to include in 2026

If your business exports parts, assemblies, or finished products, getting your documentation, particularly your export packing list, is vital.

An export packing list provides details of all items within a specific shipment. Created as an itemised list, it should include details of volumes, weights, quantities, and consignee details. Export packers, freight forwarding companies, and everyone else involved in the shipment use export packing lists to track and check cargo at each stage of the process.

In this guide, we’ll provide details on the ten vital items you should consider when creating your export packing list and how they can affect the smooth flow of your shipment.

An export packing list serves as a detailed inventory of all the items included in a shipment. It is fundamental to provide essential information for each item, such as its volume, weight, and pertinent details about the consignee’s contact information.

Similar to the Incoterms established by the Department for Business and Trade for constructing well-defined contracts, the primary purpose of export packing documents is to simplify the shipping process.

Without an export packing list, a shipment’s contents, especially inside export packaging such as wooden shipping crates, would remain unknown.

This fundamental issue highlights why various entities in the supply chain, including freight forwarding companies, expect comprehensive information on the export packing list.

To facilitate a smooth and transparent shipment process, here are ten essential pieces of information your export packing list should include.

• The date.
• Contact information.
• Consignee contact information.
• Origin address details.
• Destination information.
• Total packages within the shipment.
• A detailed description.
• The volume and weight (per package).
• The volume and weight (in total).
• A commercial invoice.

As you might expect, your export packing list should include the date.

Doing so proves advantageous for all parties involved, providing you and the consignee with evidence of the shipment’s timing.

This visibility is helpful if you decide to change transport options in the future, particularly if the change is driven by the expected arrival timeframe for your goods at the end user.

A date also helps to identify the package should it become lost.

When creating your export packing list, include contact information for the shipper (yourself) and the exporter (the shipping company).

This step is beneficial in the event of unforeseen issues, helping third parties resolve any complications.

Additionally, it serves as a proactive measure for you and your exporter to manage risks and navigate insurance claims efficiently.

A consignee refers to the individual or entity receiving the goods you are exporting. It is imperative to include their contact details on your export packing list to facilitate communication in the event of loss or misplacement during transportation.

Including the consignee’s contact information on your export documents is essential for comprehensive shipment documentation.

One vital detail to include in your export packing list is the cargo’s origin address.

If there are any issues with your goods during their journey, the responsible party needs to know where to send them. This information could also be valuable if the destination address is difficult to find or if there are delivery complications.

Arguably, the most vital information to include in your export packing list is the cargo’s destination address.

These details are sought after by everyone involved in the process. It becomes especially vital when utilising multimodal freight forwarding, emphasising the need to include this information on your packing list consistently.

When a shipment comprises a single package, your packaging manufacturer can measure and weigh the item before supplying the appropriate export packaging (e.g., a wooden shipping case).

For shipments containing multiple packages, it can be somewhat more complicated.

Including the total number of packages in your shipment is essential, providing reference points for everyone involved in the transport process and the recipient of your export. This practice also offers protection against potential loss or damage to the goods.

In addition to specifying the quantity of individual packages in your shipment, it is essential to provide a comprehensive description of each package’s contents on your export packing list.

This information facilitates the smooth progression of your shipment and is also imperative for insurance and documentation purposes.

As with the importance of a detailed description, including each package’s specific volume and weight on your export packing list is essential.

Should there be any discrepancies in the weight of your cargo during its journey, the shipper can refer to the packing document to determine whether any items are missing or have been removed.

If they lack information on the shipment’s overall volume and weight, your shipper will be unable to identify inconsistencies across different destinations.

The majority of the technical information you’ll need for your export packing list is available online.

Including your commercial invoice number and shipment details on your export packing list is vital. Doing so ensures that individuals can swiftly and easily retrieve all necessary information about your shipment through online searches.

The specific format becomes less critical, provided you include all of the essential information in your export packing list. Nevertheless, ensuring that the provided information is clear and concise is vital, enabling relevant parties to quickly locate the necessary details.

Numerous free export packing list templates are available online in PDF or Excel format for download. While these templates may not precisely match your requirements, they are excellent examples of the typical formats used for international shipping and organising your packing list.

Remember that your manufacturer or export packing company can also assist with your export packing list.

You may need to consider other factors regarding your goods and prepare them for export.

For example, are they classed as dangerous goods, like lithium batteries? If so, you must confirm with your export shipping company that everything, including your export documents, meets the applicable regulations.

Other packaging types may also require additional handling or care, including timber, which must comply with ISPM 15 regulations before international shipment.

Working with an experienced export packaging manufacturer helps ensure your packaging is correct, your documents are acceptable, and you meet any specific regulations required.

Getting your export packing list right the first time can play a significant part in ensuring your goods arrive at their destination.

At GWP, we have over 30 years of experience in providing a vast range of export packaging to businesses and industries. Besides being able to design, manufacture, and supply a wide variety of export packaging, we are well-versed in the requirements for specific markets and products (including ISPM 15 regulations).

If you require assistance with your export packing lists and packaging to ensure safe transit of your goods, please do not hesitate to get in touch with our team of packaging experts today.