A physical account of the consignment
A packing list describes how the goods are arranged for transport. A warehouse, carrier or receiving team should be able to identify the contents of each package from the document. Compare it with the actual packed goods and the invoice, checking package counts, quantities and shipment references before release.
Package identity and contents
Give each package, or clearly defined group of packages, a traceable identifier. Show how individual units relate to cartons, pallets or crates. For mixed consignments, identify which invoice items are in each package. This allows the team to investigate a partial delivery or discrepancy without reconstructing the whole shipment.
Weights, dimensions and handling data
State net weight, gross weight and measurement units clearly. Record the final packed dimensions required for transport and receipt. Check handling restrictions, orientation and lifting instructions against the technical requirements. Flag estimates and confirm them before they are used to select equipment or issue final booking instructions.
Reconciliation before dispatch
Compare the packing list with the invoice, warehouse packing record and carrier booking. Reconcile package totals and confirm that quantities match the goods ready for dispatch. If packing changes after inspection or consolidation, issue a revised version and notify the responsible parties of changes in weight, volume and transport details.
Receiving and discrepancy management
At receipt, use package identifiers to record shortages, damage and over-deliveries against the shipment. Keep the receiving evidence and the responsible party's assessment until each issue is resolved. File the final packing list and authorised amendments with the delivery record for reconciliation and later enquiries.