A packing list is a key document in the shipping process, and every detail on it matters.
When packing list details do not align with the rest of your shipping documents, your shipment may be delayed.
In this article, we break down what a packing list should typically include, five common mistakes that can cause delays, and five tips to get your packing list right.
A packing list summarizes what’s in a shipment and how it’s packed. It supports customs clearance and inspections.
The Canada Border Services Agency (CBSA) may use the packing list to verify shipment contents, warehouses may use it when receiving goods, and carriers or insurers may require it to support claims for loss or damage during transit.
There isn’t a specific template or format, but a packing list must typically include:
If all packing details are included on the invoice, a separate packing list is not required.
Other details may be helpful, such as HS codes, special handling instructions, or hazardous goods information.
Here are common packing list mistakes that may cause delays and, in some cases, increase your exposure to penalties under CBSA’s Administrative Monetary Penalty System (AMPS):
If the CBSA cannot match the declared description to the contents because it’s too vague or generic, the goods may be held until the shipment is clarified.
If the weights on the packing list do not match the bill of lading or commercial invoice, the shipment may be flagged for review.
If descriptions or quantities do not match the commercial invoice, the CBSA may question the declared value or classification details, and clearance may be delayed until you confirm the correct shipment details.
If you don’t show the details of how items are distributed across cartons or pallets, receiving a shipment may be difficult, and disputes over shortages or damage become harder to resolve.
If you mix units, such as boxes and pieces, or kilograms and pounds, this can create confusion and raise questions about the accuracy of the quantities.
Your packing list should be clear enough for everyone to understand and use. Here are five best practices to consider:
Write descriptions that anyone handling the shipment can understand. Use the same wording as on the commercial invoice and add details as needed.
Before the shipment moves, cross-check your:
Make sure the details align across all three documents.
If there are multiple cartons or pallets, number them (for example, 1 of 10) and explain what is in each. This simplifies receiving and makes shortages or damage easier to confirm.
Use the same units across all documents. Do not mix pieces and boxes without explaining the pack count. Do not switch between kilograms and pounds. And make sure totals add up.
If the shipment is mixed, high-value, or likely to be examined, your freight forwarder or customs broker may need additional details in advance.
At Cole International, we offer freight forwarding services to help Canadian businesses plan and document their shipments to reduce surprises and delays at the border.
Our team can work with you to:
We don’t believe in guesswork. We get it right the first time.
Reach out to one of our trade professionals to review your packing list and ensure it is consistent with your other shipping documents.