A packing list is a crucial document in international trade, especially when exporting from India. It provides detailed information about the contents of a shipment, serving multiple purposes for the exporter, freight forwarder, and customs officials.
Definition and Purpose
A packing list is an itemized document that details the contents of each package within a shipment, including weights, measurements, and descriptions of the goods. It acts as a guide for the customer or importer, aiding in booking shipments and obtaining an International Bill of Lading. The primary purpose is to provide a clear and accurate inventory of the goods being shipped, which is essential for customs clearance, logistics, and potential insurance claims. It also helps customs officials verify the contents of the shipment against other documents like the commercial invoice.
A comprehensive packing list includes specific details for each package, ensuring accuracy and facilitating smooth export procedures. The key elements typically found in an export packing list include:
Contents of a Packing List
The packing list is a mandatory document for exports from India, as per the Foreign Trade Policy. Its importance stems from several key functions:
Importance of a Packing List
Exporter/Consignor Details: Name and address of the exporter.
Customer/Consignee Details: Name and address of the recipient of the goods.
Invoice Number and Date: Reference number and date of the commercial invoice.
Purchase Order Number: Reference number from the buyer's purchase order.
Other Shipment-Related Reference Numbers: Any other relevant reference numbers.
Country of Origin: The country where the goods were manufactured.
Country of Final Destination: The ultimate destination of the goods.
Name of the Vessel/Flight: The name of the ship or flight used for transportation, including the voyage number for vessels.
Pre-Carriage Transport: How the goods were transported to the port of loading.
Place of Receipt: Where the carrier receives the goods.
Port of Loading: The port where the goods are loaded onto the vessel or aircraft.
Port of Discharge: The port where the goods are unloaded.
Delivery and Payment Details: Information about delivery terms and payment methods.
Marking and Numbering: Marks and numbers on each package for identification.
Amount and Cargo Type: The quantity and type of goods being shipped.
Description of Merchandise: A detailed description of the goods.
Shipment Information: Additional details about the shipment.
Declaration: A statement confirming the accuracy of the packing list information.
Other Remarks: Any special instructions or additional information.
Authorized Signatory: Signature, date, and stamp of the authorized person.
Weight and Dimensions: Information on the weight and size of the package.
It's important to distinguish the packing list from other export documents:
Differences from Other Documents
Customs Clearance: It helps customs authorities verify the contents of the shipment and assess duties.
Logistics: It provides essential information for the transport and handling of goods.
Insurance: It serves as supporting documentation for insurance claims in case of loss or damage.
Compliance: It aids in ensuring compliance with import regulations in the destination country.
Accuracy: It acts as a checklist to ensure the order is accurate.
Preparation and Usage
Commercial Invoice: While the packing list details the physical aspects of the goods, the commercial invoice specifies the value of the goods. In India, these two documents are often merged into a single "Commercial Invoice cum Packing List".
Bill of Lading: The bill of lading is a legal document that serves as a contract of carriage and a receipt for the goods. The packing list, on the other hand, describes the goods.
Delivery Note: A delivery note lists the products included in a delivery, while a packing list provides a description of the products, pricing, and other shipment information.
The format of the packing list may vary depending on the type of shipment:
Types of Shipments
The exporter typically prepares the packing list. It should be accurate, detailed, and match the information on the commercial invoice. The packing list is usually attached to the outside of the shipment, with a copy inside. It is used by the freight forwarder to create the bills of lading and by customs officials for inspection.
Full Container Load (FCL): For containers loaded with goods from a single consignor, the packing list provides product-wise details.
Less than Container Load (LCL): For shipments that share container space, the packing list is crucial for customs deconsolidation.
Air Freight: Air freight packing lists may focus primarily on weight and dimensions, which are critical for calculating airfare.