How to Create a Packing List and Bill of Lading

Packing lists and bills of lading are commonly used for ocean shipments, but the documents and fields required depend on the carrier, route, goods and transaction. A bill of lading issued by a carrier can serve as a receipt and evidence of the contract of carriage; the carrier's issued document and terms control. Confirm the required process with your forwarder.

What goes on a packing list

A packing list commonly provides a box-level inventory of the shipment. Depending on the carrier, broker, goods and destination, useful fields may include:

• Description of goods — specific enough for customs ("LED lamps, 12V" not "electronics").
• Number of cartons — and pieces per carton if they differ per line.
• Net and gross weight per line, and for the whole shipment. Gross includes packaging; net is the goods only.
• Volume in cubic meters (CBM) — used for freight quotes and container loading plans.

Carriers, brokers or customs authorities may compare a packing list against the commercial invoice. Keep details accurate and consistent where both documents describe the same shipment; ask your forwarder which fields and tolerances apply.

What goes on a bill of lading

• Shipper — the exporter. Often the seller, sometimes a freight agent acting on their behalf.
• Consignee — the party identified in the shipping instructions or transport document. The release process depends on the carrier and document terms.
• Notify party — who to contact when the vessel arrives. Often "same as consignee", sometimes a customs broker.
• Vessel, voyage, ports of loading and discharge — the exact routing.
• Container and seal numbers — the physical identity of your cargo box.
• Goods summary — description, cartons, gross weight and volume (the packing list totals).
• Freight payment instructions — such as prepaid or collect, as accepted by the carrier and shown in the booking or shipping instructions. Do not infer these solely from the sales contract's Incoterms rule.

The common mistakes that delay cargo

• Inconsistent shipment details. Where multiple documents describe the same goods, compare descriptions, quantities and weights; explain legitimate differences and follow the forwarder's requested tolerances.
• Vague descriptions. A clearer product description can help the broker or carrier understand the goods, but it does not determine customs classification or guarantee clearance.
• Consignee details that do not match instructions. Check the booking, transport document and any documentary-credit instructions that apply; discrepancies can delay release or payment depending on the process.
• Omitted marks or numbers. Include shipping marks when they are used and the carrier, broker or destination asks for them.
• Unclear measurement precision. Use the units and precision requested by the carrier or forwarder; there is no single decimal-place rule for every shipment.

How to create both with SleekKitBox

Both documents are available in the Template Hub — no software install, no forwarder account:

1. Open the Packing List template or the Bill of Lading template.
2. Fill in the parties, shipment details and item lines.
3. Review the 1:1 preview — totals for cartons, net/gross weight and volume are calculated automatically.
4. Download the PDF and send it to your forwarder or customs broker.

The template can calculate totals within the packing list; it does not synchronize separate documents or confirm customs acceptance. Compare the completed documents and verify the route-specific requirements.

Frequently asked questions

Is a packing list required? Requirements vary by carrier, shipment and destination. Ask your forwarder or customs authority which documents are required for your route.

Who issues the bill of lading? The carrier, its agent or another transport provider may issue the applicable document. The shipper supplies or reviews information, but a correct draft does not guarantee that the final document is accurate; review the issued version.

Do I need both for air freight? Air freight commonly uses an air waybill. Confirm which supporting documents your carrier and destination require.

👉 Create yours now: Packing List template →  ·  Bill of Lading template →