Your Packing List Is Your Cargo’s Identity Card
A packing list is the detailed manifest of everything in your shipment—every carton, every pallet, every container. It tells freight forwarders, shipping lines, and customs authorities:
- What’s inside each package
- How much it weighs (net and gross)
- How much space it takes up (dimensions and volume)
- How it’s packaged (pallets, cartons, drums, etc.)
The stakes are high: Discrepancies between your packing list and the actual cargo can halt your shipment, trigger demurrage charges, or cause customs holds.
Our service: We prepare detailed, accurate packing lists that match your commercial invoice and prevent costly delays.
The Cost of Packing List Errors
When Packing Lists Go Wrong:
- Demurrage charges: Incorrect weights delay container release at destination, triggering daily storage fees ($100-$300/day)
- Freight disputes: Actual weight exceeds declared weight, carrier charges penalty fees for VGM violations
- Customs inspections: Packing list doesn’t match invoice, customs flags the shipment for physical inspection
- Cargo handling errors: Missing dimensions cause forklift drivers to mishandle pallets or refuse to unload
- LC payment refusal: Banks reject payment because packing list quantities don’t match the Letter of Credit
What Goes on a Professional Packing List
A compliant packing list is far more detailed than most exporters realise.
Document Header
Identifying information
- Invoice Number Reference: Links to your commercial invoice
- Date of Preparation: When the packing list was created
- Shipper & Consignee: Full names and addresses (must match invoice)
- Port of Loading: Departure port (Auckland, Tauranga, etc.)
- Final Destination: Delivery port or city
- Vessel/Flight Details: Carrier name and voyage/flight number
Package-Level Data
For each carton/pallet/package:
- Product Description: Must match commercial invoice exactly
- Number of Packages: Carton count, pallet count, or drum count
- Packaging Type: Cartons, pallets, crates, drums, bags
- Net Weight: Product weight excluding packaging (kg)
- Gross Weight: Total weight including packaging (kg)
- Dimensions: Length × Width × Height (cm or inches)
- Cubic Volume (CBM): Total space occupied (m³)
- Marks & Numbers: Shipping marks, batch codes, or serial numbers
Container Packing Manifests
For container shipments, we prepare detailed container load plans that show exactly what’s inside each container.
Container Load Details We Include:
Container Information
- Container Number: Full 11-digit container ID
- Container Type: 20ft, 40ft, 40ft HC, reefer
- Seal Number: Customs or carrier seal reference
- VGM (Verified Gross Mass): Total container weight for SOLAS compliance
Contents Breakdown
- Total Cartons/Pallets: Total count inside the container
- Item-by-Item List: All products in the container
- Total Net Weight: Sum of all product weights
- Total Gross Weight: Including all packaging and dunnage
Weight Accuracy: The VGM Rule
Since July 2016, all containerized cargo must have a Verified Gross Mass (VGM) before loading onto a vessel. This is an international safety regulation under SOLAS (Safety of Life at Sea).
SOLAS VGM Requirements:
- Mandatory Declaration: You must provide a VGM for every container before vessel loading
- Accurate Weight: VGM must include container tare weight + cargo weight + dunnage/packaging
- Tolerance: Weight discrepancies over 5% can result in container being offloaded and penalty fees
- Shipper Liability: You (the shipper) are legally responsible for providing accurate VGM
We calculate VGM based on your packing data and coordinate with your freight forwarder to ensure timely submission.
Document Consistency Checks
Your packing list must align perfectly with your commercial invoice. Any mismatch triggers customs scrutiny.
What We Cross-Check
Product Descriptions
Packing list product names must match the commercial invoice word-for-word. Even minor variations cause issues.
Quantities
Total quantity on packing list must equal invoice quantity. We verify carton counts match unit counts.
Gross Weights
Weights on packing list must be reasonable for the products listed on the invoice. We catch unrealistic figures.
Our Packing List Preparation Process
Collect Packing Data
You provide carton counts, dimensions, weights, and container details. We accept photos of carton labels or warehouse reports.
Calculate & Verify
We calculate net/gross weights, cubic volumes, and verify the data against your commercial invoice for consistency.
Format & Deliver
We prepare a professional packing list in Excel or PDF format and deliver it to you and your freight forwarder.
Pricing
Standard Packing List
$35
per packing list
For shipments with straightforward packing (up to 10 carton/pallet lines). Includes weight calculations and basic formatting.
- Up to 10 line items
- Net/gross weight calculation
- Cubic volume calculation (CBM)
- Invoice consistency check
Container Manifest
FCL$60
per container
For full container loads (FCL) with detailed container load plans. Includes VGM calculation and seal tracking.
- Full container packing manifest
- VGM (Verified Gross Mass) calculation
- Container number and seal reference
- Coordination with freight forwarder
💡 Bundle & Save: Packing lists are included FREE when you order our full Export Documentation package ($150).
Frequently Asked Questions
Do I need a packing list if I’m shipping samples?
Yes. Even for samples, freight forwarders and customs require a packing list declaring the number of cartons, weights, and dimensions. “Samples” still need to clear customs, and a packing list is mandatory.
What’s the difference between net weight and gross weight?
Net weight is the weight of the actual product (e.g., 100kg of honey). Gross weight is the total weight including packaging, cartons, pallets, and wrapping (e.g., 115kg total). Customs and freight forwarders need both.
Can you prepare the packing list if I don’t have exact weights yet?
We can use estimated weights based on your product specifications, but exact weights are strongly recommended. If the actual shipment weight differs significantly from the packing list, you risk VGM penalties and demurrage charges.
Who calculates the VGM—me or my freight forwarder?
The shipper (you) is responsible for providing the VGM. Your freight forwarder can weigh the loaded container for you, but you must authorize the VGM declaration. We can calculate VGM based on your packing data and coordinate with the forwarder.
What happens if my packing list doesn’t match the actual cargo?
Customs will flag your shipment for inspection, which causes delays and fees. If the weight discrepancy is large (>5%), the carrier may charge penalty fees or refuse to load the container. For Letter of Credit shipments, banks can refuse payment for document discrepancies.
Ready for Accurate Packing Lists?
Prevent Demurrage. Get Precision Packing Lists.
Stop guessing at weights and dimensions. We prepare accurate packing lists that prevent costly cargo delays.
Get Packing Support
Or call us at 021 025 15316