When sending goods across the world, there is a secret weapon that you might not know about: the export packing list. While it may not be a superstar document, it can prove to be incredibly useful. In this blog post, we will explain the export packing list format in an easy-to-understand way. Whether you are experienced in the export industry or just getting started, we will show you why this document matters, what it contains, and how to create one.
What's the Export Packing List?
Think of it as the storyteller of your shipment. It provides the exporter, the international freight forwarder , and the ultimate consignee with all the necessary information about your shipment. This includes details on how it is packed, the size and weight of each box, and even the special marks and numbers on the outside of the boxes.
Why Is It Important?
A packing list might seem like just another piece of paper, but it actually plays several crucial roles in the world of shipping:
Describing Your Cargo: The packing list is like an ID card for your cargo. It tells everyone, from the shipper to the receiver, what's inside each box, how it's packed, and what's written on the outside of the boxes.
Ensuring Quality: Sometimes, you need to prove that your goods are in great condition. The packing list can be accompanied by an inspection certificate to show that your stuff is ready to go.
Supporting Payment Methods: If you're using a payment method like a letter of credit, accuracy is key. The description on your packing list should match the details on your payment document to keep things clear.
Assisting Customs: Customs officials at both ends of your shipment rely on the packing list to make sure everything follows the rules and is above board.
Order Accuracy: The packing list acts as a checklist, ensuring you receive what you ordered.
Streamlining Shipping: It's not just any piece of paper; it helps create the bill of lading, making sure your cargo gets on the right trucks, ships, or planes.
Electronic Export Information: The packing list is also part of the electronic export information (EEI), used by customs officials to verify your goods, making sure everything is good to go.
Export Packing List: What It Is and How to Format It
1. Exporter/Consigner: In this case, the sender is the person or company that sends the goods. It is important to include the name, address, and country of the recipient.
2. Consignee: This is the person or company who is receiving the goods, usually the overseas buyer. In some cases, when a Letter of Credit is involved, the bank's name is mentioned as the consignee, starting with "To the order of...". If the goods are resold at the destination to a third party, the consignee can be "To Order."
3. Buyer: If the consignee is not the actual buyer, the actual buyer's details should be mentioned here.
4. Invoice Number and Date: This is a unique number for the sale transaction, used for various references. It's important for tracking the shipment.
5. Buyer's Order Number and Date: If the buyer has a purchase order number, it goes here. If it's under a Letter of Credit, the LC number and date should be included.
6. Other Reference: Any additional reference numbers related to the shipment can be mentioned here.
7. Country of Origin: This is where the goods were originally made.
8. Country of Final Destination: This is where the goods ultimately go.
9. Vessel/Flight: Mention the name of the ship or flight used for transportation, and always include the voyage number if it's a ship.
10. Pre Carriage By: This tells how the goods were moved to the port of loading, whether by road, rail, air, or sea.
11. Place of Receipt: This is where the carrier receives the goods after customs procedures. If customs clearance is done near the port, it's the same as the port of loading.
12. Port of Loading: Specify the port where the goods are loaded onto a ship or aircraft.
13. Port of Discharge: This is where the goods are unloaded from the ship or aircraft to be delivered to the buyer.
14. Place of Delivery: If the buyer is far from the port of discharge, you may mention where the goods need to be delivered.
15. Terms of Delivery & Terms of Payment: Mention the agreed-upon terms of delivery (like FOB) and payment (like LC).
16. Marks and Numbers: This is about the marks and serial numbers on each package for identification.
17. Number and Kind of Packages: Mention how many packages there are and what type, like pallets, boxes, or drums.
18. Description of Goods: Describe the goods you're shipping. Accuracy is crucial, especially if there's a letter of credit involved.
19. Remarks : This section should be used to include any special comments or additional information related to the shipment. If you have special handling instructions, packaging information, or any other important notes regarding the shipment, you can mention them here.
20. Dimensions: Provide the dimensions of the packages, if applicable. Include details such as length, width, and height in the unit of measurement you are using (e.g., centimeters, inches, meters, or feet). This information is essential for proper handling and storage of the cargo.
21. Net weight: You need to specify the net weight of the goods, which is the weight of the actual product or contents excluding any packaging or containers. Make sure you use the correct unit of measurement, such as kilograms, pounds, or tons.
22. Gross weight : You must indicate the gross weight of the shipment, which includes the weight of the goods plus their packaging and containers. Ensure you are using the correct unit of measurement, as specified in the shipping documents.
23. Declaration: Sign and declare that all the information on the packing list is accurate.
24. Authorized Signatory, Rubber Stamp, and Date: The person authorized to sign the invoice on behalf of the exporter signs here using the company's rubber stamp. Include the date as well.
Conclusion
To sum it up, an export packing list is like a travel plan for your goods when you're sending them abroad. It's crucial for ensuring the safe shipment of various products, including perishable goods . When dealing with perishable goods, accuracy and attention to detail are even more critical. To learn more about the specific export packing list details for perishable goods, you can visit Citrus freight for additional information and expert guidance.