When a company i.e. supplier or vendor delivers an order to an international buyer, courier service is hired for the delivery of the consignment. This process in which the shipment is taken from one country and is delivered to another country is very complex and a single mistake can lead to a big mess for the courier and the supplier. In order to make sure no mistake is made, the supplier or vendor puts a document on the consignment known as the export packing list. This list includes details of the sender, receiver, details of items in the consignment and general guidelines for handling and carrying the box during shipment.
Key Elements to include in the Export Packing List:
Name of the exporter or the company that is exporting the consignment
Name of the consignee who will receive the consignment
Name of the buyer of the shipment who placed the order
Date on which the shipment will be exported
Invoice number and reference number of the PO
Name of the country and city to where the shipment will be sent
Details of the items included in the shipment i.e. name of each item and units of each item
Guidelines or instructions for the courier for handling the shipment
Signature of the authorized person in the exporting company or supplier
Useful tips for creating the Export Packing List:
Include the names correctly: When you need to create an export packing list, you should take great care of the names of all the parties involved in the delivery. This includes the name of the company that is sending the consignment i.e. consigner, the company that will receive the shipment i.e. consignee and the buyer who will actually receive the consignment from the consignee once it’s cleared from the customs.
Mention the correct address of the receiver/consignee on the list: When the consignment is going out of the country, the most important thing is the address on which the consignment will arrive. You should understand that if you make a single mistake in the address, it can create a huge mess for both you and for the shipment company. For this purpose, when you put the address of consignee on the export packing list, make sure that it is correct.
Mention the dates correctly: Take care of the particulars of the export packing list especially the related dates. This includes the date on which the buyer placed the order, the date on which the supplier sent the consignment to the courier and the date on which the consignment will arrive at the door step of the buyer.
Include details of the items available in the shipment: Although the particulars of the shipment are included on the invoice or purchase order but you should also mention the items of the shipment on the export packing list. This will give an idea to the courier about the items inside the box as well as when the buyer receives the shipment, he can make sure that it’s the right one just by looking at the item details and without opening the consignment.