Packing list for a multi-SKU China shipment
Ask for a carton-by-carton packing list linking each carton to its product codes, variant quantities and pallet reference. Reconcile variant totals with the invoice, then check labels and contents against the final list before dispatch. Cambridge China Bridge can coordinate these checks through its staff in China.
Agree the format before packing
Send the factory your packing-list template with the purchase order. Ask for an editable file and a dated final copy identifying the buyer, supplier, order and invoice reference. Use your product codes and agreed variant names throughout, with the quantity unit stated explicitly: pieces, pairs, sets or packs.
The existing customs document guide covers the shipment paperwork. This specification adds the detail needed to locate stock inside a mixed shipment. Ask the factory to complete it from the actual packing record, rather than copying ordered quantities into a shipment summary.
Make each carton traceable to its contents
Give every carton a unique reference within the shipment and put that reference on its label and packing-list entries. For a mixed carton, record each product and variant separately under the same carton reference. Include colour, size, model or other distinguishing attributes, the quantity and its unit. Identify partial cartons and loose accessories explicitly.
Record carton dimensions and net and gross weights with their units. State what each weight includes. Count physical cartons separately from content entries so mixed cartons are not counted repeatedly. Where identical cartons are grouped into a range, state the contents per carton and separate any exceptions. Add batch references where useful; see batch traceability.
Show how cartons sit on pallets
Assign each pallet a reference and list the carton references it carries. Keep unpalletised cartons in a separate group. Show carton totals and pallet totals separately, with loaded pallet dimensions and gross weights. State whether shipment gross weight includes pallets and wrapping, so the forwarder can understand differences between carton and pallet totals.
HMRC's import declaration guidance asks for a description of marks and numbers on transport units or packages. Give your broker the actual carton and pallet markings and the mapping between them. Ask the broker to confirm the package basis for the declaration; do not assume that a warehouse carton count is the declaration package count.
Reconcile quantities before releasing the shipment
Total the packing-list quantities by product code and variant, using consistent units. Compare them with the commercial invoice and the quantities agreed for this dispatch. Check pieces against pieces and sets against sets. A matching overall total can conceal missing sizes or substituted colours, so investigate differences at variant level.
Check that carton references are unique, every content entry belongs to a carton, and every palletised carton appears in the pallet mapping. Compare measured weights and dimensions with the forwarder's records on the same packaging basis. Record shortages, substitutions, samples and split deliveries explicitly, and obtain corrected documents before authorising dispatch.
Check the list against the physical shipment
Before dispatch, ask the checker to compare visible carton and pallet references with the final list and open agreed cartons to verify variant quantities and contents. Define the scope in advance: checking labels does not establish what is inside, and checking selected cartons does not establish every carton's contents. Use the container loading guide for loading-stage checks.
Request photographs tied to carton references and a discrepancy record showing what was checked and corrected. After repacking or moving cartons between pallets, revise the list and issue the same final version to the factory, forwarder, broker and receiving warehouse. At receipt, log missing, damaged or unexpected cartons before mixing the goods into stock.
Frequently asked questions
How do I list mixed cartons on a packing list?
Record each product and variant separately under the same carton reference, with its quantity and unit. Keep the physical carton count separate from the content entries.
Should a packing list show cartons or pallets?
Show both when palletised, with a mapping from each pallet to its cartons. Keep their totals separate and ask your broker which package basis applies to the declaration.
What if the packing list does not match the invoice?
Reconcile by product and variant, checking quantity units and the agreed dispatch. Establish what is physically packed, record the reason for the difference and obtain corrected documents before dispatch.
Can photos prove the carton contents are correct?
Label photographs help identify cartons. To verify contents, arrange opening and counting within an agreed scope, with evidence linked to carton references. Record what was actually checked.