September 30, 2022

Export Packing List for Shipping- An AI guide for Automation

When shipping goods overseas, it is customary to include a packing list for shipping that specifies exactly what is being shipped. In order to communicate with freight forwarders, shipping lines, importers, and other supply chain participants, shippers must generate a packing list document that complies with applicable regulations. This blog will guide you on where to find and how to use an export-ready Packing List template.

Whether it is a freight forwarder, customs broker, or another associated party in the supply chain, the data on the packing list is essential to the safe and efficient movement of goods. In the nation of export or import, it will be utilized by customs officials to learn the specifics of a shipment's packaging and loading process. A packing list template may be made in various ways, depending on the cargo's nature and the packaging's specifics.  The business invoice is not the only piece of documentation required for overseas shipping. Neither the business invoice nor the packing list should be used in place of the other. 

To have your items sent from the United States, cleared by customs at the final destination, and delivered to your customer's warehouse, the export packaging list may be the first of a series of export paperwork that you must produce. But an export packing list gives crucial details to everyone involved.

Guide to Export Packing List Documentation 

It is important to remember several formats for the Packing List document. The format should reflect the items transported, how they were packaged and loaded into the truck, and the mode of transport used.

Export Packing List Documentation

The Function of Export Packing Lists 

Export packing lists outline the contents of a cargo, how it was packed, and any identifying signs or numbers that should be placed on the exterior of the boxes for the benefit of the international freight forwarder and final consignee.

The packing list is used by your freight forwarder to create the bill of lading for the foreign carrier and the Electronic Export Information (EEI) needed to file through AESDirect on the Automated Export System (AES) platform for shipping. In it, the quantity and kind of goods included in each box that will be loaded onto a vehicle, train, ship, or plane are listed. 

In the event of a disagreement between the carrier and the exporter over the cargo's dimensions and weight, the packing list serves as an additional piece of evidence.

It's a method for the importing country's customs office to verify safety and legality. Additionally, this form must be filled out and sent to the carrier or insurance company in order to file a claim for lost or damaged cargo. Letters of credit need a packing list to be sent to the issuing bank per the buyer's instructions.

What Should Be listed on an International Packing List for Shipping? 

A decent packing list should include the following details about the items being shipped: 

International Packing for Shipping

  • Details of the exporter/consignor of the goods, including their name and complete address.

  • Details of the consignee, i.e., the party to whom the consignment is shipped (generally, the overseas buyer). However, in cases where a letter of credit is used, write the name of the bank with the words ‘To the order of…’ If the contents of the shipment are to be resold at the destination to a third party, mention the words ‘To order’. If the actual buyer and the consignee are different, specify their details.

  • The invoice number, which is a serial number of the sale transaction, along with the date.

  • The purchase order number of the overseas buyer, along with the date. If the shipment is under a letter of credit, mention the LC number and date as well.

  • Any other reference number related to the shipment.

  • The country of origin is the country where the goods were originally manufactured. This information is especially relevant if goods are imported into a country and exported after repackaging.

  • The country of final destination is the country where the goods will finally reach.

  • Name of the vessel/flight, along with the voyage number in case of vessels.

  • Pre-carriage mode, which refers to the movement of the cargo to the port of loading.

  • Place of receipt is the location where the goods are received by the carrier after completing export customs procedures.

  • Port of loading can be the same as the place of receipt unless the loading is done somewhere other than the place of customs clearing.

  • Port of discharge is the port where the shipped goods are to be unloaded from the carrier for delivery at the buyer’s place.

  • Place of delivery will be the same as the port of discharge unless the buyer is located far from the latter. The carrier has to deliver the goods up to this point; this is where the buyer files customs documents for import and takes delivery of the cargo.

  • Terms of delivery and terms of payment indicate whether the goods shipped are ex-works, free on board (FOB), CFR, C&I, CIF, DDU, DDP, etc. and terms of payment like LC, DA, DP, etc. as per the agreement between the exporter and the importer.

  • For Marking and Numbering, refer to the details made on the parcels to be exported. Proper marking and labeling are particularly important in case of less than container load (LCL) shipping.

  • The number and kind of packages show the total amount and type of cargo. Goods can be in the shape of a wooden box, drums, corrugated carton boxes, pallets, etc.

  • Description of goods is self-explanatory; however, if the shipment is under the letter of credit, the description of the goods in the LC should exactly match the words mentioned in the LC.

  • Physical information of the shipment; this includes its dimensions, net weight, and gross weight.

  • A declaration to the effect that all information given in the packing list is true.

  • Any Other Remarks as applicable.

  • Finally, the Authorized Signatory, dated and stamped, affixes a stamp of authenticity to the packing list.

Keep in mind that the material to be chosen for manufacturing or shipping orders is listed on a document called a pick list, which is different from a packing list.

The Role of VisionERA

VisionERA is known for its overwhelming response to some technical and tough problems in the industries. You will be capable of automating manually prepared arduous, error-prone export packing lists by using VisionERA. With the help of VisionERA’s highly developed AI-based platform and computer vision, machine learning, and AI tools, which are tuned to give accurate results, it is simple to process multiple batches of documents at once (including packing list for your shipping). 

  1. Packing Lists from Emails can be Captured- 

Gather or forward your packing lists from your emails to your Inbox. 

  1. Electronic Data Entry 

Simply take a photo, and VisionERA will handle the rest. 

  1. Quick Processing 

Utilize artificial intelligence to accurately capture predetermined labels. Integrate data from many sources.

Utilizing two-way communication for exception resolution, receiving documents through numerous channels, automatic comprehension, acting on the data using in-depth integrations, and solving four essential steps in document-based processes all at once, VisionERA is an AI document gateway. 

Our own AI engine performs more accurately than more focused data extraction techniques in typical real-world circumstances. The technology automates the entire process of document communication in the interim including the packing list used for shipping.

In addition to helping you achieve your goals faster than other players thanks to VisionERA's export packing list feature, this action will also give you a long-term competitive edge over rivals. 

Click the action button below to schedule a time for a free VisionERA demonstration.


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