Packing list template for olive oil export

Q: What is a packing list for?

The packing list answers a simple question: what is physically in the container? It is used for: 1. Customs clearance : customs compare the packing list, the invoice and the B/L. A discrepancy triggers a physical inspection. 2. Handling and transport : the freight forwarder and the shipping line calculate freight on the gross weight and v

Q: What is a packing list?

It is the packing list of a shipment: it describes the number of packages, their packaging, their net and gross weights, their dimensions and their batch numbers. It contains no prices.

Q: What is the difference between a packing list and an invoice?

The invoice carries the value (price, currency); the packing list carries the physical detail (packages, weights, batches). The two must match exactly, but they do not serve the same function.

Q: Does the packing list state prices?

No. It is a purely descriptive document of the packaging. Monetary values appear only on the commercial invoice.

Q: What is the difference between net weight and gross weight?

The net weight is that of the product alone (the oil); the gross weight includes the packaging (drum, IBC, pallet). Both must appear.

Q: Why state the batch numbers?

For traceability : each batch must be linkable to its certificate of analysis (COA) in the event of a quality check or a recall.

Q: Who draws up the packing list?

The seller / exporter , like the invoice. It must be consistent with the documents they issue themselves.

Q: How do I ensure consistency with the invoice and the B/L?

By generating the documents from a single entry . The document generator automatically aligns the totals across the pro forma invoice, invoice and packing list.

The packing list describes the shipment physically: how many packages, what packaging, what weights, what batch numbers. It is the document that links the invoice to the bill of lading (B/L) and that customs and the freight forwarder read to check the goods. An inconsistency between the invoice and the packing list is the leading cause of documentary disputes. This page details its role, its mandatory details, the common mistakes, and offers a template to download as well as a generator.

Free PDF template: the export packing list template, ready to fill in, with the net/gross weight and batch guide. Get it by email »

Important notice: a practical template, to be validated by a lawyer and your freight forwarder. It does not constitute legal advice.

In brief

The packing list describes the packaging: number of packages, format, net and gross weight, dimensions, batches.
It must match exactly the commercial invoice and the bill of lading.
It does not state prices (unlike the invoice): it is a purely physical document.
It is used by the freight forwarder, customs and the importer to check and clear the goods.
Generate it consistent with your other documents using the document generator.

What is a packing list for?

The packing list answers a simple question: what is physically in the container? It is used for:

Customs clearance: customs compare the packing list, the invoice and the B/L. A discrepancy triggers a physical inspection.
Handling and transport: the freight forwarder and the shipping line calculate freight on the gross weight and volume.
Receipt: the importer checks the goods received against the packing list.
Traceability: the batch numbers allow each package to be linked to the corresponding COA (certificate of analysis).

Unlike the invoice, the packing list contains no monetary value: it describes the physical goods, not the price.

Mandatory details of an export packing list

Seller / shipper and buyer / consignee.
Number and date, with reference to the associated commercial invoice.
Product description: extra virgin olive oil, category, origin, crop year.
Packaging: type of unit (200 L drum, 1000 L IBC, 21,000 L flexitank), number of units.
Net weight (product only) and gross weight (product + packaging) per package and in total.
Dimensions / volume and number of pallets where applicable.
Batch numbers of each package (traceability to the COA).
Package marks and numbers (marking).
Reference to the container (no.) and to the bill of lading when known.
Overall total: number of packages, total net weight, total gross weight.

The net and gross weights are checked at the port. A discrepancy with the B/L can block loading or distort the freight invoiced.

Common mistakes to avoid

Inconsistency between invoice / packing list / B/L: the leading cause of documentary disputes. All three must align down to the kilo and the unit.
Confusing net weight and gross weight: net excludes the packaging, gross includes it. Both are expected.
Putting prices on the packing list: this document is physical, not monetary. Values go on the invoice.
Forgetting the batch numbers: without them, it is impossible to link a package to its COA in the event of a quality check.
Totals that do not add up: incorrect weight or package additions — an immediate red flag for customs.
Not referencing the associated invoice: the packing list must refer to the corresponding invoice number.
Missing or illegible marking: package marks and numbers ease handling and receipt.

Standard structure of a packing list

Block	Content to fill in
Header	Wording "Packing List", no., date, invoice ref.
Shipper	Seller: company name, address, country
Consignee	Buyer: company name, address, country
Product	Description, category, origin, crop year
Packaging	Type of unit (drum/IBC/flexitank), number of units, pallets
Weight	Net and gross weight per package and in total
Dimensions	Dimensions / volume, number of pallets
Traceability	Batch numbers, package marks and numbers
Transport	Container no., B/L reference (if known)
Totals	Total packages, total net weight, total gross weight

Packing list template to download (free)

Get by email the PDF template "Olive oil export packing list": ready-to-fill template + net/gross weight, batch and documentary-consistency guide. Simple sign-up (double opt-in), no spam.

Get the PDF template »

To avoid any inconsistency, the document generator issues your packing list at the same time as your pro forma invoice and your invoice, from a single entry.

Indicative template, to be validated by a lawyer and your freight forwarder depending on your market.

FAQ — Export packing list

What is a packing list?

It is the packing list of a shipment: it describes the number of packages, their packaging, their net and gross weights, their dimensions and their batch numbers. It contains no prices.

What is the difference between a packing list and an invoice?

The invoice carries the value (price, currency); the packing list carries the physical detail (packages, weights, batches). The two must match exactly, but they do not serve the same function.

Does the packing list state prices?

No. It is a purely descriptive document of the packaging. Monetary values appear only on the commercial invoice.

What is the difference between net weight and gross weight?

The net weight is that of the product alone (the oil); the gross weight includes the packaging (drum, IBC, pallet). Both must appear.

Why state the batch numbers?

For traceability: each batch must be linkable to its certificate of analysis (COA) in the event of a quality check or a recall.

Is the packing list mandatory?

Yes, in a standard export transaction: customs and the freight forwarder use it to check the goods and calculate freight. Its absence blocks customs clearance.

Who draws up the packing list?

The seller / exporter, like the invoice. It must be consistent with the documents they issue themselves.

How do I ensure consistency with the invoice and the B/L?

By generating the documents from a single entry. The document generator automatically aligns the totals across the pro forma invoice, invoice and packing list.

Is one packing list needed per container?

In practice, one packing list is drawn up per shipment, itemised by container if the consignment includes several, with the weights and batches per container.

Is the packing list used by customs?

Yes: it is compared with the invoice and the bill of lading. A discrepancy in weight or number of packages triggers a physical inspection.

What do I do if there is an error on the packing list?

Issue a corrected version before loading and inform your freight forwarder. Never let a packing list that does not match the actual load go out.

Where can I find a reliable packing list template?

Download the free PDF template above, or use the document generator. Have the result validated by your freight forwarder.

Take action

An accurate packing list means smooth customs clearance and correctly calculated freight.

Document generator » — packing list consistent with your invoice.

Request a free quote » — dated quotation + standard documentary file.

Data as of July 2026, indicative and to be re-checked before any commitment. Template to be validated by a lawyer. Sources: export documentary practices, usual customs requirements.