A packing slip is the unsung hero of the shipping process. While most attention focuses on the shipping label—the adhesive-backed carrier document that tells the delivery driver where to take the package—the packing slip performs the equally important function of telling the recipient what they should find inside. Without a packing slip, the receiving department or end customer has no easy way to verify that the correct items were shipped in the correct quantities until they actually open the box.
Our free packing slip template helps businesses of all sizes create professional, accurate packing slips that reduce receiving errors, speed up returns processing, and provide the documentation your customers need when something goes wrong.
What Is a Packing Slip?
A packing slip is an itemized list of the contents of a shipping package that travels inside the box with the goods. Its primary audience is the recipient—specifically, the person at the receiving dock or the end customer who opens the package. The packing slip answers the question: "Did I receive everything I ordered, and is it in the expected condition?"
Unlike a shipping label, which is purely a carrier document, a packing slip is primarily a customer-facing document that serves multiple functions:
- It helps the recipient verify the completeness and condition of their order at the point of delivery
- It provides return authorization information that simplifies the returns process if items need to be sent back
- It gives the recipient's accounts payable department or receiving department the information needed to match the delivery to the corresponding purchase order or invoice
What to Include on a Packing Slip
Business Information
The packing slip header should include your company name, logo, and contact information—the same branding as your invoice and shipping label so the recipient can easily associate the package with your business.
Recipient Information
The recipient's name, company (if applicable), and delivery address should be clearly displayed. This should match the shipping label address exactly. If the order was placed by a purchasing department, you may also want to include a "ship to" and "ordered by" field to help route the package internally at larger organizations.
Order Reference Numbers
The packing slip should prominently display:
- Your internal order number or sales order number
- The customer's purchase order number (if provided)
- The invoice number (if already invoiced)
- The date the order was shipped
These reference numbers are essential for the recipient's receiving department to match the shipment to their records.
Itemized Line Items
The body of the packing slip is the itemized list of what is in the box. Each line item should include:
- Item number or SKU
- Item description (product name as it appears on the order)
- Quantity ordered
- Quantity shipped (which may differ from quantity ordered if there are availability issues)
- Any relevant lot numbers, serial numbers, or expiration dates for regulated goods
Quantity Discrepancy Notes
If the quantity shipped differs from the quantity ordered (a partial shipment), this must be clearly noted on the packing slip. State the quantity shipped, the quantity back-ordered, and when the remaining items are expected to ship. This prevents the recipient from assuming the shipment is incomplete when it is actually a planned partial delivery.
Return Information
Many businesses include a section on the packing slip with return instructions: a return authorization number (if applicable), the returns window (e.g., "items may be returned within 30 days of delivery"), and how to initiate a return. This information dramatically reduces the volume of unauthorized returns and speeds up return processing.
Special Handling Instructions
If any items in the shipment require special handling—fragile items, temperature-sensitive products, hazmat items—these should be noted on the packing slip. While the outer box should also carry appropriate symbols, including the information on the packing slip ensures it is visible even if the outer package is heavily taped or damaged.
Packing Slip vs. Delivery Note: What Is the Difference?
While the terms are sometimes used interchangeably, packing slips and delivery notes serve different purposes and are used in different contexts:
A packing slip is created by the seller at the time of packing and is primarily used for internal verification (did we pack the right items?) and recipient verification (did I receive the right items?). It does not typically require a signature from the recipient.
A delivery note (also called a proof of delivery note or goods received note) is created or signed at the point of delivery and requires the recipient's acknowledgment—a signature or other confirmation that the goods were received. It is the legal record of the delivery transaction and is used to resolve disputes about whether goods were delivered, when they were delivered, and in what condition.
Think of the packing slip as the seller's internal document and the delivery note as the receipt that both parties sign.
Sample Packing Slip Scenario
Background: "Wholesale Kitchen Equipment Co." ships a commercial oven, a range hood, and a refrigeration unit to "Bay Area Restaurant Group," a restaurant chain opening a new location.
Packing Slip #1 (for the commercial oven, packaged on a wooden pallet):
- Order #: SO-2026-4488
- PO #: BARG-2026-001
- Items: TurboChef TDC 30 Conveyor Oven × 1; noted as Serial #TC2026-3391
- Special handling: This end up / fragile / 450 lbs — forklift required
- Return info: RA# required for all returns; 30-day return window; call 800-555-0199
Packing Slip #2 (for the range hood and refrigeration unit, separate boxes):
- Items: Capture Jet Range Hood 48" × 1; Commercial Refrigerator 2-door × 1
- Special handling: Hood is fragile (glass); refrigerator must remain upright
When Bay Area Restaurant Group's receiving team opens each box, the packing slip inside confirms that the items received match what was ordered and provides the return authorization information if anything is wrong. The signed delivery note from the freight carrier confirms delivery.
Related Templates
- Delivery Note Template — Complete delivery documentation for shipments requiring proof of delivery
- Delivery Note Sample — See how delivery notes work alongside packing slips
- Goods Received Note — For buyers documenting receipt of goods against a PO
- Shipping Note — Carrier-side shipping documentation
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Legal Requirements for a Packing Slip
A packing slip is the itemized list of contents that accompanies a shipment. For international shipments, the packing slip serves as the customs reference document alongside the commercial invoice and is required by U.S. Customs and Border Protection under 19 CFR for declared-value verification. For domestic shipments, the packing slip is governed by general contract law but is essential evidence in damage and missing-item disputes. Always check current customs regulations for the origin and destination country.
Industry Use Cases
Ecommerce fulfillment includes a packing slip in every outbound carton for the recipient to verify against their order confirmation. B2B distribution uses the packing slip as the dock-receiving reference for the warehouse team to scan and reconcile. International freight shippers attach the packing slip to the outside of the carton (in a clear sleeve) for customs inspection without opening the package.
Digital vs Paper Packing Slips
Modern ecommerce platforms (Shopify, BigCommerce, WooCommerce) auto-generate paper packing slips that include a QR code linking to the digital order record. Some operations now embed the entire packing slip in a QR code printed on the carton, eliminating paper entirely while preserving recipient access via smartphone scan. Customs jurisdictions universally accept the printed paper packing slip; digital-only formats are emerging but vary by port.
How to Handle Packing Slip Disputes
The most common disputes are missing-item claims and wrong-item claims. Resolve missing-item claims by reviewing the warehouse pick scan log, the pack-and-weigh station scale reading, and the carrier acceptance scan. Resolve wrong-item claims by reviewing the pick-image archive (most modern WMS systems photograph the pick at the moment of pick-confirm) and the SKU-to-bin mapping.