What is a packing slip? What to include, with a simple template

A customer opens a box, finds two items instead of three, and has no idea whether the third is missing, late or cancelled. One sheet of paper would have answered the question: the packing slip.

This guide explains what a packing slip is, what goes on it, how it differs from the other shipping documents, and gives you a simple layout to copy.

What is a packing slip?

A packing slip is a document that lists what is inside a shipment. It travels with the parcel. It is also called a packing list, a shipping list or, in some countries, a delivery note.

It has three jobs:

• For you, it is a checklist at the packing table: every line is picked, checked and put in the box.
• For the customer, it confirms what should be in the parcel, so they can check it on arrival.
• For both of you, it settles questions about missing or backordered items and makes returns easier.

A packing slip is about items and quantities. It is not a request for payment, and it usually shows no prices.

What to include on a packing slip

Section	What to write
Your business	Name, address, contact email or phone, logo if you have one
Customer	Name and shipping address
Order details	Order number, order date, shipping date
Items shipped	SKU, description and quantity for each line
Quantities	Quantity ordered and quantity shipped, when they differ
Not in this box	Items on backorder or shipped separately
Parcel count	“Box 1 of 2” when an order is split
Notes	Return instructions, a thank-you line, a gift message

A few details make the slip much more useful:

• Use the same SKU as on your shelves and in your stock list. It is what your packer reads first. If your SKUs are not consistent yet, see how to create SKU numbers.
• Write descriptions a customer understands: “Blue cotton T-shirt, size M”, not only “TS-BLU-M”.
• Leave prices off by default. Many orders are gifts, and the price is already on the invoice or the order confirmation.

A simple packing slip template

Here is a plain layout you can rebuild in a spreadsheet or a word processor in a few minutes.

PACKING SLIP

From: Your business name, address, email

Ship to: Customer name, shipping address

Order number: 1042 · Order date: March 3 · Ship date: March 4 · Box: 1 of 1

SKU	Description	Ordered	Shipped
TS-BLU-M	Blue cotton T-shirt, size M	2	2
MUG-WHT	White ceramic mug, 12 oz	1	1
CAP-GRN	Green baseball cap	1	0 (backordered, ships separately)

Notes: Thank you for your order. Questions or a problem with your parcel? Email us with your order number. Returns are accepted within 30 days.

In a spreadsheet, keep one row per item and print one sheet per order. A half page is enough for most orders.

Packing slip vs invoice

They are often confused because they list the same items.

	Packing slip	Invoice
Purpose	Shows what is in the box	Asks for payment, or records it
Goes to	Whoever receives the parcel	Whoever pays
Prices and tax	Usually none	Always
Payment terms	No	Yes
Travels with the goods	Yes	Not necessarily, often sent by email

The person who opens the box is not always the person who pays. A warehouse receives the goods and checks them against the packing slip. The accounts department receives the invoice. For gifts, the difference is obvious.

For a consumer order paid at checkout, the customer already has an order confirmation, so a packing slip in the box is enough. For business customers, send both. What belongs on the invoice is covered in our invoice template guide.

Packing slip vs shipping label

	Packing slip	Shipping label
Where it goes	Inside the box, usually	Outside the box
Who reads it	You and the customer	The carrier
What it shows	Items and quantities	Addresses, service, tracking barcode, weight
Required?	No, but strongly recommended	Yes, the parcel cannot travel without it

The label gets the parcel to the door. The slip explains what is in it once it arrives.

Packing slip, pick list and bill of lading

Three more documents turn up around the same moment.

• Pick list. An internal document that tells your picker which items to take from which shelf location. It never leaves your building. In a very small shop, the packing slip doubles as the pick list.
• Bill of lading (BOL). A legal transport document used for freight shipments, such as pallets on a truck or a container. It is a contract between you and the carrier. A parcel sent by a postal service or courier does not need one.
• Commercial invoice. For international parcels, customs needs a commercial invoice that states the value of the goods. A packing slip does not replace it. See our international shipping checklist.

Does the packing slip go inside or outside the box?

Inside, on top of the items, for ordinary parcels to consumers. It is the first thing the customer sees and it is protected from rain and handling.

Outside, in a clear adhesive pouch marked “Packing slip enclosed”, when you ship to a business or a warehouse. Receiving staff can then check the delivery against their purchase order without opening every box. Many companies also put a copy inside.

For orders with several boxes, put a slip in each box listing what that box contains, and mark them “Box 1 of 3”, “Box 2 of 3” and so on.

Do you need a packing slip for every order?

No law generally requires one for a domestic parcel. But the cost is one sheet of paper, and the benefits are real:

• fewer packing mistakes, because the packer ticks off each line;
• fewer “where is my item?” emails for split or backordered orders;
• faster returns, since the slip comes back in the box with the order number on it: see how to handle returns;
• a small space for your brand, a thank-you note or care instructions.

Some marketplaces and wholesale customers do require a packing slip in a set format. Check their rules before you ship.

How to create packing slips

• Your store platform. Most e-commerce platforms and marketplaces can print a packing slip from the order page.
• Shipping software. Most shipping tools print the packing slip together with the label, in one batch for all the day’s orders, which is the fastest method once you ship more than a few parcels a day. Compare the options in our guide to the best shipping software for small business.
• A spreadsheet or document template. Fine for a handful of orders a week. Use the layout above.

If you print labels on a thermal printer, you can print packing slips on the same 4 × 6 inch labels to avoid running two printers. Keep the item list short enough to stay readable.

Common questions

Is a packing slip the same as a packing list?

For most sellers, yes: the two terms are used for the same document. In export paperwork, “packing list” can mean a more detailed document with the weight and dimensions of each box.

Is a packing slip a receipt?

No. A receipt proves that a payment was made. A packing slip only says what was shipped.

Should a packing slip show prices?

Usually not. Leave prices off unless your customer asks for them, so that gifts stay gifts and the slip stays simple.

What is a packing slip number?

A reference that identifies the slip. Most small businesses simply use the order number, sometimes with a suffix for split shipments, such as 1042-1 and 1042-2.

Key takeaways

• A packing slip lists the items and quantities in a parcel. It is not a bill.
• Include your details, the customer’s address, the order number, and SKU, description and quantity for each item.
• Show backordered items clearly, and number the boxes when an order is split.
• Put it inside the box for consumers, and outside in a pouch for business deliveries.
• Print it from your store or your shipping software as soon as you ship more than a few orders a day.