As a business owner, you understand the necessity of keeping your goods organised and secure while they’re stored or shipped. Whether you have an entire packing department or just you on an assembly line making sure your products are ready to go out the door, it can save valuable time if everyone involved has all the necessary information at their fingertips.
That’s why we’ve put together this Excel goods packing list template – to ensure that all your staff know exactly what needs to be included in each package.
What is a Packing List?
A packing list is an essential document that small businesses need to ensure goods arrive in good condition. It is essentially a template specifying all the goods to be included in a package before shipment, including product/part numbers and quantities. Plus, it helps businesses track where their goods are going, who is packing them, and who they’re being sent to.
By preparing a packing list, small business owners can keep detailed records of outgoing packages, making shipment tracking easier for themselves and the carrier.
Disclosure: This content may contain affiliate links, which means if you click on them, I may get a commission (without any extra cost to you).
When do you need to use Packing Lists?
It’s best practice to have a packing list whenever you need to ship goods. This is especially true when sending various items to multiple locations or trading with other countries. If you’re relying on couriers, a packing list can help keep everyone on the same page.
If you use eBay to sell goods, they provide a packing list or delivery note that you can include with the goods.
Information to Include in a Packing List
A good packing list template will detail all the necessary information for each item – including:
- The complete business details, including phone numbers
- Date
- Purchase order number (if there is one)
- Product or part numbers
- Description of goods
- Quantity ordered and quantity shipped
- Signature to confirm everything is included
As a business, you might need to include more information, especially if the shipment of goods is going overseas.
Packing List Procedures
Having a packing list template is only the start. To ensure that all packages are correctly packed up and shipped, you should develop some procedures for how your staff can use them. Here are a few tips to get started:
- Receive an order from a customer.
- Once all the goods are ready, produce a packing list, ensuring that all the information needed is included.
- Create a packing station – Make sure there’s an area of the warehouse or office where all the goods can be gathered, checked and packed.
- Ensure accuracy – Double-check that all the goods on the packing list template are correct before shipping.
- Include the packing list with the goods; this allows the customer to check everything has arrived.
- Have someone sign off on each package – Make sure everything is signed off once it’s ready to ship.
These simple steps ensure your goods are packed correctly and sent out on time.
Accounting Software Packing Lists
For businesses using accounting software such as Sage UK, QuickBooks, or Xero, you might find a packing list template that can be integrated into the system. This will make it easier for all staff members to access, fill out and send off.
The main advantage of using accounting software is that once the information is posted in the accounts, it is easy to produce all the documentation for the customer, including packing lists, invoices and statements of accounts. This information is then used to create the financial reports.
Free Packing List Template Instructions
Follow these simple instructions to create a packing list for every order.
Use the free packing list template download at the end of this page and open the file.
- Start by adding your business logo, company name, address and contact details. Save the file, which will serve as a branded template for creating your individual packing lists.
- Enter the customer’s details, including the purchase order number and date.
- Enter the delivery method, e.g. courier or post.
- Include all the items with descriptions and quantities ordered.
- In the comments section, add any packing information that is required.
- Print the packing list template and save a copy in the file.
- The packing list form is then ready to go to the packing department.
The packing department will then get all the stock items and add the quantity shipped; this ensures that all the items are included and in the correct quantities.
When the goods are correct, the packager will sign and date the form and include it with the contents, ready to ship to the customer.
Packing List Example
Below is a packing list example.
Packing List Template Download
By downloading our free Excel packing list template, you agree to our licence agreement, allowing you to use the templates only for your own personal or business use. You may not share, distribute, or resell the templates to anyone else in any way.
What should a packing list include?
A packing list should include the sender and recipient details, the date, a description of each item, the quantity, the weight or volume, if relevant, and any reference numbers, such as a purchase order or invoice number. Some packing lists also include the unit price, though this is more common on commercial invoices for international shipments.
Is the packing list template free to download?
Yes, the template is completely free to download in both Excel and Word formats. No sign-up is required. You can add your business name and logo.
What is the difference between a packing list and an invoice?
A packing list describes what is physically in a shipment — the items, quantities, and weights. An invoice is a request for payment that sets out the prices and total amount due. Both documents may accompany the same shipment, but they serve different purposes.
Does the packing list template work in Google Docs or Google Sheets?
Yes. The Word version can be opened and edited in Google Docs, and the Excel version can be opened in Google Sheets. Both work well for basic customisation and printing.
Free Excel Packing List Template Conclusion
Creating a packing list template and following the steps outlined above makes it easy for businesses to ensure their goods are shipped correctly, on time, and with all necessary information included.
Using our handy free packing list template, you can quickly create branded templates to streamline your shipping process. Having someone sign off on each package is essential in keeping accurate records of what was sent out and when. With these simple tips, you’ll be able to pack goods efficiently while providing customers with an excellent service experience every time!
Last updated: March 2026
