When shipping goods, the shipment must go through multiple jurisdictions with different agencies and authorities. The shipped package must be accompanied by a document, such as a packing slip, to get cleared and passed through customs. This can be when shipping goods between states or internationally. A packing slip describes the items in the shipment to aid with handling and managing shipments, whether they are transported by air, train, or sea.
The packing slip is prepared by the seller or shipper and is placed inside the package. The slip is used by the customer, shipping agencies, and authorities to verify the goods inside the package. Consequently, a packing slip template contains different information such as customer details, type of goods, quantity, weight, shipping date, etc. It can also include notes to the customer, such as the status of missing items and handling instructions. The information in the slip facilitates a seamless shipping process from order fulfilment to delivery. Therefore, the value of a well-prepared packing slip cannot be overemphasized.
This article examines the importance of a packing slip, its components, and how to create it in MS Word.
What is a Packing Slip?
A packing slip is a document used to describe the contents of the package.
Information conveyed through the slip includes shipper and customerโs details, description of goods, date of shipping, comments, etc. Also, the slip can contain details such as SKU (stock-keeping unit) numbers, order numbers, and dates. Shipping departments and customers use this information to verify the accuracy of orders.
The money paid for the goods is not included in the slip. Instead, it is placed inside the package. Transport and government agencies or authorities also use this document to determine the type and quantity of goods shipped. Therefore, it can serve as a legal document that ought to be truthful and accurate. In addition, information on the slip is necessary for warehouses between delivery and before pick-up.
Alternate names
This document is also referred to as:
- Waybill
- Shipping slip
- Order slip
- Bill of lading
Reasons for Using a Packing Slip
A packing slip is an informative record of goods shipped from a seller to a customer. It serves different purposes for all parties involved in the shipping process. For shippers, a slip is used to create a record of products delivered and ensure they are shipped as requested by the customer. For shipping and customs/government authorities, the slip is used to verify the contents of a package for safe handling and routing purposes. Finally, customers require the slip to verify that the order is fulfilled as expected.
Below are some reasons why using a packing slip is essential when shipping goods:
Ensures items reach their destination safely
The slip is used to direct parties involved in the shipping process on handling the package. This ensures the goods are not destroyed or lost along the way. This is because it lets the buyer know which goods the seller placed in the package after receiving the shipment.
Provides shipment integrity
Since the slip indicates the items ordered, it is used to verify whether all the goods requested by the buyer have been placed inside the package. This guarantees that buyers receive their correct order, which improves the sellerโs customer service and business integrity.
Helps track items
By indicating the seller, shipping agency, and customer, a packing slip can help parties trace the package. This helps with tracing at what delivery stage were goods lost/stolen or damaged. It also reduces the time needed for tracking down packages in transit.
Ability to divide orders
A slip can be used to divide small orders into multiple packages. This can be helpful when sellers want to break down an order into smaller and more manageable packages. Using the slip, the seller can remain organized and aware of where each order item is. This also makes it easier for shipping agencies to arrange and sequence individual packages meant for a single customer.
Acts as supporting evidence to ask for compensation for the stolen items
Sellers use a packing slip to record the items placed inside the package. Therefore, if a customer files a claim against the seller that some goods were missing, the slip can be presented as evidence of the contents of the package as released by the seller. This is because it demonstrates that the items in the package were part of an order shipped using the shipperโs service.
Provides customer satisfaction
Adding a packing slip to a shipment shows professionalism and the sellerโs commitment to ensuring the buyerโs correct package reaches the destination safely and on time. This contributes to quality customer service, which leads to customer satisfaction.
Acts as a physical evidence
If a dispute arises between the seller and customer, the slip can be physical evidence showcasing the items shipped to the buyer. This is because a slip is considered viable proof that items in the package are precisely what the customer ordered.
Provide information about the packageโs content
The slip provides the shipping/handling agents with information about the packageโs content to facilitate processing and delivery. It also lets the buyer know if their order arrived as ordered.
Enhances management
A formal packing slip helps manage inventory by providing a record of delivered goods and what was inside the package. This can be used to track, review and update inventory records, and manage storage and warehousing overhead costs. This can also be improved by using slips with real-time tracking features.
Simplifies the return/refund process
When handling cases where customers want a refund for faulty or missing goods, sellers can refer to the packing slip to verify the claimโs credibility. This simplifies the refund process since the slip is a reliable record of shipped orders. This is because the slip is used as evidence of what was included in the package when it was shipped.
Ensures timely delivery
The shipping process entails many steps that must be done correctly for goods to be delivered to the right recipients. Using a slip streamlines and expedites this process by ensuring shipping agencies and authorities have the necessary information needed to route the package.
Estimates the packageโs value
Shipping companies and customs/government authorities are required to review packing slips when clearing goods through customs. By assessing the contents of a package, they can estimate the value of the package. This helps them assess duties and taxes at the end before forwarding the shipment to its correct destination.
Maintains transparency
A slip contains information on all the items in a package that is being shipped. This creates transparency on what was shipped as it enables all parties involved in the shipping process to keep track of the contents of packages. This also helps track lost or damaged goods, refund, or replacement processes.
Packing Slip Vs.
A packing or order slip is an itemized list of the contents of a package. Information on the slip is used for shipping and order fulfilment purposes. Other documents used in order fulfilment include:
Invoices
An invoice is an order confirmation and payment request document. It outlines the cost of each item and other expenses such as tax and shipping fees. The invoice does not focus on describing the goods, unlike a packing slip which indicates in-depth details about a package. In addition, the invoice is recorded by the seller and sent to the buyer directly, unlike a packing slip which is placed inside the package.
Bill of lading
A bill of lading is a formal document outlining all the information needed by the parties involved in the transportation process, for instance, the shipper, carrier, and customer. It discusses the shipment process, including service cost, taxes, duties and other fees, freight classification, shipment date, weight, and the consignor (seller) and consignee (buyer/recipient) details. A bill of lading thus acts as a receipt for the shipping services, while a packing slip is used as an informative document about the packageโs contents.
Picking list
Pickers often collect customersโ orders from the carrierโs warehouse. Pickers use a picking list to identify which orders they need to collect. Unlike the packing slip, which shows details about what is inside a single package, a picking list contains orders from multiple buyers. In addition, it is sorted in a way that makes it easier to navigate the warehouse when collecting packages.
Shipping label
Shipping labels are placed outside the boxes of an order. They contain the shipperโs information, buyerโs details, barcode, shipping class, and other details. A shipping label is meant to streamline the shipping process.
Information to Include
Information on a template for a packing slip changes depending on the situation, such as the shipping method used. This information is crucial in determining if the shipment should be cleared through customs with or without a penalty.
A general slip template contains the following information:
Shipping information
Shipping information ought to be provided. This includes the name and address of the customer and shipper, as well as the contact number or email. In addition, the service mode (e.g., air, rail, sea) is used in the shipmentโs transportation. Other details included in the slip are the shipment date, the weight of the package, the return address, etc.
List of items
The slip should include a list of all items that are part of the order. The items should be described adequately. The description can contain the itemโs type, brand, model, and size.
Missing items
Suppose an order is missing an item due to unavailability, out-of-stock, or other inconveniences. In that case, the information about the missing item should be included in the packing slip. This prevents disputes between the seller and the buyer over items ordered and not delivered.
Quantity of each product
The slip should also include the quantity of each product in the order. For instance, if a customer has ordered three shirts, the slip should indicate the number of units shipped. The quantity should be indicated in a separate column. This is to avoid repetition and save space for other details.
SKU of each item
The SKU (stock-keeping unit) is a unique identifier assigned to items by sellers. This is used by businesses that buy products in bulk and need to account for their inventory correctly. Each item will have its SKU and must be written on the slip.
Slip or PO number
Each packing slip will have a unique slip number. This number should be indicated on the slip. In cases where an order has multiple packages and, consequently, multiple packaging slips, the PO (purchase order) number should be added to each slip. The tracking number provides individuals involved in the shipping process a system for following the progress of packages as they are moving through various carriers along the route.
Packing Slip Templates
How to Make a Packing Slip in MS Word?
The packing slip format varies from case to case, but most slips follow the following basic structure. You can use different ways to create packing slips in MS Word. For example, you can use the pre-existing template in Word, use an online generator of templates, or create one from scratch.
Below are steps to create a slip template in MS Word:
Open MS Word
Start with opening MS Word on your desktop, laptop, or Mac.
Choose a blank document
Next, to create a packing slip template, you need to open a blank document. First, go to the File tab, then select โNew Document.โ
Include your companyโs details
To fill in the details on the slip template, start by writing the companyโs details. That is the sellerโs logo, name, address, contact number, and email. Make the critical details like the business name bold or use brand colors.
Enlist the recipientโs information
Then, enlist the recipientโs information. This includes name and contact information. Contact information may include a phone number, email, and address.
Insert a table
The next step is to insert a table in your document. Go to the โInsertโ command and select โTable.โ The number of columns will depend on the information you want to include on the packing slip. Likewise, the number of rows on the slip will depend on the number of items in the package.
Title the columns as per the need
Next, you need to label the columns. Some of the labels include โDescription,โ โQuantity,โ โWeight,โ etc. In the template, label the columns as follows:
- Purchase order number โ This is the unique number/identifier of the customerโs order. It should be in the first column.
- Quantity asked โ This is the number of items ordered by the customer. This can be in units such as boxes, pairs, liters, etc.
- Quantity delivered โ Quantity delivered is the number of goods inside the package. It does not have to be the same as the quantity asked since some products can be out of stock.
- Description โ This information is used to describe the item. This can be the type, model, brand, etc.
- Number of packages โ The number of packages indicates the number of parcels in the customerโs order.
Modify the tableโs layout
Next, you can modify the tableโs layout. You can adjust the columnsโ and rowsโ width and height to suit the number of details needed in the packing slip. You can then modify the font size or typeface as per needs. The text should be readable and make sense to customers in your industry.
Save the document
Once you are done with the layout, go to the โFileโ tab, then select โSave as.โ Next, name the document according to the business โ for example, โABC Company packing slip template.โ
Tip: You should personalize your packing slip by using a visually appealing design and aligning the slip with the brand image. This is an effective way to stand out from competitors and show attention to detail.
Frequently Asked Questions
Who needs a packing list?
A packing slip is used to verify that an order has been fulfilled as required by the buyer. It can thus be used by any party involved in the delivery process, for instance, the shipper, carrier, and buyer.
What is the packing list for?
A packing list is a sheet to indicate which items are delivered in the package along with their weight, size, and quantity. The carriers use the list to calculate their shipping fee and customs to determine taxes and other applicable fees.
How long will it take to complete the packing list?
The packing list takes about 15 minutes, depending on how many items you want to include in the list. The method also influences how long it takes to create a packing slip.
What do I do with the packing list after its completion?
After making a packing list, it should be placed inside the package, and a copy should be kept for future reference. The recipient will open the package and verify what was ordered and delivered.
Where do you put the packing slip?ย
The packing slip should be placed in the package and should not be removed until the package is opened.
What is the key difference between a packing slip and a delivery note?
Both should be used during delivery to provide a copy of the order and the contact details of the person receiving the package. However, a delivery note will often have to be signed by the recipient as proof that the goods have been received.
Is a packing slip necessary?
A packing list has many benefits. It helps with a smooth shipment delivery process. It also allows companies to maintain a complete record of deliveries and ensure that every order is delivered correctly and on time. In addition, the slip can be used for reference if a discrepancy is found during delivery.
Can you use a packing slip as a shipping label?
Yes. Some companies use a packing slip to send the products to their clients as a shipping label.