What Is a Packing Slip? Definition and Key Elements
by Jaidyn Farar
Packing slips help businesses assemble orders accurately and give customers an easy way to verify whether their shipment is complete. Let’s explore what a packing slip is and what information it needs to include.
What is a packing slip?
A packing slip is a document that lists the items in a package, including details such as SKU numbers, quantities, weight and dimensions, and more. It’s placed inside the package before shipping so the customer can access it.
Packing slips are useful for warehouse workers during the order fulfillment process, but they also come in handy for the package recipient, allowing them to check whether their order is complete.
Packing slips vs. other shipping documents
Packing slips shouldn’t be confused with invoices, bills of lading, or shipping labels.
- Invoice. An invoice is a billing document sent by the seller to the buyer, outlining the products, quantities, prices, and total amount due for the order. It can look very similar to a packing slip, but packing slips generally don’t include financial details.
- Bill of lading. A bill of lading is a legally binding document issued by the carrier to the shipper, confirming that they’ve received goods for transport and outlining the shipment details and destination. While a packing slip is provided to the customer, the bill of lading stays between the carrier and shipper.
- Shipping label. A shipping label is attached to the outside of a package and includes details like the recipient's address, tracking number, and shipment method. It provides the information needed for the carrier to route and deliver the package correctly.
Looking for a fast, easy way to create shipping labels? Use EasyPost’s create label tool for free.
Key elements of a packing slip
Every business formats its packing slips a little differently. However, you can usually expect to find the following elements and information.
Order details
Order details include the order number, order date, and the slip or PO number.
- Order number. The order number is a unique identifier for the transaction. It allows both the buyer and seller to track and reference the specific order, which is essential for efficient customer service and record-keeping.
- Order date. The order date shows when the order was placed, helping both parties track order timelines and ensuring that the shipment meets any time-sensitive requirements.
- Slip or PO number. This number references a specific purchase order or shipping slip associated with the transaction, linking the shipment to internal records for efficient processing and cross-referencing.
Item details
Item details tell recipients what’s included in the package and, if applicable, what products haven’t shipped yet.
- Itemized list of shipped goods. This list provides a detailed breakdown of all items included in the shipment, allowing the recipient to verify that everything ordered is present.
- Itemized list of out-of-stock goods. Listing out-of-stock items lets the recipient know which products are unavailable and might be arriving in a later shipment or need reordering. This minimizes confusion, as recipients aren’t left wondering if the business accidentally forgot to include something.
- Quantity of each item. The packing slip will also indicate how many units of each item are included. For the business, this helps with accurate inventory tracking. For the recipient, it confirms that they received the correct amounts.
- SKU (stock keeping unit) or UPC (unit product code) numbers. These unique codes identify each product specifically, making it easier for the seller to investigate any issues a customer reports.
Sender and receiver information
In addition to details about the shipped items, packing slips also include information about the buyer and seller, including their names and addresses. The shipper often adds their contact information in case the customer needs to get in touch about an issue. For a personalized touch, businesses might choose to include their logo or other branding elements.
Shipping information
Depending on the situation, the seller might choose to include additional information about the shipment on the packing slip. This could include the following details:
- Shipping method
- Special instructions
- Carrier used
- Type of packaging
Packing slip template
Packing slips generally contain information about the buyer and sender at the top of the document, as well as general order details. Information about the products in the package will be found in a table that looks something like this:
SKU/UPC | Item description | Order quantity | Ship quantity |
|---|---|---|---|
183905 | Product A | 1 | 1 |
039077 | Product B | 3 | 0 |
263371 | Product C | 2 | 2 |
In the example above, the customer ordered three Product Bs but hasn’t received them yet. Now the buyer knows to stay on the lookout for another package, which will contain the rest of their order.
Importance of using packing slips
Packing slips are important because they help merchants verify order accuracy, track orders, maintain customer satisfaction, and save money.
Verifying order accuracy
Packing slips help both businesses and customers verify order accuracy.
It all starts in the distribution center. As employees pack boxes and prepare them for shipping, a packing slip is used to double-check the contents of each package. By reviewing the packing slip against the actual items being packed, workers can catch and correct any discrepancies before the package is sealed and shipped. This extra layer of verification significantly reduces errors.
Packing slips also benefit customers. Because packing slips include itemized lists of shipped and out-of-stock items, they allow recipients to quickly verify whether they’ve received the correct items in the correct quantities. If there’s a mistake, the customer can quickly spot it and get in touch with the business. And if an out-of-stock product is on its way in a separate package, they won’t need to worry about its whereabouts.
Tracking orders and streamlining returns
Packing slips serve as a documented reference for both parties. This has several benefits. First, when orders with multiple items are split up into multiple packages, packing slips help businesses track these orders more efficiently. Second, packing slips can come in handy for resolving disputes and handling returns or exchanges. They serve as a clear, tangible record of what was ordered and received.
Maintaining customer satisfaction
A well-organized packing slip can improve the unboxing experience for consumers, showing attention to detail and building trust.
Saving money
By minimizing the likelihood of shipping mistakes, packing slips help businesses save on costs.
How to create a packing slip
Need to create your own packing slips? The process can look different for every business. This section will run through a few options for generating your slips.
Use a spreadsheet
Excel or Google spreadsheets are an easy way to create packing slips, though this option can become time-consuming if you have high order volumes. To get started, simply open up your spreadsheet and create a template (or find one online). Include space to add the details discussed above, such as order information and item descriptions. When you’re ready to create your packing slip, simply gather the relevant information, add it to your template, and print.
Find a packing slip generator online
Many businesses provide free packing slip generators. All you have to do is enter your information and voila—a packing slip you can download and print. Check out this generator from Zoho Inventory or do some research to find one you prefer.
Take advantage of your ecommerce platform
Many ecommerce platforms have built-in functionality for creating packing slips. For example, Shopify’s Help Center explains how users can print packing slips in just a few easy steps. Do some digging to see if your platform provides similar functionality.
Automate the process
As your business grows, you can use more sophisticated tools to automatically generate packing slips whenever an order comes in. For example, warehouse management systems create packing slips. You can also explore other solutions.
Physical vs. digital packing slips
While physical packing slips are printed documents included in a shipped package, digital packing slips are available electronically via email, customer portals, or QR codes. In some cases, brands offer digital packing slips to reduce printing and material costs, support eco-friendly initiatives, and streamline operations. Digital slips can also be more convenient for customers, offering quick access to order details.
Don’t forget about shipping labels
Just as it’s essential for packing slips to contain accurate information, shipping labels need to be correct and complete. The easiest way to ensure that is to use shipping software like EasyPost to create them automatically. EasyPost’s Shipping API creates compliant labels for USPS, UPS, FedEx, and many more carriers—without manual input. And with the Address Verification API, you can eliminate errors and increase the odds of a successful delivery.
Talk with a logistics expert about EasyPost’s shipping solutions.