What Is a Packing Slip? Meaning and Example

A packing slip is the sheet of paper that comes with a parcel and tells you what is in it. It lists the items, the quantities and who the order is for, and it normally shows no prices. If you have ever opened a delivery and checked the contents against a list inside the box, you have used one.

For a seller, the packing slip is a small document with a big job: it helps the warehouse pick the right items, helps the customer check what arrived and gives both sides a record if something is missing or damaged. This guide explains what a packing slip is, what it includes, how it differs from an invoice and a packing list, and how to make one. You can create one for free with the packing slip generator.

Quick answer: A packing slip lists the contents of a shipment (items, descriptions and quantities, usually no prices) along with the order number and addresses. It is included with the parcel so the receiver can check the delivery. It is not a request for payment.

Packing slip meaning and definition

The meaning of a packing slip is simple: a slip (a small sheet) that records what was packed. It is a shipping document, created by the seller or warehouse at the time an order is picked and packed, and it travels with the goods.

Term	Plain meaning
Packing slip	A list of the contents of a parcel, included with it
Order number	The reference that links the slip to the customer’s order
Ship-to address	Where the goods are going
Sold-to or bill-to	Who placed or pays for the order, if different
SKU	The seller’s code for an item
Backorder	An item ordered but not shipped yet
Carrier	The courier or freight company delivering the parcel
Tracking number	The carrier’s reference for following the parcel

You may also see it called a delivery note, a delivery docket, a packing list or a shipping slip. The names vary by country and industry, but all describe a document that says what is in the shipment.

What a packing slip is for

A packing slip does several jobs at once.

Job	How the packing slip helps
Picking and packing	Tells the warehouse exactly what to put in the box
Checking	Lets the receiver compare the contents with what they ordered
Matching	Gives accounts a reference to match against the order and invoice
Evidence	Records what was sent if there is a dispute about shortages
Returns	Carries the order number and return instructions
Customs and carriers	Supports the shipping paperwork for larger or international shipments

Because it usually carries no prices, it can also be handed to people who do not need to see the cost, such as warehouse staff, a recipient of a gift or a store receiving stock.

What a packing slip includes

A good packing slip is easy to read at a glance. These are the usual elements.

Element	Example	Why it is there
The words “Packing slip”	Packing Slip	Makes the purpose clear
Order number	SO-10482	Links to the order
Customer PO number	PO-2026-0412	Helps the buyer’s receiving team
Date shipped	14 November 2026	When it left
Ship-to address	Warehouse 3, 400 Main Street, Denver, CO	Where it is going
Sold-to or bill-to	Northline Ltd, accounts department	Who ordered
Carrier and tracking	Courier Co, 1Z999AA10123456784	How to follow it
Item description and SKU	Desk lamp, black, SKU DL-114	What each line is
Quantity ordered	20	What was ordered
Quantity shipped	15	What is in this box
Backordered	5, ships 21 November	What is still to come
Package count	Box 1 of 2	For multi-box orders
Notes and return info	Return within 30 days with this slip	Practical instructions

Packing slip, pick list and sales order

Inside a warehouse, three internal documents sit close to the packing slip. They are easy to mix up, but each has a different reader.

Document	Who uses it	What it shows	Leaves the building?
Sales order	Sales and accounts	What the customer ordered, prices and terms	No
Pick list	Warehouse picker	Items and shelf locations to collect	No
Packing slip	Packer and customer	What is in this box	Yes, with the goods
Shipping label	Carrier	Address and routing	Yes, on the outside
Invoice	Accounts and customer	What is owed	Yes, sent separately or in the box

The pick list is for finding the items. The packing slip is for confirming and proving what went into the box. A small seller often uses one document for both jobs, which is fine, as long as the final copy in the box shows what was actually packed, not just what was ordered.

Packing slips for different kinds of seller

The same document changes shape with the business.

Seller	What to emphasise	Typical extra
Online shop, consumer orders	Friendly layout, order number, returns steps	Thank-you note, discount code for next order
Wholesale to retailers	Customer PO, part numbers, case quantities	Carton count, delivery signature line
Manufacturer to distributor	Lot or batch numbers, serial numbers	Certificates or test references
Craft and handmade seller	Item names the customer recognises, care notes	Handwritten message, care card
Subscription box	Contents for the month, ingredient or item notes	Allergen or usage information
Parts and repair supplier	Part numbers, fitment notes, core return	Warranty details
Dropshipper	Neutral branding, no supplier prices	Customer’s order number rather than yours

A dropshipping packing slip deserves special care: it should carry only what the end customer needs, with no wholesale price or supplier details they should not see.

Paper, PDF and in-box formats

Format	How it works	Best for	Watch out for
Printed sheet inside the box	Slip printed at packing and dropped in	Most parcel sellers	Paper waste, wrong slip in wrong box
Printed sheet in a pouch on the outside	A clear pouch stuck to the carton	Pallets and freight	Pouch torn off in transit
Printed on the shipping label sheet	Label and slip on one page	Very small items	Not enough space for long orders
Emailed PDF	Sent with the shipping notice	B2B, large orders	Receiver may not print it for the dock
Electronic data (EDI or portal)	Sent as structured data	Large retailers	Needs set-up with the customer

If you send a PDF packing slip, name it with the order number, such as PackingSlip-SO-10482.pdf, so the receiving team can find it quickly.

Multi-box and partial shipments: a worked example

Real orders do not always go in one box on one day. Here is how packing slips handle it.

Order SO-10482: 20 desk lamps, 20 spare bulb packs, 10 ergonomic chairs. The lamps are short on stock and the chairs are bulky.

Shipment	Box	Contents	Packing slip shows
14 Nov	Box 1 of 2	15 desk lamps, 20 bulb packs	Lamps: ordered 20, shipped 15, backordered 5
14 Nov	Box 2 of 2	10 chairs	Chairs: ordered 10, shipped 10
21 Nov	Box 1 of 1	5 desk lamps	Lamps: ordered 20, previously shipped 15, shipped 5, backordered 0

Three principles keep this tidy:

1. Number the boxes on every slip, so the receiver knows how many to expect.
2. Show cumulative quantities on later shipments, so it is easy to see the order is now complete.
3. Issue one invoice per shipment or one at the end, whichever your terms say, and quote the same order number on each.

If the buyer uses three-way matching, each delivery’s packing slip becomes a goods receipt, so accuracy matters. See what is a purchase order for how the PO, receipt and invoice are matched.

A packing slip example

PACKING SLIP Order no.: SO-10482 Customer PO: PO-2026-0412 Ship date: 14 November 2026 Carrier: Courier Co Tracking: 1Z999AA10123456784 Ship to: Northline Ltd, Warehouse 3, 400 Main Street, Denver, CO 80202 Sold to: Northline Ltd, Accounts, 400 Main Street, Denver, CO 80202 Package: 1 of 1

SKU	Description	Ordered	Shipped	Backordered
DL-114	Desk lamp, black	20	15	5
DL-120	Spare bulb, 3-pack	20	20	0
CH-301	Ergonomic chair	10	10	0

Notes: 5 desk lamps are backordered and will ship by 21 November. Please check the contents on receipt and report any damage within 7 days. Returns: quote order SO-10482.

Notice that there are no prices anywhere. The receiver can check each line, see what is outstanding and know whom to contact.

Returns and the packing slip

A packing slip is also your return document. Customers who can find the order number and the return steps on the slip send fewer “how do I return this?” messages.

Part of a return	What the packing slip provides
Identifying the order	Order number and date
Knowing what was sent	Item list with SKUs
Return window	“Returns accepted within 30 days”
Return address	Where to send the goods
Reason codes	A tick-box or list for why it is being returned
Refund or exchange choice	Instructions for what happens next

Asking customers to include the slip in the return parcel makes it easy to match the returned goods to the original order. For the money side of a return, see what is a credit note.

Packing slips and international parcels

For parcels that cross borders, the packing slip is one of several documents, and it does not replace customs paperwork.

Document	Role in an international shipment
Packing slip or packing list	Lists the contents and quantities
Commercial invoice	States the value and terms of the sale for customs
Customs declaration	Describes the goods for the border authorities, often attached to the label
Certificate of origin	Where the goods were made, when required
Proforma invoice	A value document for samples or gifts with no sale

Customs authorities check that the packing list and the commercial invoice agree: the same items, the same quantities, a consistent description. A mismatch can delay a parcel. For the documents that carry values, read pro forma vs commercial invoice. Requirements differ by country, so check the rules for the destination or ask your carrier.

Packing slip vs invoice

The two are often confused because they both list items. The key difference is their purpose.

	Packing slip	Invoice
Purpose	Says what is in the shipment	Requests payment
Shows prices	Usually no	Yes
Shows tax and totals	No	Yes
Sent	With the goods	At or after delivery, often separately
Used by	Warehouse, receiver	Accounts, buyer and seller
Counts as a bill?	No	Yes
Numbering	Order or shipment number	Invoice number in sequence

Some small sellers combine them: a single page that lists the goods and the amounts. That works, but when the buyer’s receiving team and accounts team are different people, separate documents are cleaner. See how to make an invoice for the invoice and purchase order vs invoice for how the order, delivery and invoice fit together.

Packing slip vs packing list vs shipping label

Three shipping documents are regularly mixed up.

	Packing slip	Packing list	Shipping label
What it is	Contents of a parcel, usually inside	A detailed contents list, often for freight or export	The carrier’s address and routing label on the outside
Level of detail	Items and quantities	Items, quantities, weights, dimensions, package counts	Address, barcode, service level
Where it goes	Inside or attached to the package	With the shipment documents	Stuck to the outside
Prices	Usually none	Usually none	None
Typical user	Parcel and ecommerce sellers	Freight, export, customs	Every carrier shipment

In everyday use, “packing slip” and “packing list” overlap. A parcel seller says packing slip; a freight forwarder says packing list. If someone asks you for one, ask what they need it for and how much detail.

Packing slip vs delivery note and bill of lading

Document	What it does	Who issues it
Packing slip	Lists the contents of a shipment	Seller or warehouse
Delivery note	Lists what was delivered, often signed by the receiver as proof	Seller or carrier
Bill of lading	A contract and receipt for carriage of goods, issued by the carrier	Carrier
Commercial invoice	A sale document used by customs, with values	Seller
Goods received note	The buyer’s record of what actually arrived	Buyer

A delivery note and a packing slip are often the same page under different names. A bill of lading is a transport document that belongs to the carrier. For the export documents that carry values, see pro forma vs commercial invoice.

Packing slip numbers and records

A packing slip needs a reference, but not necessarily its own number series.

Approach	Example	Good for
Use the order number	SO-10482	Small sellers, single shipments
Order number plus shipment suffix	SO-10482-1, SO-10482-2	Partial and multi-box orders
Separate packing slip sequence	PS-0551	Larger warehouses and audits
Carrier shipment ID	Tracking number	Linking to the carrier record

Keep a copy of every packing slip with the sales order and the invoice. If a customer says something was missing, the slip is your record of what you packed. How long to keep it depends on your records rules, and a sensible default is to keep it as long as you keep the invoice.

Picking, packing and checking accuracy

Most disputes about packing slips are really accuracy problems. A simple three-step discipline cuts them down.

Step	What happens	Control
Pick	Items are collected from stock against the order	Scan or tick each line
Pack	Items are placed in the box with the slip	A second person or a scan verifies quantities
Check	The slip is compared with the contents before sealing	Tick “packed by” and “checked by”

Adding a “packed by” and a date on the slip creates accountability and helps trace problems. Small teams can do this with initials in a box at the bottom of the document.

Where the packing slip fits in an order

The packing slip is one step in the order-to-cash chain.

1. The customer orders, perhaps with a purchase order.
2. The seller confirms the order and creates a sales order.
3. The warehouse picks the items against the order.
4. The packing slip is printed and placed in the box.
5. The parcel ships with a shipping label and tracking number.
6. The customer receives and checks the contents against the packing slip.
7. The invoice is sent quoting the order or PO number.
8. Payment is made, and a receipt is issued if needed.

Step	Document	Created by
1	Purchase order	Buyer
2	Order confirmation or sales order	Seller
4	Packing slip	Seller or warehouse
5	Shipping label	Seller or carrier
6	Goods receipt	Buyer
7	Invoice	Seller

For the buyer’s side of the same chain, read what is a purchase order.

How to make a packing slip

Making a packing slip takes a few minutes and the same information every time.

1. Start from the order. Copy the order number, customer PO and the ship-to and sold-to details.
2. Add the ship date and carrier. Add the tracking number if you have it.
3. List the items. For each line, give the SKU, description and quantity ordered.
4. Show what is shipped. Enter the quantity in this box and note anything backordered.
5. Add notes. Include handling instructions, return details and contact information.
6. Leave off prices unless the slip is also the invoice.
7. Print or attach it. Put it in the package, in a document pouch on the outside, or send it as a PDF with the shipment notice.
8. Keep a copy. File it with the order and the invoice.

The packing slip generator does this with ordered, shipped and backordered columns and a ship-to block, and downloads a PDF. It runs in your browser and does not upload your data.

Setting up a packing slip workflow for a small shop

You do not need a warehouse system to make packing slips reliable. A short routine, followed every time, does most of the work.

Step	What to do	Who or what
1. Order arrives	Check the order number, items and address	You or the shop platform
2. Create the slip	Copy the order details into the packing slip	Generator or template
3. Pick	Collect the items, ticking each line	The slip itself works as the pick list
4. Pack	Place items and the slip in the box	The packer
5. Check	Compare the box contents with the slip before sealing	A second look
6. Label	Attach the shipping label and record the tracking number	The carrier’s tool
7. Notify	Send the customer the tracking number	Email or platform
8. File	Keep a copy of the slip with the order	Folder or spreadsheet

Even with two or three orders a day, step 5 prevents most wrong-item complaints.

What to map from an order to a packing slip

A packing slip is mostly data copied from the order, so it helps to know where each field comes from.

Packing slip field	Comes from	Notes
Order number	The order or shop platform	Use the customer-facing number
Customer PO	The buyer’s purchase order	Essential for B2B
Ship-to name and address	The delivery details on the order	Check for apartment or unit numbers
Sold-to or bill-to	The billing details	May differ from the ship-to
Ship date	The day it is handed to the carrier	Not the order date
Carrier and tracking	The shipping label	Add after purchasing the label
SKU and description	Your product catalogue	Use names customers recognise
Quantity ordered	The order
Quantity shipped	What you actually packed	May be less than ordered
Notes	Gift message, delivery instructions	Keep it short

Wording you can use on a packing slip

Where	Wording
Header	“Packing slip. Please keep this for your records.”
Backorder note	“Item DL-114 is backordered and will ship by 21 November. You will not be charged shipping again.”
Inspection	“Please check the contents on receipt and report damage or shortages within 7 days.”
Returns	“To return an item, quote order SO-10482 and send it back within 30 days in original condition.”
Gift	“This order is a gift. Prices are not shown.”
Thanks	“Thank you for your order. We appreciate your business.”
Contact	“Questions? Email orders@example.com and quote your order number.”

A friendly sentence or two is enough. The slip should be easy to scan, not a page of small print.

Packing slips for online sellers

If you sell through your own shop or a marketplace, the packing slip is also part of the customer experience.

Point	Suggestion
Branding	Add your logo and a short thank-you note
Gift orders	Leave off prices and add the sender’s message
Returns	Put return steps and the order number on the slip
Marketplace rules	Check the platform’s requirements for what must or must not appear
Multiple boxes	Number the packages “1 of 3”, and list items per box
Language	Use the customer’s language for international orders
Sustainability	Consider a short slip or an emailed copy to save paper

A friendly, clear packing slip reduces “where is my item?” messages and makes returns easier, which is worth more than a few seconds of effort.

What to do when a packing slip is wrong or missing

Things go wrong, and both sides need a simple way to fix them.

Problem	Seller’s response	Buyer’s response
Items missing from the box	Check the slip against the order; ship the rest or credit	Note it on the delivery record and tell the seller quickly
Extra items in the box	Ask for them back or invoice them	Report them; do not use them without agreement
Wrong items	Collect and replace	Keep them safe and report within the stated period
Slip missing	Send a PDF copy	Request one so the receipt can be recorded
Slip shows a different quantity from the box	Investigate the pick and pack records	Count the goods and photograph the difference
Damaged goods	Arrange a claim with the carrier	Photograph the packaging and goods on receipt

Keeping a copy of every slip and a note of who packed it makes these conversations short. A credit note, rather than a changed invoice, records any adjustment. See what is a credit note.

Saving paper without losing the record

Printing a slip for every box adds up. A few options reduce paper while keeping the record.

Option	How it works	Trade-off
Combine the slip and the shipping label	One sheet carries both	Limited space for long orders
Email the packing slip	Customer receives a PDF with the dispatch notice	Not useful at a receiving dock
Print only for business customers	Consumers get an email	Some may still want a paper copy
Use half-page or small-format slips	Smaller paper, same information	Needs a layout that fits
Recycled paper and double-sided printing	Cuts waste without changing the process	Slightly more setup

Whichever you choose, keep a digital copy with the order record so you can answer questions later.

Packing slips in B2B and wholesale

Business customers have stricter expectations.

Point	What the buyer’s receiving team wants
PO number	Printed prominently, so the delivery can be matched
Part numbers	Their part number as well as yours
Quantities	Ordered, shipped and backordered for each line
Lot or serial numbers	For regulated or traceable goods
Delivery note signature	A line for the receiver’s name, date and signature
Package count	“Box 2 of 4” so nothing is missed
Packing slip per shipment	Not one slip for a multi-delivery order

Getting these details right means the goods are booked in quickly, the invoice can be matched to the receipt and payment is not held up. See what to include on an invoice for the matching invoice.

Short answers about packing slips

Question	Answer
Is a packing slip legally required?	Generally no for domestic parcels, but it is standard practice and often required by wholesale customers or marketplaces
Can I put prices on it?	Yes, if you want it to double as an invoice, but leave them off for gifts and drop-shipping
Should the packing slip be inside or outside the box?	Inside for parcels, in a pouch outside for pallets and freight, or both for large orders
Do services need a packing slip?	No. Use a work order or an invoice instead
Can I email the packing slip instead of printing it?	Yes, for B2B customers who accept it, but include a printed one if the receiver needs it at the dock
What if I ship less than ordered?	Show shipped and backordered quantities and say when the rest will arrive
Is a packing slip proof of delivery?	No. Proof of delivery comes from the carrier or a signed delivery note
Who keeps the packing slip?	The seller keeps a copy; the buyer keeps the one in the box for receiving and returns

Common packing slip mistakes

Mistake	Why it hurts	Fix
No order or PO number	The delivery cannot be matched	Print it at the top
Quantities missing, only item names	The receiver cannot check shortages	Show ordered and shipped
Prices on a gift order	Reveals the cost to the recipient	Leave prices off
Slip packed in the wrong box	Confusion in multi-box shipments	Number boxes and slips together
Backorders not shown	The customer thinks it was lost	Add a backordered column
No return information	Returns are slow and unclear	Add steps and a contact
Illegible handwritten slips	Errors and disputes	Print or use a PDF
No copy kept	No evidence of what was sent	File one with the order

Minimal and full packing slip layouts

You can start simple and add detail as your orders grow.

Part	Minimal version	Full version
Header	Packing slip, order number, date	Logo, packing slip, order and PO numbers, ship date
Addresses	Ship-to	Ship-to and sold-to, customer contact
Shipping	None	Carrier, service and tracking number, package count
Items	Description and quantity	SKU, description, ordered, shipped, backordered, lot or serial
Notes	None	Handling, returns, gift message, inspection period
Footer	None	Packed by, checked by, signature line for the receiver

Choose the minimal version for simple consumer orders and the full version for trade customers, regulated goods or multi-box shipments.

Words you will see on packing slips

Term	Meaning
Ordered	The quantity the customer asked for
Shipped	The quantity in this package or shipment
Backordered	Ordered but not available yet, to ship later
Cancelled	Removed from the order and will not ship
UOM	Unit of measure, such as each, box or case
Lot or batch	A production batch number for traceability
Serial number	A unique identifier for an individual item
Bill of lading	The carrier’s transport document
Consignee	The party receiving the goods
Drop ship	Shipped directly from a supplier to the customer
RMA	A return merchandise authorisation number for a return

Knowing these terms helps when a trade customer or a carrier uses them and you want to reply clearly.

Three small upgrades that customers notice

Upgrade	What to do	Effect
Plain language item names	Use the name the customer saw on your site, not an internal code	Fewer “what is this?” messages
A visible order number and contact line	Put them in the top corner, large enough to read	Faster support and returns
A “what happens next” line	Say how to return, exchange or get help	Reduces anxiety and repeat questions

A monthly packing slip audit

Once a month, pull five recent orders and compare the slip, the order and the invoice.

Check	What you are looking for
Quantities	Slip shipped matches the order and invoice, or the difference is explained
Addresses	Ship-to on the slip equals the address on the label
Numbers	Order number and PO appear on all three documents
Backorders	Anything not shipped is shown and was followed up
Returns	Returned items match the slip that was sent

A five-order audit takes ten minutes and finds the kind of small recurring errors that otherwise only surface through complaints.

A packing slip checklist

Check	Done
Document titled “Packing slip”
Order number and customer PO
Ship date, carrier and tracking
Ship-to and sold-to details
Each item with SKU, description and quantity
Shipped and backordered quantities
Package number (“1 of 2”)
Notes and return instructions
No prices, unless intentionally included
Copy filed with the order

Make a packing slip now

Open the packing slip generator, enter the ship-to details and the items with ordered and shipped quantities, and download a clean PDF. Use the invoice generator for the matching invoice and the purchase order generator if you are the buyer.

This guide is general information and is not legal or customs advice.