Packing Slip: What is it? Should I Include One? + Template

Imagine this -A customer eagerly opens their package only to find an item missing. Frustrated, they attempt to check their order online but face login issues. Their experience with your brand takes a negative turn, and a potential repeat customer is lost. This situation could have been avoided if you had included a packing slip with your shipment.

In this article, we will understand what a packing slip is and why you should use it for your business. Bonus –A free packing slip PDF template that you can use straight away!

What is a Packing Slip?

A packing slip is a document included with a shipment. It lists the items included in the package and plays a key role in the shipping process – ensuring that customers always receive the correct products.

When a packing slip is prepared the right way, it can easily minimize errors during packing. More importantly, it can reduce customer inquiries about missing or incorrect products.  Here is a sample packing slip: 

6 Ways Packing Slips Are Important for Ecommerce Businesses

Packing slips may seem like a small detail, but they are essential for keeping your eCommerce business running smoothly. Here are their key benefits:

#1 Prevent Shipping Errors and Mismatched Orders

Packing slips help your warehouse staff verify that the right products are packed before shipping. This minimizes errors by serving as a final checkpoint for accurate delivery. More importantly, they ensure a hassle-free experience for your customers.

The last thing you want is for your customer to eagerly await their orders, only to receive the wrong item. Mistakes like this can lead to negative reviews and costly returns. 

#2 Streamline Inventory and Order Fulfillment

Strong inventory management is the lifeblood of the eCommerce industry. Packing slips serve as a reference, helping you track outgoing shipments. This, in turn, helps your warehouse team or inventory management team update stock levels accurately.

Ultimately, you will no longer experience stockouts or overstocking, both of which are detrimental to the efficient functioning of an eCommerce store. 

#3 Simplify Returns and Accounting Processes

When your customers return items, having a returns packing slip might make things smoother for you. For starters, you have details about what was originally shipped. This makes it easy to verify returns and issue refunds for eligible ones.

Secondly, these packing slips help you maintain accurate financial records, thanks to matching invoices, purchase orders, and shipped items. This avoids inconsistencies in your accounting processes.

#4 Improve Customer Experience and Trust

A well-designed packing slip helps build customer trust. First, an organized slip reassures customers that professionals have handled their orders. It also provides a quick way to confirm all items have arrived.

Second, if any issues arise, customers can easily find the information they need to contact support.

#5 Facilitate International Shipments and Customs Clearance

When shipping globally, packing slips can be your ally for smooth customs clearance. Many countries require detailed documentation for incoming goods. A packing slip contains key details like item descriptions, quantities, weight, and sometimes the shipment’s value.

Offering this information in advance can reduce the risk of additional inspections, which often lead to delays.

#6 Optimize Internal Workflows and Productivity

Packing slips improve communication across key teams, including customer service, finance, and inventory management. They serve as a single source of truth for order-related issues.

For example, if a customer reports a missing item, the support team can quickly verify the packing slip. Inventory, finance, and warehouse teams can also use it to check stock, process refunds, and correct errors—without unnecessary back-and-forth.

What Should A Packing Slip Include? + A Handy Packing Slip Template

As you already know, a packing slip offers a detailed summary of the items in a shipment. But what exactly does a typical packing slip contain? Here’s what you should include in your packing slip:

• Packing Slip Number (Unique identifier for internal tracking)

• Order Details (Order Number, Order Date)

• Product Details (Item Name, Description, Item Quantity, SKU number)

• Customer Information ( Customer Name, Shipping Address, Billing Address, Phone Number, Email Address)

• Seller Information (Company Name, Return Address, Website, Phone Number, Email Address)

Here are some optional details you can include:

• Special Instructions (Fragile items or special handling requirements)

• Customer Service Information (Contact email or phone number of your CS team in case the customer needs assistance)

• Shipping Carrier & Shipping Method (e.g., UPS Standard, FedEx Overnight)

• Total Weight of Shipment (e.g., in kg or lbs)

• Special Instructions (Fragile items or special handling requirements)

• Customer Service Information (Contact email or phone number of your CS team in case the customer needs assistance)

Simple Packing Slip Template

How to Optimize Packing Slips for Your Business?

Packing slips can be a powerful tool for enhancing customer experience and driving repeat purchases. All you need to do is optimize your packing slips in the following ways to extract the most out of it: 

#1 Strengthen Your Brand Identity with Apt Customization

A well-branded packing slip adds a special touch to your shipments. Incorporate your company logo and brand colors wherever possible to reinforce brand recognition.

If possible, personalize the packing slip as it shows your care for the customer. If not for all, you can consider doing this for your high-value customers. A thank-you note or a tailored wish can go a long way in building loyalty and relationships.

#2 Drive Sales with Promotional Inserts

Packing slips can be your subtle (but super-effective) marketing asset for your business. For instance, you could embed a discount code or a referral incentive on the packing slip. Customers can use it for their next purchase.

You can also use the white space to highlight new arrivals or showcase seasonal promotions. Your packing slip need not be a routine boring document. It can be turned into an entertaining sales driver.

#3 Improve Customer Satisfaction with Clear Communication

A packing slip is more than just a product list—it’s a tool for better customer experience.

For example, if an order ships in multiple parts, you can highlight which items have been sent and which are pending. You can also include return policies and support details for easy access.

#4 Enhance Warehouse Productivity with Smart Formatting

A well-structured packing slip can streamline warehouse operations and minimize errors. Use an easy-to-read format with clear item separation. This helps speed up the packing process and reduces mistakes.

You can also add barcodes or QR codes for quick scanning to streamline inventory updates and tracking. This makes work easier for warehouse staff and helps prevent shipping delays.

#5 Ensure Seamless Integration with Other Shipping Documents

Align your packing slips with invoices and shipping labels. It simplifies record-keeping and ensures compliance. An automated order management system can generate standardized packing slips. This helps reduce errors, streamline audits, and make returns hassle-free.

Packing Slip vs. Returns Proforma Invoice

A returns packing slip and a returns proforma invoice are often mistaken for the same document. However, they serve completely different roles in return. A packing slip simply lists the items in the returned shipment. Its main goal is to help verify the content upon arrival. 

A returns proforma invoice, on the other hand, has a more important role to play in the returns process. While a packing slip may not always be required for returns, a returns proforma invoice is usually mandatory.

It covers key details like consignor details, consignee details, return details, reason for return, etc.  It is also official documentation often required by customs for international returns and for smooth processing.

If the returns proforma invoice contains all necessary details, a separate packing slip may not even be needed. 

Here is an example of a returns proforma invoice – 

ParcelPanel Returns Generates Packing Slip in Two Easy Steps

ParcelPanel is an advanced tracking and return management solution that simplifies everything related to your eCommerce business.

With ParcelPanel Returns, you can generate packing slips and returns proforma invoices, enhancing the post-purchase experience to win repeat customers. All it takes is two simple steps. 

Download ParcelPanel Returns from the Shopify app store and,

Step 1. Navigate to Return settings > Shipping and delivery

Step 2. Set up the conditions for generating the Packing Slip, then edit and fill in other necessary parameters.

You can easily enable your customers to download packing slips and return labels from the dedicated returns portal.

Ultimately, this feature enhances your team’s return and refund processing efficiency. At the same time, it eliminates the possibility of return duties being levied, especially for cross-border return packages.

Final Words

While a packing slip may not always be mandatory, it is essential for efficient returns management. Providing a detailed packing slip ensures smoother processing of returns, helping both you and your customers quickly resolve any order issues.

Packing Slip FAQs

1. Is a packing slip a receipt?

No. Packing slips simply include the details in the shipment. It does not show the details of payment, which is one of the key aspects of a receipt. 

2. What is the difference between an invoice and a packing slip?

In pure business terms, a commercial invoice or an invoice is a financial document that lists down pricing, taxes, and payment terms of the order. A packing slip, on the other hand, provides only the details of the shipped items without covering key financial information.

3. What is the difference between a delivery note and a packing slip?

A delivery note confirms that goods were delivered but may not include a full item breakdown. A packaging slip, however, provides a complete list of shipped items.

4. Who prepares the packing slip?

The seller or warehouse team is responsible for generating packing slips before shipping. It is carefully prepared for each order to ensure that all ordered items are correctly packed and included in the shipment.