Packing Slip Template: What to Include and How to Use It

A packing slip is a document placed in a shipment to identify the order and show what is inside the package. Use the blank packing slip template below to record the shipment details and list each item, then check the completed slip against the order before packing it.

What a packing slip is

A packing slip, sometimes called a shipment slip or delivery note, travels with the goods rather than serving primarily as a request for payment. It helps the person packing an order verify its contents and gives the recipient a quick way to compare what arrived with what they expected. The document may be printed on paper and placed inside the carton, attached in a document pouch, or sent electronically when that suits the shipment process.

The slip is most useful when it makes a package identifiable without requiring someone to guess. An order number, recipient, shipment date, and item list can distinguish one parcel from another, especially when a recipient receives several deliveries or an order is split across multiple boxes. A packing slip does not, by itself, prove that goods were delivered or that a recipient accepted them. It is a contents and identification aid, not a substitute for carrier tracking or a signed receipt.

Small sellers may use a simple printed page, while a warehouse may generate slips from order records. Either way, the basic purpose is the same: communicate what was intended to go into the shipment and make a mismatch easier to notice.

What to put on a packing slip

Include enough information to identify the shipment and check its contents, but avoid turning the slip into a cluttered order printout. A practical document usually has these fields:

• Sender details: The business or sender name and a useful contact method, such as an email address or phone number.
• Recipient details: The recipient name and delivery address, when appropriate for identifying the parcel. If the outside shipping label already carries the address, the inside slip may use less address detail.
• Order and shipment identifiers: An order number or other internal reference, plus the shipment date. If an order is divided into multiple packages, indicate the package number, such as “1 of 2.”
• Item list: A clear item name or description, item code if used, and quantity shipped. Include a unit or variation, such as size or color, when it prevents confusion.
• Notes: A short, practical note for a partial shipment, backordered item, gift, or special packing instruction, if relevant.

For example, “blue mug” may be adequate for a single-product order, but a description such as “Ceramic mug, blue, 12 oz” is easier to verify if similar products are sold. Use the product identifiers your packing team actually recognizes; an unfamiliar code can make a slip less helpful rather than more precise.

Packing Slip Template

Copy or print this generic form and fill in only the fields that apply. The item rows are intentionally blank so the template can be reused for orders of different sizes.

How to fill out and use the slip

Complete the slip as part of the packing workflow, not from memory after the carton has been sealed. A reliable sequence is:

1. Identify the order. Match the order reference on the slip to the order being picked. Check the recipient or destination as a second identifier when several orders are being packed at once.
2. Pick and verify the goods. Compare each picked item with the order record, including the product variation and quantity. Keep similar-looking items separate until they have been checked.
3. Record what goes into this package. Enter quantities actually packed, rather than quantities originally ordered. If only some items are included, mark the shipment as partial and identify what is not in the package through a concise note or a separate follow-up process.
4. Do a final carton check. Before sealing, compare the physical contents with the item rows. Put the slip where the recipient can find it without letting it obstruct or damage the goods.
5. Keep a matching record. Retain the order or shipment record according to the sender’s ordinary recordkeeping process. If an order has several packages, keep the package references clear so each slip corresponds to the correct box.

This order of work helps prevent a common mismatch: a slip that accurately describes the order record but not the contents that were actually packed. If packing is interrupted, repeat the verification step before closing the carton.

How much detail is enough?

Choose descriptions that let a recipient distinguish the goods without needing specialist knowledge. Quantities should be numeric and unambiguous. For products sold in sets, state whether the quantity means individual pieces or complete sets. If the order includes a variant, such as a size, material, or color, include it when leaving it out could cause a mix-up.

There is no need to list every internal operation or reproduce the entire order history. A packing slip usually does not need payment details, payment-card information, or a promotional message to perform its basic job. Keep the layout readable: use consistent columns, leave enough space for longer item descriptions, and avoid abbreviations that a recipient is unlikely to understand. For a shipment with many different products, a continuation page or clearly labeled additional slip is better than a compressed, illegible list.

For a partial shipment, state which items are in the current package and make the split apparent. Do not list an unshipped item in the shipped-quantity column as though it were inside the box. A note such as “2 of 3 items shipped; remaining item to follow” is clearer, provided it is accurate and the sender has a process for tracking the remainder.

Packing slip versus invoice and shipping label

These documents can relate to the same order, but they do different jobs. A packing slip identifies the shipment and its contents. An invoice records charges or amounts due, depending on the transaction and the sender’s process. A shipping label gives delivery services the addressing and routing information needed to move a parcel. One document should not be assumed to replace the others.

A frequent misconception is that every package needs an invoice inside. Many shipments use a packing slip for the recipient and keep billing information separate, but the appropriate paperwork can depend on the shipment, destination, goods, and business process. A packing slip is not automatically a customs declaration or a required regulatory form. Where a shipment needs official or destination-specific documentation, identify the applicable requirements separately instead of treating this general template as a substitute.

Another practical distinction is visibility. The shipping label is generally attached to the exterior; a packing slip is usually inside or in a document pouch. If a slip is attached outside, protect it from weather and ensure it cannot be mistaken for the shipping label.

Common mistakes and how to avoid them

• Listing ordered rather than shipped quantities: Record what is physically in the package. Reconcile any short shipment separately.
• Using a vague item name: Add a distinguishing model, size, color, or item code when similar goods could be confused.
• Mixing up packages: Mark multi-package shipments with a consistent order reference and package count, and make a separate slip for each box when contents differ.
• Leaving an unexplained blank: If a field matters but does not apply, use a clear notation such as “N/A” rather than leaving room for uncertainty. Optional fields can simply be omitted from a streamlined version.
• Putting a slip in the wrong parcel: Match the slip to the order before placing it inside, particularly when packing multiple orders at one station.
• Printing information the recipient does not need: Keep sensitive or irrelevant details off the document. Give packers access to internal information through the appropriate separate process.

A short final check catches many of these problems: read the order reference, scan the item descriptions and quantities, then compare the list to the open carton. If a correction is needed after printing, replace the slip or make the change legible and unambiguous; do not leave conflicting quantities visible.

Paper, digital, and customized versions

A paper slip is straightforward when orders are packed by hand and the recipient benefits from a printed contents list. Use a printer setting that keeps the table readable, and test the page layout before making a larger batch. If the form is photocopied or printed in black and white, do not rely on color alone to distinguish important information.

A digital packing slip can be useful when the recipient expects shipment information electronically or when a paper insert is unnecessary. It should still be easy to connect to the parcel, for example by including the order reference and shipment date. A digital copy does not help a packer verify the contents unless the packing workflow gives them access at the point of packing.

Customize the blank form only where a real workflow requires it. A high-volume operation may need a barcode or a picker’s initials; a one-person seller may not. If adding a field, consider who will fill it in, how it will be checked, and whether the recipient needs to see it. Minimize personal data: include details needed to identify and deliver the order, and avoid exposing extra contact or account information without a clear purpose.

Frequently Asked Questions

Is a packing slip the same as a receipt?
No. A packing slip describes or identifies goods in a shipment. A receipt typically acknowledges a transaction or payment. A packing slip alone does not show that a customer paid or that a parcel was delivered.

Do I need to put a packing slip in every package?
Not necessarily. It is useful for many goods shipments, but the sender’s process and the recipient’s needs determine whether to include one. If a package has several boxes, consider a slip for each box that clearly identifies its contents.

Should prices appear on a packing slip?
Usually they are not needed to check package contents, so many slips omit them. If the recipient or a specific business process needs price information, use a suitable document and avoid treating the packing slip as an invoice by default.

What should I write for an item that is missing from a partial shipment?
List only the quantity actually shipped in that package. Add a clear note that the shipment is partial and identify the remaining item or quantity only if that information is accurate and useful to the recipient.

Can I use this packing slip template for international shipping?
You can use it to summarize the package contents for the recipient, but it may not meet separate customs or other shipment-document requirements. Check the requirements that apply to the particular destination and goods; do not rely on a generic packing slip as official paperwork.