A generic packing slip is a document placed inside or attached to a shipment that identifies the order and lists what is being sent. Use the blank template below to record the sender, recipient, order details, and packed items; then compare it with the shipment before sealing the parcel.
What a packing slip is for
A packing slip, sometimes called a shipping slip or delivery note, helps the recipient check a delivery without having to infer its contents from the outside of the package. It usually names the sender and recipient, identifies an order or reference number, and lists the items and quantities included. The person packing an order can also use it as a final check that the goods in the parcel match the order record.
A packing slip is primarily an operational document, not proof that a customer paid. It may travel inside the box, while a shipping label is attached to the outside so the carrier can route the package. The slip can be useful for a business, community group, workshop, or individual sending several items, but a simple handwritten list may be enough for a one-off parcel.
There is no single universal layout for every shipment. The right fields depend on what is being sent and how the sender and recipient identify the order. A useful generic form stays clear, avoids unnecessary personal information, and leaves room to describe each item.
Generic Packing Slip Template
| Packing Slip | |
|---|---|
| Sender name or organization | |
| Sender address | |
| Recipient name | |
| Recipient address | |
| Order or reference number | |
| Slip date | |
| Shipment or tracking reference, if used | |
| Item number or SKU | Item description | Quantity ordered | Quantity packed | Notes |
|---|---|---|---|---|
Additional message or handling note: ______________________________________________
Sample — fictional details: The example below shows how a completed item line might look. The names, address, reference, and products are invented.
| Sender | Recipient | Order or reference | Date |
|---|---|---|---|
| Maple Desk Studio, 14 Cedar Lane, Northfield | Jordan Example, 8 Sample Court, Lakeview | DEMO-1042 | April 15, 2026 |
| Item number or SKU | Item description | Quantity ordered | Quantity packed | Notes |
|---|---|---|---|---|
| PAD-01 | Blue ruled notepad | 2 | 2 | None |
Information to include
Start with enough information to connect the slip to the correct shipment. A recipient name and delivery address are useful when someone needs to identify a parcel, while a sender name gives them a point of reference if the package is unexpected. Add an order number, purchase reference, or other identifier when one exists. It helps distinguish similar orders without relying only on names.
The item list should describe the goods in terms the recipient can recognize. Include a product name, model, size, color, or SKU when those details help separate similar items. List quantities clearly, preferably as numbers, and distinguish the amount ordered from the amount actually packed if they differ. A notes column can explain a split shipment, substitute, or other detail, but it should not replace a clear item description.
Other details are optional and context-dependent:
- A packing date can help with internal handling and recordkeeping.
- A carrier tracking reference can connect the document to the parcel, but it is not a substitute for the outside shipping label.
- A short handling or recipient message may be useful when it relates to the contents or delivery.
- For a multi-box order, a box number such as 1 of 3 can help the recipient see whether all parcels have arrived.
Do not add sensitive information merely because a blank template has room for it. In particular, payment-card details, account passwords, and unrelated personal data do not help someone verify the contents.
How to fill out the slip
Complete the recipient and order identifiers from the order or shipping record, rather than relying on memory. Then write down the items and quantities that are meant to go in this particular package. If an order is divided across multiple parcels, make clear which lines or quantities belong in each one. A slip listing every item in the overall order can confuse the recipient if some items are arriving separately.
Use a repeatable final check before closing the parcel:
- Match the recipient and reference number on the slip to the shipment being packed.
- Place each listed item in the package and verify its description and quantity.
- Record the quantity actually packed, and note any difference that the recipient should understand.
- Check that the paper belongs to this parcel, then place it inside or attach it as appropriate.
- Seal the shipment and make sure the external shipping label is readable and belongs to the same destination.
If the slip is printed separately from the label, keep the two documents associated during packing. This simple separation of tasks reduces the chance of putting the right list in the wrong box.
Choosing a useful format
A printed template is convenient when workers need a paper checklist at a packing station or when the recipient benefits from a physical itemized list. Leave enough space for handwriting, use legible type, and avoid making the item columns so narrow that product descriptions become hard to read. For a form that will be used repeatedly, print a test copy and confirm that all fields remain visible at the chosen page size.
A digital document can be easier to revise, duplicate, or complete for orders with many lines. A spreadsheet-style layout is particularly useful when a sender needs columns for ordered and packed quantities. Whether paper or digital, use a consistent naming convention for references and dates, and make the version intended for the recipient easy to distinguish from internal notes.
Keep the format proportional to the task. A small personal parcel may need only names, an address, and an item list. A fulfillment operation may benefit from an order reference, SKU, packed quantity, box number, and a space for a packer to mark the final check. Adding fields that nobody uses makes the slip harder to scan rather than more complete.
Packing slip versus invoice and shipping label
These documents serve different purposes, even when they show some of the same information. A packing slip tells the recipient what is in the package. An invoice records a charge or amount due and may include pricing and payment terms. A shipping label gives the carrier the addressing and routing information needed to move the parcel. One document should not be assumed to perform all three jobs.
For example, a parcel containing two notebooks and a pen might have a packing slip listing those three items and their quantities. The outside label identifies where the parcel is going. If the sender needs to bill the recipient, that is a separate invoicing task. Some senders choose not to include prices on a packing slip, particularly when the package is a gift or when the recipient does not need purchase details; the essential purpose is still to identify contents.
A common misconception is that a packing slip must show a price because it accompanies an order. It does not need a price field to do its basic job. If a recipient needs an invoice or payment record, provide the appropriate document separately and follow the sender’s normal process.
Common errors and practical fixes
A slip can create more confusion than it resolves if it does not match the box. One frequent problem is listing the full order when only part of it is in the parcel. Mark the slip as a partial shipment or list only the items in that box, and use a reference that ties the parcel to the wider order. If several boxes are involved, identify each box consistently.
Another error is using vague descriptions such as item or accessory. Those words may be adequate for one familiar object but are not useful when an order has several products. Add a distinguishing name, size, color, or item code. Also avoid combining unlike products on one line if the recipient needs to count them separately.
- Wrong recipient or reference: verify both against the shipment record before printing or inserting the slip.
- Ordered quantity differs from packed quantity: show the packed amount and explain the difference instead of silently implying the full order is present.
- Illegible handwriting: print the slip or write in clear block letters, especially for names and item codes.
- Slip placed in the wrong parcel: match the document to the parcel immediately before sealing.
- Extra sensitive details: remove fields that are not needed by the recipient or packing process.
If a shipment has special regulatory, customs, or contractual documentation requirements, ask a qualified professional or the relevant authority what documents apply. A generic packing slip is not a substitute for requirements that depend on the goods or destination.
When a packing slip is useful
A packing slip is especially helpful when a package contains multiple products, when an order is split among parcels, or when a recipient will check the delivery against a request. It can also support a basic packing workflow by prompting the packer to count items before sealing. For a single clearly labeled object, the document may add little value; use judgment rather than treating it as mandatory for every parcel.
For returns, exchanges, or internal transfers, a similar item list can make it easier to identify what is being sent, but the sender may need a different form or reference for the return process. Keep a copy or digital record only if it serves a practical business or personal purpose, and store it in a way appropriate to the information it contains.
Frequently Asked Questions
What should a generic packing slip include?
A basic slip identifies the sender and recipient, includes an order or reference number when available, and lists each item with its quantity. A date, parcel number, or short note can be added when useful.
Does a packing slip need to show prices?
No. Its core purpose is to identify the shipment contents, not to request or document payment. Use an invoice or other suitable record when pricing or payment information is needed.
Where does a packing slip go?
It is commonly placed inside the package so the recipient can find it when opening the shipment. A sender may attach it in a document pouch when that is more practical, but it should not obscure the shipping label.
Can I use a packing slip for a partial shipment?
Yes. Make clear which items and quantities are in that parcel. If the remaining items will arrive separately, a brief note or parcel count can prevent the recipient from assuming the listed order is complete.
Is a packing slip the same as a delivery note?
The terms are sometimes used for similar itemized documents, but usage varies by organization and region. Check what the recipient expects; in general, make the document’s purpose and contents clear rather than relying on its title alone.