General Packing Slip Template: Fields and Examples

A general packing slip template is a simple document that lists what is inside a shipment and helps the sender, carrier, and recipient identify and check the package. Copy the blank template below, fill in the shipment and item details, and include a copy with the goods; it is not a bill or proof of payment.

What a General Packing Slip Is For

A packing slip, sometimes called a packing list, travels with a shipment and describes its contents. The recipient can use it to compare what arrived with what was expected, while the sender can use it as a final check during packing. If a delivery contains several boxes, a slip can also help the recipient see which items are in each one.

Unlike a label, which identifies where a package should go, a packing slip explains what the package contains. It is generally intended for the people handling or receiving the order, not as a public-facing message. Depending on the business and shipment, it may be printed and placed inside the package, attached in a document pouch, or sent electronically. The sender should choose a placement that keeps it readable and avoids exposing information unnecessarily.

A general template is useful when a shipment does not require a specialized form. It can suit a small business order, an internal transfer between locations, a replacement shipment, or a personal shipment of ordinary goods. The exact fields vary: there is no single universal layout that every sender or carrier must use.

General Packing Slip Template

Fields to Include and Why They Matter

At minimum, identify the sender and recipient, provide a reference that connects the shipment to an order or transfer, and list each item with its quantity. Clear information makes it easier to investigate a mismatch without relying on memory or opening every package. Add only details that help identify, route, handle, or verify the goods.

• Sender and recipient: Names or department names help a receiving team identify who sent the goods and who should receive them. For business deliveries, a relevant contact can be useful when a discrepancy needs follow-up.
• Addresses: Ship-from and ship-to addresses are useful on the document when packages may be separated or moved internally. They should agree with the shipment information used for routing.
• Order or reference number: Use the same identifier shown on related order records or correspondence. It is often more reliable than matching a shipment by name alone.
• Shipment date and package count: A date helps distinguish similar deliveries. Marking a box as “1 of 3,” for example, tells the recipient to expect other packages in the same shipment.
• Item identifier and description: A stock code, model, or other identifier can reduce confusion between similar products. Pair it with a plain-language description that a receiver can understand.
• Quantity and unit: Record the number actually packed and state the unit when a number could be ambiguous, such as “6 each,” “2 sets,” or “1 case.”

A packing slip usually does not need prices, payment status, or card details. If an item has a useful distinguishing feature, such as a size or color, adding it to the description can prevent mix-ups. Avoid putting sensitive personal information on a document that may be visible to people who do not need it.

How to Prepare and Use the Slip

Complete the document from the shipment being packed, not simply by copying an order that may have changed. The key distinction is between what was requested and what is physically included. If an item is backordered, omitted, substituted, or shipped separately, the slip should describe the current package accurately and the sender should handle the remaining items through the appropriate order process.

1. Enter the recipient, sender, and matching order or transfer reference.
2. Count the items as they are placed in the package, then record their descriptions and quantities.
3. Check units, item identifiers, and any package numbering. If a shipment has multiple boxes, make the numbering consistent across them.
4. Compare the completed slip against the packed contents and the available order information. Correct mistakes before closing the package.
5. Place or attach the document where the recipient can find it, while keeping it protected from moisture, tearing, or accidental loss.

For a multi-box order, there are two common approaches: include a complete order list with each box, or list only the contents of that individual box and identify its place in the shipment. The second approach can make box-by-box checking clearer; the first can help when boxes become separated. Whichever method is used, label it plainly so the receiver does not mistake a per-box quantity for the total order quantity.

Packing Slip vs. Invoice, Receipt, and Shipping Label

These documents can contain overlapping names or reference numbers, but they serve different purposes. A shipping label provides routing information for delivery. A packing slip itemizes the contents for checking. An invoice requests or records payment, while a receipt generally records that payment or a transaction occurred. A packing slip by itself does not establish that goods were paid for, and it is not a substitute for an invoice when one is needed.

For example, a parcel might have a shipping label addressed to a customer, a packing slip inside listing two replacement parts, and a separate invoice sent through the seller’s normal billing process. The slip can omit prices when the package is a gift or replacement, but the sender should follow any applicable business, carrier, or destination requirements. Do not assume that leaving prices off a packing slip changes customs or other documentation obligations. If a shipment raises legal, tax, or other regulated-document requirements, ask a qualified professional or the relevant authority what documentation applies.

Choosing a Format for Printing or Digital Use

A paper slip is straightforward when packers and receivers handle goods physically. Use a readable type size, strong contrast, and enough room for longer item descriptions. A digital version can be convenient for a team that prepares documents electronically or needs to search and store them, but it should remain easy to print if a package needs a paper copy. The best format is the one that fits the packing process and can be checked without guesswork.

Keep the layout restrained. A logo or business name may help identify the sender, but it should not crowd out the item table. Use a consistent date style, quantity convention, and reference format. If different staff members prepare slips, a shared template and brief written instructions can prevent one person from recording “2” as two pieces while another uses it to mean two cartons.

Consider whether the document needs to work for handwritten completion. If so, leave generous blank space and avoid tiny table cells. For a frequently repeated shipment, a prefilled sender block can save time, but verify it periodically so old contact or address details do not carry forward unnoticed.

Common Packing Slip Problems

Most slip-related confusion comes from a gap between the document and the package, rather than from complicated formatting. A careful count and a final comparison are simple controls, especially when orders contain similar items or multiple boxes.

• Listing ordered quantities instead of packed quantities: Update the slip to reflect what is actually in this package. Note a partial shipment clearly rather than implying the whole order is enclosed.
• Using vague descriptions: “Part” or “accessory” may not distinguish products. Add an item code, model, size, color, or other relevant identifier where available.
• Leaving units unclear: State whether a quantity means pieces, pairs, sets, or cases. Use the same convention throughout a shipment.
• Mixing package totals and box contents: Identify each box and state whether the quantities are for that box or the entire order.
• Using a mismatched reference number: Check that the number on the slip corresponds to the order or transfer record, particularly when preparing several shipments together.
• Putting the document where it cannot be found: Make its location consistent, and protect it from damage. If it is attached outside, consider whether the information should be visible during transit.

If a recipient reports a shortage or an unexpected item, the slip is a useful comparison record, but it cannot by itself prove when or where the discrepancy occurred. The sender can check packing records, package counts, and communications, then follow the normal process for resolving the issue. A legible, accurate slip makes that review more specific.

Special Shipment Situations

For a gift, the sender may want to omit prices and use a recipient-friendly description, while still listing the contents accurately. For a replacement shipment, include a reference that connects it to the original request and identify the replacement items. For an internal transfer, the “sender” and “recipient” may be departments or locations rather than customers; the document can still record the transfer reference, date, and quantities.

For items packed in a kit, decide whether the receiver needs to see the kit as one line or needs a component-by-component list. A single line is simpler when the kit is treated as one unit and its contents are not checked individually. Listing components is more useful when the recipient must verify them separately. For fragile goods, a short handling note can be helpful, but the slip does not replace appropriate packaging or any required handling marks on the package.

Frequently Asked Questions

What should a general packing slip include?
A useful basic slip identifies the sender and recipient, includes an order or reference number, and lists each packed item with a clear description and quantity. Add a shipment date and package number when they help identify or reconcile the delivery.

Does a packing slip need prices?
Usually, prices are not needed to check package contents, and many slips omit them. Whether another document must show prices or other transaction details depends on the shipment and applicable requirements.

Is a packing slip the same as an invoice?
No. A packing slip describes what is in a package; an invoice concerns a charge or payment request. One document should not be treated as a replacement for the other just because both refer to the same order.

Should I put a packing slip in every box?
That depends on how the shipment is organized. Including a box-specific slip in each package helps if boxes are separated. If you use one full-order list instead, mark package numbers and make clear that the list covers the shipment as a whole.

Can I use a packing slip for a personal shipment?
Yes. A simple contents list can help the recipient check what arrived, even when there is no formal order number. Use clear descriptions and quantities, and check separately whether the shipment needs any other documentation.

Can a packing slip be handwritten?
Yes, provided it is legible and complete. Print clearly, use consistent units, and leave enough space for descriptions; a typed copy may be easier to read when a shipment has many line items.

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