Shipping Packing Slip Template: Fields, Uses & Examples

A shipping packing slip template is a reusable document that lists what is inside a parcel and connects the shipment to the correct order and recipient. Use the blank template below to record the sender, delivery details, order reference, and each item packed; adapt the fields to suit your products and workflow.

What a Shipping Packing Slip Does

A packing slip, sometimes called a packing list or delivery note, travels inside a shipment or is attached in a document pouch. Its main purpose is to help a recipient identify the parcel and check its contents against what they ordered. It can also help a packer verify that the right items and quantities have been selected before a package is sealed.

The slip is not the same thing as a shipping label. A carrier label identifies the destination and carries routing information, while the packing slip describes the order’s contents. It is also not necessarily an invoice: many businesses omit prices so the document can serve as a clear item checklist, including when a parcel is a gift. Practices differ by seller, product, destination, and shipping arrangement, so a packing slip should not be treated as a replacement for any document specifically required for a shipment.

For a small seller, a simple printed page may be enough. A larger operation might generate slips from order data and use them at a packing station. In either case, the document is most useful when its order reference is easy to find and the item descriptions match the labels or records used to pick the goods.

Shipping Packing Slip Template

Copy the blank table into a document or spreadsheet, then print one slip per parcel or order. Add rows when an order contains more items. The example is fictional and is included only to show how the fields might be completed.

Fields to Include and Why They Matter

A useful slip contains enough information to identify the order and verify the packed goods, without becoming cluttered. Start with the recipient’s name and delivery address, plus the sender or business name. Include an order number or other reference that customer service can use to locate the transaction. A shipment date can help distinguish a current parcel from an older order, particularly if one order is sent in multiple packages.

The item table should describe each product in terms a customer can recognize. A product title alone may be ambiguous when there are color, size, or model variations. Add a SKU or internal item code if it helps the person packing or receiving the goods, and record quantities. If the ordered and packed quantities can differ, using separate columns makes that discrepancy visible instead of hiding it in a note.

• Recipient and address: helps confirm the slip belongs with the parcel, but the carrier label remains the primary delivery label.
• Order or parcel reference: links the paper document to the seller’s order records.
• Description and item code: distinguish similar products and variants.
• Quantity: gives the recipient and packer a quick count to check.
• Notes: can explain a partial shipment, backordered item, or other relevant packing detail.

Only include information that has a purpose. A customer usually does not need internal picking instructions, supplier details, or the cost paid to obtain an item. Consider whether the recipient should see prices, gift messages, or internal codes before making those fields standard.

How to Fill Out and Use the Slip

Complete the slip from the confirmed order rather than from memory. A reliable routine links the document to the goods at several points: when the order is selected, when items are checked, and when the parcel is closed. The exact process will depend on the number of orders and the way items are stored.

1. Identify the order. Enter its reference and recipient details. If an order is split across parcels, use a parcel identifier such as “package 1 of 2” so the paperwork does not imply everything is in one box.
2. List the goods. Copy the product names, variations, and quantities from the order record. Use a distinct line for each item or variant that must be checked separately.
3. Pick and verify. Compare each selected item with the description or code on the slip. Count the pieces, and record what is actually packed if the form includes a packed-quantity column.
4. Resolve differences before sealing. If an item is missing, substituted, or being sent later, follow the seller’s process for correcting the order and informing the customer. Do not let the slip silently describe goods that are not in the parcel.
5. Place the document consistently. Put it inside the package or in a suitable document pouch, keeping it clean and readable. Attach the carrier’s shipping label separately in the required position.

For example, an order for two blue towels and one spoon should show those products and counts clearly. If only one towel is available and the other will ship later, the first parcel’s slip should make its contents clear; the seller should also communicate the plan through the appropriate customer-service channel. A packing slip records the shipment contents, but it does not by itself resolve an order change or explain a delay.

Choosing and Customizing a Template

Choose a layout based on the work it needs to support. A home seller may prefer a one-page form with a few item rows and room for handwriting. A packing bench handling many orders may benefit from a larger item table, a prominent order number, and a clearly placed check or packed-quantity column. If orders often span multiple parcels, make the parcel count visible.

Before settling on a design, consider these practical factors:

• Order complexity: include fields for variants, bundles, or serial references only when they help distinguish what is being packed.
• How the slip is completed: allow handwriting space for manual use, or use consistent column labels for documents generated from records.
• Who reads it: keep customer-facing descriptions plain; internal codes can be included as a secondary reference.
• Partial shipments: provide a place for a short note and a way to identify which parcel in a multi-parcel order the slip accompanies.
• Paper and printer size: make sure the item table fits on the intended page without tiny text or cut-off columns.

Branding is optional. A business name can help the recipient identify the sender, but large decorative elements can take space away from the item list. Keep the order reference and contents easy to scan. If a customer-facing copy is also used by staff, avoid adding internal notes that could confuse or disclose information unnecessarily.

Packing Slip vs. Invoice, Shipping Label, and Packing List

These documents can share details, but they serve different functions. A shipping label is used to route a parcel and typically displays destination information and carrier-related details. A packing slip is an itemized contents summary. An invoice records a transaction or amount due, and may include prices, taxes, payment terms, or other sales information. A slip that omits prices is often more suitable for a gift or a shipment where the recipient needs to check contents without seeing transaction values.

“Packing list” is sometimes used as another name for a packing slip, but terminology is not perfectly consistent. In some shipping contexts, a packing list may mean a more detailed document describing the contents of a consignment, potentially with package-level quantities or weights. Do not assume that a generic packing slip meets a carrier, customs, or business partner’s documentation requirements. Check the relevant instructions for the specific shipment, especially for international or regulated goods. For legal, tax, or other regulated documentation questions, ask a qualified professional.

A packing slip is also not proof that a customer received an order, nor does a check mark establish that a carrier accepted the parcel. It is a practical contents record. Keep any separate shipping confirmation, tracking record, invoice, or required declaration according to the appropriate process.

Printing, Digital Copies, and Recordkeeping

A printable template works best when the page remains legible after printing. Use clear headings, adequate contrast, and enough room for item descriptions. Check a test page before using a revised layout, particularly if it contains several columns. A print preview can reveal columns extending beyond the page or text shrinking to fit. If staff write on the slip, leave enough space for handwriting and avoid pale text that is hard to read.

Digital slips can be useful when order details are already stored electronically, while printed copies can be convenient at the packing station and inside the parcel. Some workflows use both: a digital record for retrieval and a paper copy for the recipient or packer. If you retain copies, decide how they will be named or linked to orders so a later inquiry can be traced without searching through unrelated files. Handle recipient names and addresses as customer information and limit access and retention to what the business needs.

Do not put the packing slip where it can be mistaken for the carrier label. If it is placed in a pouch on the outside, make sure the package’s actual shipping label remains visible and correctly attached. Follow any carrier instructions about documents and label placement.

Common Mistakes and How to Prevent Them

The most common failure is a mismatch between the slip and the parcel: a quantity is wrong, a product variation is missing, or a slip from another order is included. A simple check before sealing can catch these errors. Matching the order reference on the slip to the order being packed is especially important when several parcels are open at once.

• Using vague descriptions: “shirt” may not distinguish size or color. Include the relevant variation, such as “shirt, medium, green.”
• Confusing ordered and packed counts: show separate quantities when partial fulfillment is possible, and make any difference understandable.
• Leaving outdated details: reuse the layout, not old order data. Start each slip from a cleared copy or a newly generated record.
• Including unnecessary prices: decide whether the document is meant to be a contents checklist or a transaction record, then keep the fields consistent with that purpose.
• Treating the slip as a shipping label: it does not route the parcel. Prepare and attach the proper carrier label separately.
• Making the form too crowded: tiny type and narrow columns make checking harder. Remove low-value fields or use an additional page when needed.

When an error is found after dispatch, a corrected slip alone cannot change what is in transit. Use the appropriate order-support and carrier processes, and keep the paper record aligned with what was actually shipped. Clear documentation helps explain the situation, but it cannot substitute for correcting the underlying fulfillment issue.

Frequently Asked Questions

What should a shipping packing slip include?
A practical slip usually identifies the sender and recipient, gives an order reference, and lists item descriptions and quantities. Add a shipment date, parcel reference, or notes when they help explain the shipment.

Does a packing slip go inside or outside the package?
It is commonly placed inside the parcel or in an exterior document pouch. The carrier shipping label is separate; follow the carrier’s instructions for its placement and keep it distinguishable from other paperwork.

Should a packing slip show prices?
Not necessarily. Many slips focus on contents and omit prices, while an invoice or receipt may show transaction amounts. Choose based on the recipient and purpose, such as whether the parcel is a gift.

Can one packing slip cover multiple boxes?
It can summarize an order, but each parcel should be identifiable and its contents clear. For split shipments, consider a separate slip for each box with a parcel count or identifier so recipients can tell what has arrived.

Is a packing slip required for every shipment?
Requirements and business practices vary. A seller may use one for checking and customer clarity, but it is not the same as a carrier label or any shipment-specific documentation. Check the instructions that apply to the particular parcel.

Can I use this template for international shipping?
You can use it as a contents checklist, but do not assume it replaces customs forms or other required documents. Check the destination, carrier, and applicable shipping instructions for the specific shipment.

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