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Packing slip template
A packing slip is the document that travels inside a shipment and lists exactly what is in the box. This guide explains what a packing slip is, how it differs from an invoice, and what to include, then gives you a free template you can copy, fill out in your browser, and download as a clean PDF.
What a packing slip is
A packing slip, sometimes called a packing list or a delivery note, is a document that ships inside or attached to a package and lists the items enclosed. Whoever opens the box can check the contents against the slip and confirm the order arrived complete. It is a simple piece of paper, but it does an important job: it turns "a box showed up" into "here is exactly what was sent, for which order, on which date."
Sellers use packing slips to reduce disputes and speed up the receiving process. Buyers use them to check a delivery quickly and to flag anything missing or wrong before the goods disappear into a stockroom.
Packing slip versus invoice
People mix these two up often, so it is worth being clear. A packing slip and an invoice can list the same items, but they answer different questions and go to different people.
- A packing slip is about the shipment. It lists what items and quantities are in the box. Prices are not required, because its job is to confirm contents, not to collect money. It travels with the goods.
- An invoice is about payment. It lists items with prices, taxes, and a total, and it tells the buyer how much to pay and by when. It usually goes to the accounts or billing contact, not the loading dock.
Because the packing slip leaves prices out, it is safe to include in a box that might be opened by a warehouse worker or a gift recipient who should not see the cost. If you also need to bill for the order, pair the slip with a separate document, and see the related how to fill out an invoice guide for that side of the transaction.
What to include on a packing slip
A good packing slip carries just enough information to match the box to the order and confirm the contents. Most slips include these fields.
- Seller details. Your business name, address, and contact information.
- Ship-to details. The name and address the package is going to.
- Order number. The reference that ties this shipment to the original order or purchase order.
- Date. The date the order shipped.
- Item lines. For each product, a SKU or item code, a description, the quantity ordered, the quantity shipped, and any quantity on backorder.
- Notes. Room for handling instructions, a backorder explanation, or a thank you.
Listing quantity ordered next to quantity shipped is the detail that makes a packing slip genuinely useful. If a customer ordered ten of something and only six shipped, the slip shows four on backorder right there, so nobody thinks the order was shorted by mistake.
Free packing slip template you can copy
Copy the text below as your starting point, or open it in the fill tool and type your details straight onto the page. Every blank space is a field you complete.
PACKING SLIP From (Seller): Ship To: ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ Order number: ______________ Ship date: ______________ Purchase order: ____________ Shipping method: ____________ SKU / Item Description Qty Ordered Qty Shipped Backorder __________ ______________________ ___________ ___________ _________ __________ ______________________ ___________ ___________ _________ __________ ______________________ ___________ ___________ _________ __________ ______________________ ___________ ___________ _________ __________ ______________________ ___________ ___________ _________ Total items shipped: ______________ Notes: ___________________________________________________________ _________________________________________________________________ Packed by: ____________________ Date: ____________ Received by: __________________ Date: ____________
How to fill out the packing slip template
- Open the template in the fill tool. Copy the text above, or load a blank packing slip into the fill a PDF tool so you can type into each field.
- Add the seller and ship-to details. Put your business name and address on the left and the customer's shipping name and address on the right. Check the ship-to address carefully, because this is what the carrier and the recipient rely on.
- Enter the order references. Add the order number, and the purchase order number if the buyer gave you one, so the shipment ties back to the paperwork on both sides.
- List each item. For every product, write the SKU or item code, a plain description, the quantity ordered, the quantity actually shipped, and any quantity on backorder.
- Add the ship date and total. Fill in the date the box left and the total number of items shipped so the receiver can do a quick count.
- Use the notes line. Explain any backorder, add handling instructions, or leave a short thank you.
- Download and include it. Download a clean PDF, print it, and drop it in the box or attach it to the outside in a pouch.
Ship often? Save your packing slip. Create a free account to store your filled template with your seller details already in place, then change only the ship-to address and the item lines for each order. Fill your packing slip now and download a clean PDF for every shipment.
When to use a packing slip
A packing slip makes sense any time you send physical goods and want the receiver to be able to check them. That covers a small business shipping products to customers, a supplier sending stock to a retailer, a warehouse fulfilling an online order, or one office sending equipment to another. For a single low-value item it may feel like overkill, but even then a slip helps if the package is opened by someone other than the person who placed the order. The more items in a shipment, and the more people who handle it along the way, the more a clear packing slip pays off.
How a packing slip helps receiving
On the receiving end, a packing slip turns unpacking into a quick, checkable task. The person opening the box reads down the list, counts each item against the quantity shipped, and ticks it off. If everything matches, the goods can be booked into stock with confidence. If something is short or damaged, the slip gives an exact reference, the order number and the item line, to quote when they contact the seller. Many receivers sign and keep the slip as their record that the delivery was checked, which is why the template above has a received by line. That signed slip becomes the shared proof of what arrived and when.
The slip also speeds up a partial delivery. When an order ships in more than one box, each box can carry its own slip showing what is inside it and which part of the order it covers. The receiver can then check off items box by box and see at a glance whether anything is still on the way, rather than tearing open every carton looking for a single missing part. On a busy dock, that clarity is the difference between a quick booking-in and a slow, frustrating count.
Packing slip and purchase order together
A packing slip works best alongside the paperwork that started the order. The buyer often begins with a purchase order that lists what they asked for, the seller ships against it, and the packing slip shows what actually went in the box. Lining up the purchase order, the packing slip, and later the invoice is how a receiving team confirms the whole chain: ordered, shipped, and billed all match. If you handle the buying side too, the related purchase order template gives you a matching document to start from, and a bill of sale template covers the one-time sale of goods when that is what you need instead.
Tips for a clear packing slip
- Match the order exactly. Use the same item codes and descriptions as the original order so the two documents line up at a glance.
- Show ordered and shipped side by side. This is what makes a backorder obvious instead of looking like a mistake.
- Leave prices off. A packing slip is about contents, so keep costs on the invoice where they belong.
- Make it easy to find. Put the slip on top inside the box or in a clear pouch on the outside so the receiver sees it first.
- Keep a copy. Save your own copy of every slip so you can answer questions about a past shipment quickly.
Fill and save packing slips online
You do not have to fill out a packing slip by hand for every order. Open our fill a PDF tool, add a blank packing slip or the sample above saved as a PDF, and type your shipment details into the correct fields for a clean, readable copy. The document is processed in your browser and is not uploaded, so your customer names and addresses stay on your own device. For related shipping and sales paperwork, the form templates library has other documents you can fill the same way. When the slip is done, download it or sign it and print it to send with the goods.
Create a free account on fillable.ca to save your filled packing slip with your business details already entered, then reuse it for every shipment by changing only the address and the items. Open the fill tool, add your slip, and see how fast each order goes out the door.
Frequently asked questions
What is the difference between a packing slip and an invoice?
A packing slip lists the items and quantities in a shipment and travels with the goods, and prices are not required. An invoice lists items with prices and a total and tells the buyer how much to pay, usually going to the billing contact.
Does a packing slip need prices?
No. A packing slip is about confirming contents, not collecting payment, so prices are optional and often left off. That is why it is safe to include in a box that a warehouse worker or gift recipient might open.
What should a packing slip include?
Seller details, ship-to address, order number, ship date, and an item list showing SKU or code, description, quantity ordered, quantity shipped, and any backorder, plus a notes line and space to sign on receipt.
Why show quantity ordered and quantity shipped separately?
Listing both makes any backorder obvious. If ten were ordered and six shipped, the slip shows four on backorder right away, so the receiver knows the shortfall is planned rather than a mistake.
When should I use a packing slip?
Any time you send physical goods and want the receiver to be able to check them, such as shipping products to customers, sending stock to a retailer, or fulfilling an online order. Larger, multi-item shipments benefit most.
Are my shipment details kept private?
Yes. The fill tool processes the document in your browser, so your customer names and addresses are not uploaded to a server and stay on your own device.