Packing Slip Guide: What It Is, Examples + Free Template

There’s no faster way to sour a customer’s experience than sending them the wrong items—or worse, not sending them something they ordered at all.

Packing errors can damage your reputation and bottom line, but there’s a simple solution: the packing slip.

Whether you’re running a small ecommerce shop or managing a large-scale operation, packing slips could save you headaches, improve customer satisfaction, and keep your picking-and-packing process accurate.

Below, we’ll define packing slips, share some practical examples of how they work in practice, and give you a free template to ensure your orders are spot-on every time.

What is a packing slip?

A packing slip is a document included in a shipment that lists what items are in the package. 

On your business’s side, the packing slip helps your fulfillment team verify that all the customer’s items are included in the shipment before it’s sealed up and sent. On the customer’s end, it helps quickly verify that everything they ordered is in the package as soon as they open it. 

What info does a packing slip include?

Your packing slip is your single source of truth for all the most important information about the customer’s ogre, including:

• Purchase order number (PO number)
  A unique identifier for the order, used to match the packing slip with the correct shipment.
• Customer information
  The name and shipping address of the recipient to ensure the package reaches the correct destination.
• Seller information
  The name and contact information of the seller, providing a point of contact if there are any issues with the order.
• Order date
  The date the order was placed. 
• Item description
  A detailed description of each item in the package, including product names and any relevant details, like size. This could also include the item’s stock keeping unit (SKU) or universal product code (UPC).
• Quantity
  The number of each item included in the shipment, helping both the packer and the customer verify the order.
• Shipping method
  Information on how the package is being shipped, such as standard or expedited delivery.
• Special instructions
  Any additional notes or instructions related to the order, such as handling requirements or specific delivery notes.

Sample packing slip template

Here’s a template you can use to build your own packing slip.

How do packing slips help with accurate shipping?

Packing slips are the key to a correctly packed order. If your slip is accurate, your order will be, too (barring any human errors that could occur during picking/packing).

Because packing slips can be generated directly from your inventory or order management system (which we’d strongly recommend over a manual system like editable spreadsheets or PDFs—more on this later), they reflect the most up-to-date information—including any last-minute changes or special instructions—minimizing the risk of mistakes and enhancing overall customer satisfaction. 

Let’s say an ecommerce business ships a large order of products directly to a customer (D2C), but accidentally includes the wrong items because of a typo on the manually generated packing slip. The customer, expecting specific items, opens the package to find something else entirely. 

Not only does this mistake lead to an unhappy customer, but it also results in additional costs for the business like:

Cost of return shipping 

Cost of shipping the correct item(s)

Restocking fees

Refunds or discounts (if applicable)

Reputational damage

This situation could have been easily avoided with a proper packing slip, which would have allowed the fulfillment team to catch the error before the package left the warehouse.

The impact of packing slips on customer satisfaction

According to Yotpo, 65.6% of people worldwide said they tend to buy repeatedly from brands they like to show loyalty. But if your business gets orders wrong, you risk losing that repeat business and damaging your brand’s reputation.

Packing slips improve order accuracy and help fulfillment teams get the orders right every time. When you get them right, you can enjoy benefits like:

• Greater trust from your customers
  Accurate packing slips build trust by making sure customers receive exactly what they’re expecting. When a customer orders a set of products for a special event, and everything arrives as expected, their confidence in your business grows, and they trust you. This reliability encourages repeat purchases and positive word of mouth.
• Fewer returns or exchanges
  Accurate packing slips build trust by making sure customers receive exactly what they’re expecting. When a customer orders a set of products for a special event and everything arrives as expected, their confidence in your business grows and they trust you. This reliability encourages repeat purchases and positive word of mouth.
• Better brand reputation
  In a competitive market, being known for dependable service is a significant advantage. When customers know they can count on your business to deliver what they ordered, it improves your standing in the industry and builds long-term customer loyalty, which can lead to repeat business, a better reputation, and higher profits.
  

Packing slips vs. other shipping documents

Several key documents work together in shipping and order fulfillment to ensure that packages are delivered accurately and efficiently. Let’s compare the packing slip with other common shipping documents to clarify their distinct purposes.

Imagine your online store just received an order. Here’s how all the shipping documents would work together:

• Packing slip
  Your fulfillment team will print packing slips and use them to confirm they pack the correct items—two blue shirts, one black jacket, and a pair of sneakers—into the box. The packing slip is then placed inside the package to confirm for the customer that everything they ordered is included.
• Shipping label
  Once the package is sealed, the shipping label is affixed to the outside. It includes the customer’s destination address in New York, your return address in Los Angeles, and a tracking barcode so the carrier knows exactly where to deliver the package.
• Bill of lading
  The carrier picks up the package, and a bill of lading is generated. This legal document outlines the terms of shipment between your business and the carrier, ensuring both parties understand their responsibilities during the transit from Los Angeles to New York.
• Invoice
  Meanwhile, the customer receives an invoice via email, listing the items they purchased, the total amount due, and the payment terms. This financial document ensures the customer knows how much they owe and when payment is expected.

Can shippers integrate packing slip information with inventory management systems?

Yes! This integration involves linking packing slip details, like item quantities and descriptions, with the system that tracks inventory levels. 

The process typically follows these steps:

Integrating packing slips with your inventory systems means: 

Less manual errors due to automation

Faster order fulfillment = faster shipping

Real-time updates to improve inventory accuracy

Better order management and process visibility

Improved record keeping for tracking and audits

How to avoid common mistakes when creating and using packing slips

To prevent costly errors and keep your customers happy, here are three tips for getting your packing slips right every time:

A uniform, standardized packing slip template, like the one shown above, gives your team a consistent format to follow. This makes it easier to verify all necessary details against the package contents, allowing your team to move faster and with greater accuracy.

Proper training is crucial for ensuring that your staff understands the purpose of packing slips and how to use them correctly. Focus your training sessions on key tasks, like double-checking item quantities, verifying product descriptions, and ensuring all information is accurate. Remember that well-trained staff can significantly reduce mistakes and enrich the customer experience.

Regularly auditing the packing slip process allows you to identify and correct any recurring issues before they impact your business. These audits can help maintain high accuracy by making sure that your packing slips consistently reflect the correct order details. 

To audit the packing slip process:

Make shipping errors a thing of the past

Packing slips can be necessary for accurate order fulfillment, reducing shipping errors, and maintaining customer satisfaction. Thankfully, by standardizing your packing slips, training your team, and regularly auditing the process, you can minimize mistakes and streamline your operations. 

Red Stag Fulfillment specializes in helping businesses improve their shipping accuracy so they can focus on growing their businesses while we handle the logistics. If you’re looking for ways to improve your operations, we’re here to help.

Ready to hand off your logistics headaches to a trusted partner? Reach out to start a conversation today.