Packing Slip Template and Best Practices
A packing slip is the contents list that travels inside a parcel, letting the recipient check that everything arrived. This packing slip template guide gives you a copyable layout with every field, best practices for accuracy and returns, a worked example and the mistakes that cause disputes. Copy the tables below into your own document and adapt the header to your brand.
What a packing slip is
A packing slip (also called a packing list or dispatch note) itemises exactly what is inside a shipment. Unlike an invoice, it deliberately leaves out prices and payment terms; its job is to help whoever opens the box confirm the contents against what was ordered. It also gives your warehouse a checklist at the pack bench, so the slip doubles as a quality gate before the parcel is sealed.
Fields every packing slip needs
- Header: your business name, address, logo and contact details.
- Document title: a clear “Packing Slip” label.
- Order and slip references: order number, packing-slip number and order date.
- Ship-to and bill-to: recipient name and delivery address; bill-to if different.
- Line items: SKU/product code, description, quantity ordered, quantity shipped, and quantity back-ordered.
- Package details: box number (for example “1 of 3”), total items and weight.
- Notes: a gift message, handling or returns instructions.
- Returns details: return window, RMA instructions or a link, and a returns address.
The copyable packing slip template
Copy this two-part layout. The first block carries the references and addresses; the second is the line-item grid and package summary.
| Field | Enter your details |
|---|---|
| Business name / contact | [Your Brand] · [Address] · [Email / phone] |
| Document title | PACKING SLIP |
| Order no. / Packing-slip no. | [#1024] / [PS-2026-0001] |
| Order date / ship date | [DD/MM/YYYY] / [DD/MM/YYYY] |
| Ship to | [Recipient name] · [Delivery address] · [Phone] |
| Bill to (if different) | [Name / address] |
| Box | [1 of 1] |
| SKU / code | Description | Qty ordered | Qty shipped | Qty back-ordered |
|---|---|---|---|---|
| [SKU] | [Item description] | [qty] | [qty] | [qty] |
| [SKU] | [Item description] | [qty] | [qty] | [qty] |
| [SKU] | [Item description] | [qty] | [qty] | [qty] |
| Total items / weight | [total units] · [total kg] | |||
| Notes | [Gift message / handling instructions] | |||
| Returns | [Return window] · [RMA link] · [Returns address] | |||
Worked example
These details are illustrative. Bright Threads ships order #1024, packing slip PS-2026-0018, on 05/04/2026 to Jane Tan. Line 1 is TSH-ACM-CREW-BLK-M, “Crew t-shirt, black, medium”, 2 ordered and 2 shipped; line 2 is CAP-ACM-DAD-NVY, “Dad cap, navy”, 1 ordered but only 0 shipped, with 1 back-ordered. The box is marked “1 of 1”, total 2 items, 0.4kg. The notes carry a short thank-you message, and the returns block states a 14-day window with a link to the returns portal. When Jane opens the parcel she can see instantly that the cap is to follow, so she does not raise a “missing item” ticket. The back-order figure on the slip also matches what her later dispatch note will clear.
Packing slip best practices
- Print quantity shipped, not just ordered. Showing both makes short-shipments and back-orders obvious to the recipient.
- Use it as a pack-bench checklist. Have packers tick each line as they place items in the box; this catches errors before sealing.
- Include clear returns instructions. A visible return window and RMA link reduces support queries and speeds legitimate returns.
- Number your slips. A unique packing-slip number lets you trace and reconcile against the order and any invoice.
- Mark multi-box shipments. “1 of 3”, “2 of 3” tells the recipient to expect more and flags a missing box immediately.
- Keep prices off it. Especially for gifts and dropshipping, the packing slip should not reveal cost or margin.
Packing slip versus invoice versus delivery order
| Document | Goes where | Shows prices? | Main job |
|---|---|---|---|
| Packing slip | Inside the parcel | No | List contents to check on arrival |
| Delivery order | With the goods, signed on receipt | Optional | Prove delivery |
| Invoice | To the buyer / accounts | Yes | Request payment, account for GST |
Common mistakes to avoid
- Listing ordered quantity only. If shipped and back-ordered quantities are missing, customers assume items are lost.
- Putting prices on the slip. This causes awkward moments for gift orders and exposes margin in dropshipping.
- No returns information. Omitting the return window and instructions drives avoidable support tickets.
- Not marking multi-box orders. Without “x of y”, a recipient cannot tell a split shipment from a missing item.
- Slip that does not match the box. If packing is not checked against the slip, mis-picks ship out unnoticed.
- Reusing order numbers as slip numbers. Give the slip its own reference so partial and repeat shipments stay traceable.
How WhiteBox helps
WhiteBox generates accurate packing slips from the unified order queue, pulling SKUs, shipped and back-ordered quantities from the same real-time stock record, and barcode picking verifies each line at the pack bench before sealing. For sellers who prefer to hand off the physical work, WhiteBox runs its own Singapore warehouse, so pick, pack and returns are managed by the same company that runs your software. See our fulfilment services and B2B distribution services, or get in touch.
Frequently asked questions
What is a packing slip? It is an itemised list of a shipment’s contents, placed inside the parcel so the recipient can check what arrived against what they ordered. It omits prices.
What is the difference between a packing slip and an invoice? A packing slip lists contents without prices and travels in the box; an invoice states prices, GST and payment terms and goes to the buyer’s accounts.
Should a packing slip show prices? No. Keeping prices off the slip is standard, and it matters especially for gift orders and dropshipping where you do not want cost revealed.
Do I need a packing slip if I already send an invoice? Yes, ideally. The packing slip helps the recipient verify contents on arrival and gives your packers a checklist, which the invoice does not.
How is a packing slip different from a delivery order? A packing slip lists what is inside for the recipient to check; a delivery order is signed on receipt to prove that the goods were delivered.
Related reading: Order Fulfilment in Singapore, Delivery Order Template for Singapore Businesses, Inventory Audit Checklist, Best Inventory Management Software in Singapore.
