Packing Slip Template: Free Template for Shipping Orders

By Nicole Hullihen, former SaaS Chief Operating Officer and Microsoft MVP · Updated October 31, 2026

Customers open a box and want to know one thing: is everything here? A packing slip answers that question. It lists what's in the shipment, what's coming later and how to reach you if something's wrong. For your team, it's the checklist that keeps the wrong items from going out the door.

This guide includes a free packing slip template and explains what to include, how packing slips differ from invoices, how to handle partial shipments and multi-box orders and how to use packing slips when you receive deliveries.

What Is a Packing Slip?

A packing slip, also called a packing list or delivery note, is a document placed in or attached to a shipment. It lists the items in the package so the recipient can check the order. Unlike an invoice, it usually doesn't show prices.

Free Packing Slip Template

What to Include on a Packing Slip

Pick, Pack and Check

1. Print the packing slip when the order is ready to ship.
2. Pick each item from stock using the slip.
3. Check SKU, size, color and quantity against the slip.
4. Pack items securely with the slip inside or in a pouch on the box.
5. Have a second person check high-value or complex orders.
6. Record tracking and box count and keep a copy.

A quick check before sealing the box costs seconds; a wrong shipment costs return shipping, a reshipment and a frustrated customer.

Partial Shipments and Backorders

When you can't ship everything at once, the packing slip should show what was ordered, what shipped and what's backordered. Tell the customer when to expect the rest. When the backorder ships, send a new packing slip referencing the same order number.

Multi-Box Shipments

• Label each box "Box 1 of 3," "Box 2 of 3" and so on.
• Include a full packing slip in Box 1, or a box-specific slip in each.
• List which items are in which box for large orders.
• Record every tracking number.

This helps customers know the whole shipment arrived and makes it easier to find a missing box.

Packing Slips for B2B Orders

Business customers often require their PO number on every packing slip and invoice so their receiving and accounts payable teams can match documents. Some large customers have specific packing slip or labeling rules. Ask new business customers about their requirements before the first shipment. See the purchase order template.

Using Packing Slips When You Receive Deliveries

Packing slips work both ways. When your business receives a delivery, compare the packing slip to your purchase order and the actual items. Note shortages, damage or substitutions before signing. Keep the packing slip with the PO until the invoice is matched and paid. See the receiving log.

Returns Information

Clear return instructions on the packing slip reduce emails and calls. Include how long customers have to report problems or return items, how to start a return and where to send it. If you require a return authorization, say so. For returns you send back to suppliers, see the return to vendor form.

Gift Orders

For gift orders, print a packing slip without prices and add any gift message. Many businesses use a separate gift receipt option. Double-check that no invoice or price information is included in the box.

Example: An Online Candle Shop

A small online candle shop packed orders from email confirmations and occasionally shipped the wrong scent or forgot an item in multi-candle orders. The owner started printing packing slips with SKUs and checkboxes, packed from the slip and had a second person check orders over five items. Wrong-item complaints nearly disappeared, and customers stopped emailing to ask whether the rest of their order was coming because backorders were listed on the slip.

Common Packing Slip Mistakes

• No packing slip in the box.
• Prices on gift orders.
• Missing customer PO numbers on business orders.
• Not showing backorders clearly.
• Packing from memory instead of the slip.
• No contact or return information.

Packing Slip Checklist

Sample Completed Packing Slip

This sample uses made-up items for order #4417, customer PO 88-2290, Box 1 of 1. The customer can see at a glance that two seasonal candles are coming later.

Packing Station Setup

• Keep boxes, packing material, tape and labels within reach.
• Print packing slips and shipping labels at the station.
• Use a scale for shipping weights.
• Keep a clear area for checking items before packing.
• Post the packing steps where packers can see them.

An organized station speeds up packing and reduces errors, especially during busy seasons.

Pick Lists vs. Packing Slips

A pick list tells your team where to find items in your stockroom or warehouse, often sorted by location. A packing slip tells the customer what's in the box. Small businesses often use one document for both. As order volume grows, a separate pick list sorted by shelf location saves walking time.

Inventory and Packing Slips

When an order ships, inventory should go down by the quantity shipped, not the quantity ordered. Backordered items stay on order. If your inventory counts keep coming up short, compare packing slips to inventory records to see whether shipments are being recorded correctly. See the inventory count sheet.

Handling Customer Claims

1. Ask the customer for the order number and a photo of the packing slip and items.
2. Compare to your copy of the packing slip and packing notes.
3. Check the box count and tracking for missing boxes.
4. Ship missing items or start a return as needed.
5. Note the cause so it doesn't happen again.

Keeping a copy of every packing slip, signed by the packer, makes claims easy to investigate. Track claims by cause, such as wrong item, missing item or damage, to find where your process needs work.

Digital Packing Slips

Many e-commerce and shipping tools generate packing slips automatically from the order. They save time, but check that they show the information your customers need, like backorders and customer PO numbers, and that you can add return instructions. A spreadsheet or document template works well for businesses with fewer orders.

Packing Slips for Local Deliveries

For orders delivered by your own drivers, the packing slip can double as a delivery receipt. Add a signature line and the delivery time, and have the customer sign for the items. Keep the signed copy with the order. See the delivery log.

Packing Slip vs. Bill of Lading vs. Shipping Label

Small parcel shipments usually need only a packing slip and shipping label. Freight shipments typically need a bill of lading, and international shipments need customs documents. Check carrier requirements for each type of shipment.

Training Packers

1. Show how to read the packing slip and SKUs.
2. Practice picking and checking a few sample orders.
3. Explain how to mark backorders and box counts.
4. Show packing standards for fragile items.
5. Review how mistakes are tracked and fixed.

New packers should have their orders checked for the first week or two. Feedback early prevents habits that lead to wrong shipments.

Measuring Shipping Accuracy

Track these monthly. Even small businesses benefit from knowing their error rate, because each wrong shipment costs return shipping, a replacement and customer goodwill.

Packing Slips and Customer Experience

A packing slip is often the first printed thing a customer sees from your business. Add your logo, a thank-you note and how to reach you. Some businesses include care instructions, a reorder link or a discount for the next order. Keep it simple and accurate first; extras come second.

Getting Started

Customize the template with your business details and return instructions, print slips for every order this week and pack from the slip instead of the email. Add a second check for larger orders, and keep copies for at least as long as your return window.

Packing Fragile and High-Value Items

• Wrap fragile items individually and fill empty space.
• Use double boxing for very fragile items.
• Mark boxes "Fragile" where it helps.
• Photograph high-value orders before sealing.
• Require a second check and signature on the packing slip.
• Consider signature confirmation or insurance on shipments.

Photos and a signed packing slip make damage and missing-item claims much easier to resolve with customers and carriers.

Packing Slip Quick Reference

Common Questions

• Is a packing slip required? Not by law in most cases, but customers and business buyers expect one, and many require it.
• Can I email the packing slip instead? You can send a copy by email, but include a printed slip in the box for receiving staff.
• Should I use the same template for every channel? Use one standard layout, adjusted for gift orders and B2B customers with special requirements.

Packing Slips During Busy Seasons

Holiday rushes and big sales are when packing mistakes multiply. Before a busy season, restock packing supplies, print extra slips, train temporary packers and add a final check station for orders over a certain size or value. Track errors daily during the rush so you can fix problems quickly instead of finding out from customer complaints weeks later.

A clear packing slip process is one of the simplest ways to cut returns, reduce support emails and keep customers coming back.

Keeping Packing Slip Records

Keep a copy of every packing slip with the order record, along with tracking numbers and any photos. Store them at least as long as your return and claim windows, and longer for business customers who may reconcile shipments at month-end. Organized records make it quick to answer "what did you send us?" without digging through emails.

Customize the template once with your logo, contact details and return policy, and you'll have a consistent slip for every order you ship.

Packing Slips and Your Brand

Customers notice the details. A clean, accurate packing slip with your logo, a short thank-you and clear contact information makes a small business look organized and trustworthy, and it costs nothing extra to print.

Review your error log each month and update the template if a missing field keeps causing questions.

Track Orders and Inventory With Updoot

Updoot's purchasing keeps orders and receiving organized, and SOP management keeps your pick, pack and ship steps consistent.

Frequently Asked Questions