A packing list for machinery must describe every crate and what is inside it, with weights and dimensions, and it must agree with the commercial invoice line by line. Most customs delays for machines come from differences between those two documents and the goods, not from missing papers.
Treat both as working documents: you should see drafts well before the machine is packed, not after the vessel has sailed.
What the commercial invoice must show
The invoice is the basis for duty, so it must be exact. Check these items.
- Full names and addresses of the seller and buyer, matching the contract and your import registration.
- A clear description of each machine, with model, serial number and capacity, not just the word machine.
- The HS code, agreed with your broker, and the country of origin.
- Quantity, unit value, total value, currency, Incoterm and payment terms.
- Separate lines for accessories, spares and attachments, with their own values.
What the packing list must show
For each package, the list should give a package number, the type of package, gross and net weight, dimensions and the contents. It should say which crate holds which part of the machine, and mark which crate carries the manuals and electrical parts.
The package numbers on the list must match the marks painted or stencilled on the crates. Add the shipping marks, the consignee name and any port or permit reference your destination requires. Wooden crates and pallets should show the ISPM-15 mark; see export packing for machines.
Mismatches that cause delay
These are the common faults we would check for before loading.
- The total weight on the packing list differs from the bill of lading or the weighbridge.
- The description or model on the invoice differs from the nameplate on the machine.
- Spare parts shipped in the crate are not listed, or are listed but missing.
- The invoice value is lower than the value on the contract or the letter of credit.
- The consignee name or address varies across documents.
How to check before shipment
Ask for drafts when packing starts, and keep a copy of every version so that you can see what changed. During loading, have someone open and check a crate against the list, photograph the nameplate and compare the serial number to the invoice. After loading, check the container number and seal against the bill of lading draft.
The full set that your broker will need is in documents to export machinery and the document pack your broker will ask for. Also see how to check a machine on arrival, which uses the same packing list.
If the machine ships in several crates, number them as 1 of 4, 2 of 4 and so on, so that a missing crate is obvious at once. For a machine that will be reassembled on site, add a short list of which crate holds which assembly, with the crate marks. It saves hours at the unloading stage and gives you evidence if a crate is lost.
Next step
We check documents against the goods and supervise loading, so the paper matches what is in the container. Book a free sourcing review and tell us what you plan to ship.