What is a Packing Slip?
A packing slip is a document that describes the contents of a shipment to a customer. The packing slip contains a separate line item for each item shipped. Each line item states the product number, product description, and unit quantity shipped. The weight may also be stated. The document is printed by the seller, who either includes it in the package or attaches it to the outside of the package in a sealed pouch.
A packing slip may be used by the recipient to verify the contents of a delivery.
Advantages of a Packing Slip
There are several advantages to using a packing slip. First, the person packing a box can match it to the contents of the box to ensure that everything has been included. Second, the recipient can do the same thing, checking the packing slip against the box contents to ensure that everything has been received. If not, the recipient can contact the seller regarding the missing items. Third, it can be used to identify which boxes include certain shipped items - which is useful when a shipment was split into several boxes. Finally, a packing slip can be used to reinforce the seller’s brand, by including the company logo and perhaps a marketing message.
The Difference Between a Packing Slip and an Invoice
A packing slip itemizes the contents of a shipment, while an invoice states the amount that a customer owes to the seller. A packing slip may be used as the basis upon which an invoice is created by a seller. Also, a packing slip is intended for the use of the receiving person at the customer, while the invoice is intended for the customer’s accounts payable person.
Packing Slip Best Practices
The packing slip may be the first thing that a customer sees after opening a delivered box. That being the case, it can make sense to include the company name and logo on the document, while also being careful to clearly and legibly state the contents of the box. Some organizations also include a message of greeting to the recipient on the packing slip.
Another best practice is to consider the environmental impact of this document. Some companies are now emailing the packing slip to customers, rather than including a printed version in the box. Customers can then decide for themselves whether they want to print out the emailed packing slip.
Yet another possible best practice is to note on a packing slip the amount of any ordered items that have been backordered. Doing so keeps recipients from contacting the seller to complain about missing items in a shipment. A variation on the concept is to include a suggested replacement for the backordered items that are currently in stock.
