In the world of ecommerce and order fulfillment, small details make a big difference. Among these, the packing slip plays a surprisingly vital role. Often overlooked, this simple document is more than just a piece of paper inside a package; it’s an essential tool for accuracy, transparency, and customer satisfaction. Whether you’re running a small online store or managing a large fulfillment operation, understanding the function and structure of a packing slip is crucial to efficient logistics and happy customers.
In this ultimate guide, we’ll break down everything you need to know about packing slips: what they are, why they matter, what they include, how they differ from invoices, and how to create and optimize them for your fulfillment process.
What is a packing slip?
A packing slip, also known as a packing list or delivery note, is a document included inside a shipped package that lists the items contained within. It serves as a reference for both the fulfillment center and the customer, ensuring that everything in the order is accounted for and correctly delivered.
Unlike invoices, packing slips do not usually show pricing information. Instead, they focus on the contents of the shipment, which makes them particularly useful for inventory tracking and order verification.
Why are packing slips important in order fulfillment?
Packing slips are critical to streamlining the order fulfillment process for several reasons:
- Accuracy verification: Warehouse staff use packing slips to cross-check picked items before packing and shipping, reducing errors.
- Customer confidence: Customers can quickly verify that the received items match what was ordered.
- Returns & exchanges: If a customer needs to return a product, the packing slip helps identify the correct item and order.
- Inventory control: Packing slips assist with tracking outgoing items, which is key to real-time inventory management.
- Audit trail: They act as physical records of what was shipped and when.
Without packing slips, fulfillment teams may struggle with mispicks, increased return rates, and customer complaints.
Packing slip vs. invoice: Key differences
Although they may look similar at a glance, packing slips and invoices serve very different purposes.
| Feature | Packing Slip | Invoice |
|---|---|---|
|
Shows itemized list? |
Yes |
Yes |
|
Shows prices? |
No |
Yes |
|
Included in package? |
Yes (inside the box) |
Often emailed or mailed separately |
|
Used for payment? |
No |
Yes |
|
Customer-facing? |
Yes |
Yes |
|
Warehouse use? |
Yes |
Rarely |
In short, packing slips are about contents, while invoices are about payment. Both are essential in their own right.
What information should be included in a packing slip?
A well-designed packing slip should include all relevant details to ensure clarity for the warehouse staff and the end customer. Here’s a list of key components:
Essential packing slip elements include:
- Company name and logo
- Customer name and shipping address
- Order number and date
- SKU or item numbers
- Product descriptions
- Quantities ordered and shipped
- Optional notes (e.g., backorders, special handling instructions)
- Return instructions (if applicable)
The design should be clean, easy to read, and avoid unnecessary clutter. Barcodes or QR codes can also be included to streamline scanning and tracking.
How to packing slips improve order accuracy?
Order accuracy is a top priority in fulfillment operations. One incorrect item can lead to customer dissatisfaction, increased return costs, and a damaged brand reputation. Here’s how packing slips help:
- Double-check mechanism: Pickers use packing slips to match picked items with what’s listed.
- Visual confirmation: Packers visually confirm that all items match the packing slip before sealing the box.
- Error reduction: When integrated with barcode scanning, packing slips minimize human error.
They essentially act as a safety net during the final stage of fulfillment.
Digital vs. printed packing slips: The differences
Modern ecommerce businesses have options when it comes to generating packing slips. Here’s how the two formats compare:
Printed packing slips
- Most common in B2C fulfillment
- Inserted physically into packages
- Useful for customers and carriers
Digital packing slips
- Ideal for digital-first or eco-friendly brands
- Sent via email or available via online order tracking
- Reduces paper waste and printing costs
Some fulfillment software allows both, giving businesses flexibility based on customer preferences and order types.
How to create a packing slip (step-by-step)
Creating a packing slip is straightforward when you use the right tools. Here’s a simple step-by-step approach:
Step 1: Choose a template or software
Use ecommerce platforms like Shopify, WooCommerce, or shipping tools like ShipStation, which automatically generate packing slips.
Step 2: Enter order details
Include the customer’s name, address, order number, and item information. If using software, this is usually automated.
Step 3: Add your branding
Insert your company logo and business contact details for a professional touch.
Step 4: Review and print
Check the information for accuracy and print the packing slip for physical inclusion.
Step 5: Insert into package
Place the packing slip inside the package (preferably on top of the items).
What are the best practices for using packing slips in fulfillment?
To make the most out of your packing slips, follow these industry best practices:
1. Standardize formatting
Use the same layout across all orders to ensure consistency for your fulfillment team.
2. Include branding
Your packing slip is a touchpoint with your customer—make it reflect your brand.
3. Add a personal touch
Consider adding a thank-you note, promo code, or message to enhance customer experience.
4. Double-check for errors
Have a process in place to review packing slips before printing, especially in high-volume environments.
5. Use packing slips as training tools
Teach new staff how to read and use packing slips effectively during onboarding.
Integrating packing slips with your fulfillment software
Many ecommerce and 3PL platforms allow automatic packing slip generation and printing. Integration streamlines operations and reduces errors.
Popular tools that support packing slips:
- Shopify: Automatically generates packing slips for each order.
- ShipStation: Offers customizable templates and bulk print options.
- NetSuite / ERP Systems: Enables scalable, automated fulfillment processes.
- 3PL Software: Platforms like ShipBob, ShipHero, and Red Stag Fulfillment use integrated packing slip systems.
Make sure your software can handle:
- Bulk printing
- Custom branding
- Barcode/QR support
- Multichannel orders
Choosing the right tool will enhance fulfillment speed and reduce manual errors.
Frequently asked questions about packing slips
Q1. Is a packing slip the same as a shipping label?
A1. No. A shipping label is placed outside the package and includes carrier info, addresses, and tracking. A packing slip goes inside the package and lists the items included.
Q2. Are prices shown on a packing slip?
A2. Usually not. Packing slips focus on what items are inside, not how much they cost. This is especially important for gifting purposes.
Q3. Should all orders include a packing slip?
A3. Yes, unless your customers specifically request a paperless delivery. Even then, it’s smart to keep a digital version for internal use and returns.
Q4. Can I create packing slips manually?
A4. Yes, but it’s not recommended for high-volume operations. Manual slips are prone to error and inefficiencies. Automation is more scalable.
Q5. What should I do if an item is out of stock?
A5. Include a note on the packing slip indicating the item is backordered or not included. This prevents confusion and builds trust.
Summary
In summary, a Packing Slip in ecommerce fulfillment is a document included inside a shipment that lists the items in the order, helping both the warehouse and the customer verify the contents for accuracy and completeness.
