Weights on an export packing list should describe the cargo that will actually be handled. The most important check is simple: gross weight should not be lower than net weight for the same package or shipment.
What is net weight?
Net weight is the weight of the goods themselves, excluding the shipping packaging. Depending on the product and trade practice, this may exclude cartons, pallets, crates, cushioning and other packing material. Be consistent about what has been excluded and use the same measurement basis across all packages.
What is gross weight?
Gross weight is the total weight of the packaged shipment unit: the goods plus the relevant cartons, bottles, drums, pallets, crates, cushioning, straps and other packing material. It should represent the physical weight handled by the carrier for that package or total shipment.
Basic formula
Gross weight = Net weight + Packaging weight
The packaging portion is sometimes called tare weight. If the same packaging unit is weighed before filling, its empty weight can help check the calculation.
Simple example
Suppose the goods weigh 20 kg. The bottles, cartons and protective material weigh 3 kg, and the pallet weighs 12 kg. If the packing list reports the complete palletized shipment:
- Net weight: 20 kg
- Packaging and pallet: 15 kg
- Gross weight: 35 kg
If the pallet is not part of the shipping unit being documented, it should not be added. The packing list must describe the actual configuration handed to the carrier.
Per-package and total weights
A detailed packing list can state net and gross weight for each carton, drum, crate or pallet, followed by shipment totals. When packages contain different quantities or packaging, do not calculate every row from one average without checking the physical cargo.
The total gross weight should equal the sum of the gross weights of all listed packages. The same rule applies to net weight. Small measurement tolerances may exist, but unexplained differences between documents should be investigated before shipping.
How to record weights clearly
- Choose the measurement unit required for the shipment, commonly kg or lb.
- State the unit next to each weight or clearly in the column heading.
- Use one consistent number format and sensible decimal precision.
- Record package count and type beside the related weights.
- Check that dimensions use a clearly stated unit such as cm or in.
- Compare totals with the carrier booking and physical scale reading.
Common packing-list mistakes
- Reversing the net and gross columns.
- Entering product volume, such as litres, as though it were weight.
- Leaving out the pallet or crate when it is part of the shipped unit.
- Adding the same pallet weight to every carton and again to the total.
- Using kg on one page and lb on another without labelling the units.
- Showing a package count that does not match the physical labels.
- Copying an estimated weight after the final packing arrangement changed.
Packing list vs commercial invoice
The packing list focuses on the physical cargo: package types, counts, dimensions and weights. The commercial invoice focuses on the transaction and declared value. Product descriptions and quantities should agree, even though the packing list generally does not need product prices.