Packing list & weight certificate for UK customs — when required and what to include [checklist]

A packing list is one of the key documents required for every commercial import into the United Kingdom. Although it receives less attention than a commercial invoice or certificate of origin, its absence or incorrect completion can result in a shipment being held at the border, subjected to a physical examination by UK Border Force, and ultimately — delays, additional costs, and frustration for both the importer and the carrier. The packing list supplements the commercial invoice by describing the physical contents of each package: quantities, weights, dimensions, and marks and numbers. A separate document — the weight certificate — is required for certain categories of goods and for sea freight under the VGM (Verified Gross Mass) requirements arising from the SOLAS Convention. This article explains when each document is required, what it must contain, how to prepare it correctly — and what can go wrong when the figures on a packing list do not match the actual shipment contents during a customs examination.

What is a packing list and how does it differ from an invoice

A packing list is a document describing the physical contents of a consignment. Whereas a commercial invoice focuses on the financial value of the goods — unit prices, total value, payment terms — a packing list concentrates on what is physically travelling in the lorry, container, or aircraft.

The key difference is that an invoice may group many items under a single line (e.g. "electronics — 500 units"), whereas the packing list breaks that line down into individual packages with reference numbers, weights, and dimensions for each. The packing list is the working document used during unloading, customs examination, and warehousing.

In practice: - Invoice = what, how many, and at what price - Packing list = what, how many, in what packaging, how heavy, and how much space it occupies

Both documents must be consistent with each other. Discrepancies between an invoice and a packing list are one of the most common triggers for a customs examination by HMRC.

When is a packing list required for UK imports

For commercial imports into the United Kingdom, a packing list is required in practically every case where a shipment contains more than one commodity line or more than one package. There are, however, situations where providing it to the customs broker is absolutely essential:

1. Commercial imports with multiple commodity lines Any consignment containing mixed goods (different HS codes, different sizes, different quantities per package) must have a packing list. Without one, the customs broker cannot correctly allocate goods to tariff headings.

2. Requirement during customs examination When HMRC or UK Border Force initiates a physical examination of a shipment, the packing list is the operational document. Inspectors verify package contents against the packing list — if it is absent, the examination takes significantly longer and may result in a full recount of the goods.

3. Requirement for GMR (Goods Movement Reference) For road transport through the Channel (Dover, Eurotunnel), the GMR must be issued before the vehicle enters the terminal. To issue the GMR, the customs broker requires a complete specification of the cargo — in effect, a packing list.

4. Multimodal shipments and cargo consolidation For consolidated loads (LCL — Less than Container Load), each shipper must provide their own packing list. The freight forwarder uses these to compile the collective manifest.

5. Goods subject to sanitary or phytosanitary controls APHA (Animal and Plant Health Agency) requires a detailed specification for each package of products of animal or plant origin.

What a correct packing list must contain — checklist

A packing list has no strictly standardised official format in the UK, but customs brokers and HMRC expect it to include the following elements:

Element	Description	Mandatory?
Seller's details (shipper)	Name, address, contact number	Yes
Buyer's details (consignee)	Name, address, EORI (if known)	Yes
Reference number	Packing list number, order number	Yes
Date of issue	Date the document was prepared	Yes
Invoice number	Cross-reference to the commercial invoice	Yes
Marks & numbers	Package identifiers (numbers, labels)	Yes
Description of each package	Type of packaging (carton, pallet, crate)	Yes
Contents of each package	Description of goods, number of units	Yes
Net weight	Weight of the goods excluding packaging	Yes
Gross weight	Weight of the goods including packaging	Yes
Package dimensions	Length × width × height (cm or m)	Recommended
HS code (optional)	Facilitates customs clearance	Recommended
Total number of packages	Sum of all packages	Yes
Total gross weight	Sum of weights of all packages	Yes
Total volume	Sum of volumes (CBM)	Recommended
Signature/stamp	Confirmation by the issuing party	Recommended

Marks & numbers is the system of identifiers assigned to each package (e.g. "EC/2026/001-050" for packages 1 to 50). They must be physically marked on the packaging and must correspond to the marks in the packing list and on the transport document (CMR, BL, or AWB).

Weight certificate — what it is and when it is required

A weight certificate is a separate document confirming the mass of a consignment, issued by an authorised body (such as a certified weighbridge, freight forwarder, or independent inspection authority).

VGM — Verified Gross Mass for sea containers

The most important context for the weight certificate is the VGM requirement introduced by the SOLAS Convention (Safety of Life at Sea) in 2016. Every FCL (Full Container Load) container must have a verified gross mass confirmed before it is loaded onto the vessel.

VGM can be established by two methods: - Method 1: Weighing the packed container on a certified weighbridge (the most common method at UK ports) - Method 2: Weighing each package individually and adding the tare weight of the container (requires a certified weighing process)

VGM must be submitted to the shipping line before the cut-off deadline (usually 24–48 hours before loading). No VGM = no loading. Every UK port (Felixstowe, Southampton, London Gateway, Tilbury) has its own VGM forms and data submission procedures.

Other situations requiring a weight certificate

Situation	Requirement
Import of bulk cargo	Weight from a certified port weighbridge
Goods traded by weight (e.g. metals)	Certificate from a laboratory or certified weighbridge
Fuels and edible oils	Laboratory analysis plus weight certificate
Waste and recycling	Required for Environment Agency purposes
Certain chemical products	Mass certificate for safety purposes

Difference between a packing list, invoice, and CMR

For road transport into the UK, the driver typically carries three documents — and it is important to understand the distinction between them:

Commercial Invoice - Financial document - Contains prices, values, Incoterms payment terms - Basis for calculating import duty and import VAT - Issued by: the seller (exporter)

Packing List - Physical document — description of the consignment contents - Contains weights, dimensions, package numbers - No financial values (or only supplementary ones) - Issued by: the seller or their warehouse/freight forwarder

CMR (road consignment note) - Transport document - Confirms the conclusion of the contract of carriage - Contains details of the consignor, consignee, carrier, and description of the goods - Issued by: the consignor/carrier - Basis for potential claims in the event of loss or damage during transport

All three documents must be consistent with respect to: the description of the goods, quantities, and weights. Discrepancies between the CMR and the packing list are a warning sign for UK Border Force and can result in a physical examination.

What happens when a packing list does not match the cargo

A discrepancy between the packing list and the actual contents of a shipment during a customs examination is one of the more serious problems an importer can face. The consequences depend on the scale and nature of the discrepancy:

Minor discrepancies (e.g. a weight difference of 2–3%): - Possible written explanation - The customs broker can submit an amendment to CDS - Risk: the importer being flagged as "higher risk" for subsequent shipments

Major discrepancies (goods other than those declared): - Shipment placed on hold - Full physical examination at the importer's expense (where initiated on suspicion of a breach) - Possible commencement of customs compliance proceedings - Seizure of goods in cases where fraud is suspected

Dangerous or regulated goods (e.g. food, chemicals): - Automatic notification of APHA or HSE - Possible destruction of goods at the border - Financial penalties and entry on the breach register

The key principle: the packing list must reflect the actual contents of the shipment at the time of loading. Any last-minute changes (additional goods, substitution of items) must be reflected in amended documentation before customs clearance.

How to mark packages for customs purposes

Correct physical marking of packages is an element that exporters frequently overlook, yet it is critical to a smooth examination. Every package should carry a clearly visible label containing:

• Package number (e.g. 1/50, 2/50, …, 50/50)
• Marks & numbers consistent with the packing list
• Gross weight of the package
• Country of origin of the goods
• Consignee's details (at minimum, city and country)

For dangerous goods (ADR) — mandatory ADR labels in accordance with the hazard class.

For foodstuffs — the label must include the establishment number approved by APHA.