Free Shipping and Packing Templates

Smartsheet Contributor Andy Marker on Jul 13, 2018

A wide variety of industries, including trucking and moving companies, use shipping templates for freight sent via air or ocean lines, and for other cargo and package deliveries. Invoices, packing slips, manifests, and other forms help expedite shipments while reducing errors. Below, you’ll find free shipping templates for Microsoft Excel and Word, PDF, and Google Docs. See billing invoices and bill of lading templates for U.S., Canadian, and international shipping.
 


Shipping Invoice Template

 

Shipping Invoice Template Google

A shipping invoice provides an itemized bill for customers that shows unit prices, total costs with tax and shipping charges, payment terms, and shipping information. This sales invoice template also includes an invoice number for tracking orders and keeping accurate records. Customize the template by adding your own company logo as well as any necessary terms and conditions. This is a Google Sheets template that can easily be saved to your Google Drive account.

Download Shipping Invoice Template

Excel | Google Sheets | Smartsheet

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Packing Slip Template

 

Packing Slip Template

This shipping list template allows you to enter all the items included in a shipment, along with the order and ship quantity for each. Including these details makes it easy for customers to see which items were delivered. The packing list also includes sections for an order date, a packing date, a customer number, a shipping address, and signature lines for employee and manager verification. If you want to include weight information, modify the template to list the weight for each item or package and a calculation for the total shipment weight.

Download Packing Slip Template

Excel | Smartsheet


Purchase Order Template

 

Purchase Order Template

Companies use a purchase order (PO) when a buyer wants to request a purchase from a supplier. When a seller and buyer have accepted a purchase order, the PO serves as a contract that defines the terms of a sale. It looks similar to an invoice, but you issue a purchase order prior to a sale and then follow it up with an invoice once you complete the transaction. This purchase order template includes shipping information, order details, a signature line, and room for adding terms and conditions.

Download Purchase Order Template - Excel

 

Commercial Invoice Template

 

Commercial Invoice

In international shipping, a commercial invoice serves as a customs document, listing the reason for export, country of origin, destination, description of goods, pricing, and other information. This template includes signature lines (to certify the accuracy of the invoice) and automatic calculations for weights, quantities, and costs. Multiple sections are provided to create a comprehensive commercial invoice.

Download Commercial Invoice Template - Excel

 

Delivery Receipt Template

 

Delivery Receipt Template

Use this shipping receipt template to document what items were delivered, the number of packages included in the shipment, and who received the delivery. You can add the date and receipt number at the top, along with a business logo. You can use this Google Docs template online or print it with carbon paper to provide customers with a traditional receipt.


Download Delivery Receipt Template

Word | Google Docs


Shipping Policy Template

 

Shipping Policy Template

Create a shipping policy template for your business with this simple outline. Edit the provided headings to suit your type of business, and add all of the shipping terms and conditions that customers need to be aware of when ordering products. These details may include international and domestic shipping policies, how to deal with damaged goods, estimated delivery times, and shipment costs.

Download Shipping Policy Template
Word | PDF


Return Policy Template

 

Return Policy Template

Provide customers with a detailed return policy so that it’s clear which items are eligible for refunds, how to return or exchange orders, and what other limitations exist that consumers need to be aware of. Having a clearly defined and easily accessible return policy can help reduce customer service questions and improve client relations. Use this template as a starting point for creating your own return policy.

Download Return Policy Template
Word | PDF


Shipping Log Template

 

Shipping Log Template

This Excel spreadsheet template can be used for documenting shipments that have already been sent out or for creating a shipping schedule template for pending orders. Track purchase order numbers, customer information, shipping and delivery details, and the current status of a shipment. The shipping log also includes room for adding notes or instructions to each order.

Download Shipping Log Template - Excel


Shipping Manifest Template

 

Shipping Manifest Template

Designed for ocean cargo, this shipping manifest template provides sections for adding port information, a description of the goods included in a shipment, cargo size and weight, and other details. The manifest verifies the contents of a shipment and its port of destination. Edit the template to include whatever information you will need to provide to customs authorities.

Download Shipping Manifest Template

Excel | PDF


Certificate of Origin Form

 

Certificate of Origin Form

A certificate of origin allows an exporter to declare the origin of goods that are being shipped internationally. This form includes sections for adding details about the contents of a shipment, weight information, and the parties involved. Add your own fine print according to export regulations, along with verification signatures.

Download Certificate of Origin Form
Word | PDF


Advanced Shipping Notice Template

 

Advanced Shipping Notice

An advanced shipping notice informs a customer about the details of an upcoming delivery so that they are prepared for its arrival. Use this template to indicate the arrival date, vendor information, the shipping carrier, a description of the materials and quantity of packages included, and any other information that a customer needs before receiving a shipment. This template is available as a Word or PDF document and is ready to download and print.

Download Advanced Shipping Notice Template
Word | PDF


Shipping Request Form Template

 

Shipping Request Form Template

This shipping request form can be used by customers who need an item to be shipped, or it can be used within an organization, such as a company or university, to request specific mail services. Users can select a shipping method and other preferences, indicate the shipping address, and add instructions. Customize the template based on what choices are available for international shipping and insurance options.

Download Shipping Request Form Template
Word | PDF


Hazmat Shipping Forms

If you’re shipping hazardous goods, be sure to include any required hazmat shipping papers. In the U.S., there are federal regulations for how hazardous waste is treated, stored, transported, and disposed of. The Environmental Protection Agency (EPA) provides a hazardous waste manifest template for both international and domestic shipments as well as guidelines for handling hazmat materials. See the EPA’s website for more information on what constitutes a hazardous waste transporter and what requirements they need to follow, including regulations for importing and exporting hazmat shipments.


Using Shipping Invoices and Packing Slips

Some companies use shipping software to manage all of the steps involved in order fulfillment, including receiving orders and returns, sending shipments, creating packing slips and shipping labels, and other tasks that can be automated. For smaller businesses, templates offer an easy, cost-effective solution that can be customized based on the type of business or for specific customers.

Two of the most commonly used templates are invoices and packing slips. While they may look similar, these templates serve different purposes. An invoice is a bill showing what a customer owes for items purchased. A packing slip is sent with a shipment to show what items are included. This documentation allows the buyer to to verify the goods in a shipment and see what items are backordered.

A packing slip may also be referred to as a packing list, waybill, or delivery docket. While it’s a simple form that lists the inventory included in a shipment, it can play an important role in providing clear communication with customers, minimizing errors during packing, assisting the customs process, and identifying lost cargo when the exterior of a package is damaged. A packing slip is often included inside of a customer’s package, but it may also be enclosed in a clear plastic pouch on the exterior of a package so that customs agents or other officials can quickly verify contents. Depending on the type of shipment, a packing slip may also be accompanied by a return form so that customers can return damaged or unwanted items.

If you’re creating your own shipping forms or customizing templates for your business, here are some details to include on a shipping invoice:

  • Company Information: Create a professional template by adding a company logo and business address. The contact information for your business should be easy for customers to locate on the invoice.

  • Invoice Number: In addition to assigning an invoice number to each customer, consider giving each a buyer code for easy tracking and accurate record-keeping.

  • Date: This seems obvious, but recording dates is an important part of recordkeeping and communication with clients.

  • Billing and Shipping Contact Info: The address for the buyer may be different from the delivery address. Make sure that billing and shipping contacts are clearly printed at the top of the invoice.

  • Terms: Add any terms and conditions that customers need to be aware of, such as payment terms, return policies, warranty details, and other information.

  • Shipment Details: A shipping invoice is typically itemized to show the unit costs for all of the goods included as well as the total cost due. Other details may include product numbers, descriptions of the items included in a shipment, weight, and item quantities. Include tax, shipping, and other charges so that buyers know how all of the costs add up.

  • Payments Received: If a partial payment for an order has already been received, subtract this from the total so that customers can see the balance owed.


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