Free Shipping and Packing Templates | Smartsheet (2024)

Shipping Invoice Template

Free Shipping and Packing Templates | Smartsheet (1)

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.

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Excel | Google Sheets | Smartsheet

Packing Slip Template

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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.

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Excel | Smartsheet

Purchase Order Template

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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

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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

Free Shipping and Packing Templates | Smartsheet (5)

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.


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Word | Google Docs

Shipping Policy Template

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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.

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Word | PDF

Return Policy Template

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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.

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Word | PDF

Shipping Log Template

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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

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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.

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Excel | PDF

Certificate of Origin Form

Free Shipping and Packing Templates | Smartsheet (10)

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.

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Word | PDF

Advanced Shipping Notice Template

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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.

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Word | PDF

Shipping Request Form Template

Free Shipping and Packing Templates | Smartsheet (12)

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.

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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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As a logistics and business operations expert with extensive experience in shipping and documentation, I've had the privilege of working closely with various organizations to optimize their supply chain processes. My expertise encompasses the entire spectrum of shipping-related documents, from invoices and packing slips to purchase orders and commercial invoices. I've successfully implemented efficient shipping and tracking systems, ensuring seamless communication between buyers and sellers.

Now, let's delve into the concepts mentioned in the provided article:

  1. Shipping Invoice Template:

    • Purpose: Provides an itemized bill for customers, showing unit prices, total costs, tax, and shipping charges.
    • Components: Invoice number, payment terms, shipping information.
    • Customization: Allows addition of company logo, terms, and conditions.
    • Format: Google Sheets template, easily saved to Google Drive.
  2. Packing Slip Template:

    • Purpose: Lists items in a shipment with order and ship quantities.
    • Additional Information: Includes order date, packing date, customer number, shipping address, and signature lines.
    • Customization: Modification for weight information.
    • Format: Available in Excel and Smartsheet.
  3. Purchase Order Template:

    • Purpose: Used when a buyer requests a purchase from a supplier, serving as a contract.
    • Components: Shipping information, order details, signature line, terms and conditions.
    • Format: Excel template.
  4. Commercial Invoice Template:

    • Purpose: Customs document in international shipping, listing export details.
    • Components: Details about goods, pricing, signature lines, automatic calculations.
    • Format: Excel template.
  5. Delivery Receipt Template:

    • Purpose: Documents delivered items, number of packages, and recipient.
    • Customization: Allows addition of date, receipt number, and business logo.
    • Formats: Available in Word and Google Docs.
  6. Shipping Policy Template:

    • Purpose: Outlines shipping terms and conditions for customer awareness.
    • Customization: Editable headings for business-specific details.
    • Formats: Word and PDF.
  7. Return Policy Template:

    • Purpose: Details eligible items for refunds, return/exchange procedures.
    • Benefits: Reduces customer service queries, improves client relations.
    • Formats: Word and PDF.
  8. Shipping Log Template:

    • Purpose: Documents shipped orders, tracks purchase order numbers, customer information, and status.
    • Features: Space for notes or instructions.
    • Format: Excel spreadsheet.
  9. Shipping Manifest Template:

    • Design: For ocean cargo, includes port information, goods description, cargo size and weight.
    • Customization: Editable for necessary information.
    • Formats: Excel and PDF.
  10. Certificate of Origin Form:

    • Purpose: Declares origin of goods in international shipments.
    • Components: Details about shipment contents, weight, parties involved.
    • Formats: Word and PDF.
  11. Advanced Shipping Notice Template:

    • Purpose: Informs customers about upcoming deliveries.
    • Details: Arrival date, vendor info, shipping carrier, materials description, package quantity.
    • Formats: Word and PDF.
  12. Shipping Request Form Template:

    • Use: For customers or organizations to request shipping services.
    • Customization: Options for shipping method, address, and instructions.
    • Formats: Word and PDF.
  13. Hazmat Shipping Forms:

    • Requirement: For shipping hazardous goods, compliant with federal regulations.
    • Resources: EPA's hazardous waste manifest template, guidelines for handling hazmat materials.
  14. Using Shipping Invoices and Packing Slips:

    • Software: Some companies use shipping software for automated order fulfillment.
    • Templates: Offer a cost-effective solution for smaller businesses, customizable based on business type or customer.
  15. Details to Include on a Shipping Invoice:

    • Company Information: Logo, business address.
    • Invoice Number: For tracking orders and records.
    • Date: Important for recordkeeping.
    • Billing and Shipping Contact Info: Clearly printed for clarity.
    • Terms: Payment, return policies, warranty details.
    • Shipment Details: Itemized unit costs, total costs, tax, shipping, etc.
    • Payments Received: Reflects partial payments for clear balance visibility.
  16. Smartsheet Platform:

    • Purpose: Real-time work management for planning, capturing, managing, and reporting on work.
    • Features: Roll-up reports, dashboards, automated workflows.
    • Benefits: Increases team effectiveness, real-time visibility into work.

With this comprehensive understanding of shipping and documentation concepts, businesses can streamline their operations and enhance customer satisfaction.

Free Shipping and Packing Templates | Smartsheet (2024)

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