How to fill out the packing inventory
The moving crew will have to make an itemized inventory (ALWAYS in English). Below we will describe how the packing list should be drawn up and what exceptions should be taken into account.
- Details of the client and the removal
Shipper: Clients full name and initials
Origin: Loading address and country
Destination: Delivery address and country
Page No: Page number & Total number of pages
REF. No: File number for the removal
GBL/Mode: SEA, AIR or ROAD shipment
2. List of packed items
Each item that is packed should be noted down on the packing list. The number on the package should correspond with the item number on the packing list.
CR. ref. means noting down whether it is concerning a CARTON (CRT) or ARTICLE (ART).
Packed by: for each item the crew needs to note who has packed the item. Check with your destination agent whether items packed by the owner can be mentioned as PBO. Packages that have been packed by the owner (PBO) are not allowed for shipments going to the USA.
All packages that have been packed by the owner should be left open so it can be checked by the crew. The crew will close the package and note down the item on the packing list.
The inventory should be clear on the content of the item. A carton should be mentioned with the description of which items are (mostly) represented in the carton.
Examples for descriptions: kitchenware, clothes, shoes, decorations.
Miscellaneous should be avoided because it will trigger customs to examine the shipment, as well as ALCOHOL and FOOD ITEMS. Check with the destination move partner which items are prohibited.
Parts of furniture should be described clearly: 2 seater sofa, 3 seater, etc.
For electrical items the following should be noted: mark, type, serial number and ECU.
If an item is damaged in any way prior to packing, this should be noted down on the packing list and the client needs to be informed. The damages will be marked on the inventory list via the exception symbols. The crew needs to describe the type of damage using the exception symbols and the location of the damages using the location symbols.
If there is an overflow these will have be mentioned on a separate inventory list.
The packing list should only represent the items that are loaded into the container.
3. Signature on the packing list
Once all the items have been packed and listed on the inventory list, the client will have to check the list and sign for the completion of the left side of the packing list in the appropriate boxes at the bottom of the page. Each page of the packing should be signed by both the client and the authorized agent (crew leader). They will have to write there full name in clear writing next to the signature.
If the client is not present during the packing of the items they will have to authorize someone else to sign for them. Next to the signature of both the client and the authorized agent, the date of packing at the origin address should also be mentioned.
Same applies for delivery. The right side of each list should be filled out completely.
4. Copies of the inventory list
In case the original, 3 page Passies Movers inventory is used: Once all the pages are signed by both the client and the crew, the crew will leave copies with the client (pink & yellow paper). The first page (white) will be send back to the move manager for further steps in the removal process.
In case a digital Passies Movers inventory is used: Once all the pages are signed by both the client and the crew, the crew leader is asked to make digital pictures of all pages and send these to the client via e-mail on the job or to the office so the office coordinator can send the pictures to the client’s e-mail address.