The Packer’s Blueprint: A Step-by-Step Guide to the Export Packing Declaration

What an Export Packing Declaration is

The Export Packing Declaration (EPD) is a document completed by the packer or exporter that records how goods are packed for shipment. It lists the number and type of packages, gross and net weights, measurements, container and seal numbers (if applicable), and the materials used in packaging. The EPD supports customs clearance, transport safety, import compliance, and buyer verification — it is a factual statement about physical packing rather than a commercial invoice or product specification.

Why the EPD matters (friendly primer)

Think of the EPD as the packing snapshot of your shipment. It helps customs and carriers ensure the cargo matches declarations, reduces delays, speeds up inspections, and can be required by importers or end-country authorities (for example: phytosanitary checks or material declarations). Accurate EPDs also protect the exporter and packer from penalties and reduce disputes with buyers about damage or missing items.

Who completes it and when

Usually the packer (the company or facility that physically packs the goods) completes the EPD. If the exporter performs the packing, they complete the form. The EPD is typically prepared at the time of packing or immediately after loading into a container/vehicle, and it should accompany export documentation submitted for customs and to the carrier.

Key elements an EPD should contain

• Exporter and packer name and contact details
• Buyer/consignee and shipment reference (purchase order, invoice numbers)
• Country of origin and country of export
• Detailed package description (type: box, crate, drum, pallet, container)
• Number of packages and marks & numbers on each package
• Gross weight, net weight, and tare weight where relevant
• Package dimensions or total cubic measurement (m3)
• Container number and seal number (for containerized shipments)
• Packing materials used (wood, cardboard, plastic) and any treatment certificates required (e.g., ISPM 15 for wood)
• Declaration signature, name, role, and date

Step-by-step guide to preparing an EPD

1. Gather shipment references
2. Start with the commercial invoice, purchase order, booking confirmation, and any export licenses. Record invoice numbers and purchase order references so the EPD ties clearly to the shipment.
3. Identify parties and responsibilities
4. Enter the exporter and packer details (they may be the same). If a third-party packer performed the packing, include their company details and contact info. Also include consignee and notify-party information if available.
5. Describe each package type and marks
6. For each line item, note the package type (e.g., 12 wooden cases, 4 pallets, 3 drums). Record the visible package marks and numbers printed on cartons or pallets — this is essential for matching physical items to documents during inspections.
7. Record counts, weights, and measurements
8. Measure and weigh each package or pallet. Enter gross weight (total weight including packaging), net weight (goods-only weight), and dimensions or total cubic meters. For containerized shipments, provide the container’s loaded weight and whether weight shown is verified.
9. List packaging materials and treatments
10. State what the packaging is made of (wood, cardboard, plastic), and declare any treatments applied to wood (e.g., heat treatment HT or fumigation MB with certificate refs). This is critical for compliance with destination country rules.
11. Include container and seal information
12. If goods are shipped in containers, list container number(s), seal number(s), and whether the container was loaded and sealed by the packer. This aids security and customs checks.
13. Declare hazardous or regulated items
14. If the shipment contains dangerous goods, mention the UN number, class, and packing group and refer to the Dangerous Goods Declaration and MSDS. Some jurisdictions require additional packing statements for regulated materials.
15. Sign and date the declaration
16. The person responsible (packer/exporter) must sign and date the EPD, asserting the information is true and accurate. Include the name and position of the signatory. For legal or compliance reasons, some companies also add a stamped company seal.
17. Attach supporting documents
18. Attach or reference related documents such as packing lists, ISPM 15 certificates, fumigation certificates, container load pictures, weighbridge tickets, and photos of packed goods where practical.
19. Retain copies and submit as required
20. Keep a copy of the signed EPD with shipping records and deliver copies to customs, the carrier, and the buyer as required. Many companies retain EPDs for a statutory period for audit purposes.

Best practices (easy tips)

• Use consistent unit formats (kg, m3) and decimal precision across documents.
• Photograph packed pallets/containers and link images to the EPD for visual verification.
• Verify gross weights with a calibrated scale and retain weighbridge tickets where possible.
• Standardize EPD templates to ensure all required fields are completed every time.
• Train packing staff on ISPM 15 and other import-country packaging rules.

Common mistakes to avoid

• Rounding or estimating weights instead of measuring — this causes customs delays and fines.
• Omitting container or seal numbers for containerized loads.
• Failing to declare packaging treatments (e.g., untreated wood) that trigger rejections or quarantines.
• Not matching package marks on the EPD to the actual marks on goods — leads to time-consuming inspections.
• Using ambiguous package descriptions; be specific ("wooden crate, painted, serial no. 12" rather than "crate").

Legal and compliance notes (beginner-friendly)

Rules for EPDs vary by country and by commodity. Some import countries require formal packing declarations for customs clearance, while others simply expect a packing list. Where required, incorrect or missing EPD information can delay clearance, result in fines, or lead to cargo being held or returned. If you ship internationally frequently, consult a customs broker or freight forwarder to understand country-specific EPD requirements and keep documentation consistent with export and import regulations.

Simple real-world example

Example entry for one line on an EPD: "12 wooden cases marked 'ABC-2026-01' — Gross weight 1,200 kg — Net weight 1,100 kg — Measurement 5.40 m3 — Packaging: wooden case (ISPM 15 HT certified, certificate no. HT-123456). Loaded into container no. XYZU1234567, seal no. 7654321."

Final notes



The EPD is a practical, factual document that bridges packing operations, compliance, and transport. For a packer or exporter starting out, build a standard EPD template, train staff to measure and record consistently, and keep clear links between the EPD and other documents (invoice, packing list, bill of lading). Accurate EPDs reduce delays, protect reputations, and make cross-border shipping smoother for everyone involved.