Most freight delays are not caused by trucks or traffic. They are caused by paperwork that is missing, inconsistent or incomplete. Whether you are sending a single pallet across Miami-Dade or moving cargo to the airport, having the right documents ready before the driver arrives keeps pickup quick and delivery on schedule. Use this checklist as a starting point.
The core document: the bill of lading
The bill of lading (BOL) is the contract and receipt for your shipment. It lists the shipper, consignee, pickup and delivery details, piece count, handling units, weight, freight class and a description of the goods. The driver signs it at pickup, and the consignee signs at delivery.
Accuracy matters because it is used to price, route and, if necessary, settle claims. If you have not completed one before, our guide to filling out a bill of lading walks through each field, and the bill of lading page has the form.
Domestic freight: documents to have ready
- Bill of lading. One copy for the driver and one for your records at minimum.
- Packing list. An itemized list of what is in each carton or pallet. It helps the consignee check receipt and helps resolve shortages.
- Delivery contact and hours. Not a formal document, but it is as important as one. Include a name, phone number and receiving hours.
- Appointment confirmation. Some warehouses, retailers and venues require a booked time slot. See our delivery appointment scheduling guide.
- Purchase order or reference numbers. Consignees often require a PO number on the paperwork to accept freight.
- Certificate of insurance (COI). Many buildings and venues require one before a truck can enter.
Documents for hazardous or regulated freight
Hazardous materials require specific shipping papers, correct package markings and labels, and a driver with the right endorsements. Do not guess; confirm requirements before pickup. Our overview of hazmat LTL shipping in Florida explains what to expect. Alcohol and some other regulated goods also have their own rules, covered in our guide to shipping alcohol and beverage freight in Florida.
Documents for airport and air cargo freight
Moving freight to or from an airline normally involves an air waybill (AWB). The AWB is the carrier’s contract and tracking document for air cargo, and the details have to match the physical freight, including piece count and weight. Trucking companies that handle airport transfers verify the AWB against the cargo at pickup. For more, read our post on TSA-approved air cargo trucking in Miami.
Documents for imports, port and bonded moves
Freight coming from a port or container yard may need:
- Delivery order or release. Proof that the cargo has been released for pickup.
- Commercial invoice and customs entry information. Usually handled by your broker.
- Bond or in-bond paperwork. For cargo moving under customs control.
- Container number and appointment details. Needed for port pickups.
If your cargo is moving between a port and a warehouse, see what a bonded carrier is and our PortMiami and Port Everglades drayage guide.
Documents you receive after delivery
- Proof of delivery (POD). A signed record that the consignee received the freight, ideally noting any damage or shortage on the paperwork. See why electronic proof of delivery is more useful than paper.
- Freight invoice. Compare it to your quote and BOL.
- Photos and notes. If something is damaged, take photos before the driver leaves.
A quick pre-pickup checklist
- Weigh and measure the shipment.
- Complete the BOL and check that the counts match.
- Attach the packing list inside or on the freight.
- Label every piece with consignee name, address and reference.
- Confirm delivery hours, appointment and any COI requirement.
- Confirm special documents for hazmat, alcohol, air cargo or customs.
When you are ready to ship, request a freight quote and our team will confirm what paperwork your shipment needs.
Frequently asked questions
Do I need a bill of lading for every freight shipment?
Yes. A bill of lading is the standard contract and receipt for freight. Each shipment moving with a carrier should have one that matches the freight being tendered.
What is the difference between a packing list and a bill of lading?
A packing list describes what is inside each package or pallet. A bill of lading is the transport contract that identifies the shipper, consignee, handling units, weight and class. You usually need both.
What happens if my paperwork does not match the freight?
The carrier may hold the freight, correct the record and adjust the bill, or delay delivery until the discrepancy is resolved. Matching counts and descriptions at pickup is the best prevention.