The bill of lading is the most consequential document in freight and the one most often filled out in a hurry. It is three things at once: the contract of carriage between you and the carrier, the receipt proving the carrier took possession, and the document a claims adjuster will read if something goes wrong.
A sloppy BOL rarely stops a shipment from moving. It shows up later — as a reweigh charge, a delivery to the wrong contact, or a damage claim that gets denied because nothing was noted at pickup.
The header: who is who
Shipper (consignor)
The party the freight is leaving from. Use the physical pickup address, not a corporate headquarters or a P.O. box. Include a contact name and a phone number someone actually answers.
Consignee
The party receiving the freight, at the physical delivery address. This is where most delivery failures originate. A wrong suite number or a main switchboard number instead of the receiving dock is enough to trigger a redelivery charge.
Bill-to / third party
Who pays. If it is not the shipper or the consignee, name the third party explicitly and note the payment terms. Leaving this blank generally means the shipper gets the invoice.
BOL number and PO / reference numbers
Your internal tracking number goes in the BOL number field. Customer purchase order numbers, order numbers, and appointment references go in the reference fields. Retailers with vendor compliance programs will chargeback for a missing PO, so treat these as required rather than optional.
The freight description: the part that costs money
This block determines your rate. Each line needs:
- Handling units. How many pieces the driver will physically touch — 2 pallets, not 40 cartons on 2 pallets.
- Package type. Pallet, skid, crate, drum, carton.
- Weight. Actual scale weight of each line, including the pallet and packaging.
- Commodity description. What the freight actually is. “Powder-coated steel shelving, knocked down” is useful; “goods” is not.
- NMFC item and freight class. Pulled from your commodity sheet, not from memory.
- Dimensions. Length, width, and height of each finished skid after wrapping.
Guessing at weight or class is what generates reweigh and reclassification fees. Our guide to LTL freight class walks through how carriers verify these numbers at the terminal.
Hazardous materials lines
If any line is hazmat, it must appear in the required sequence — UN number, proper shipping name, hazard class, packing group — along with an emergency response phone number and the signed shipper certification. Hazmat lines are conventionally listed first or clearly marked with an X in the HM column.
Special instructions and accessorials
This is where you prevent invoice surprises. Note liftgate at pickup or delivery, residential or limited-access locations, inside delivery, appointment requirements, and receiving hours. Declaring these up front is almost always cheaper than having the driver discover them on site. Our breakdown of LTL accessorial charges covers what each one costs you.
Declared value
Carrier liability is limited by tariff and is often far below the commercial value of your goods. If your freight is worth more than the standard released value, you need to either declare a higher value (which increases the rate) or carry separate cargo insurance. Leaving this blank means accepting the default limit.
Signatures: the step people skip
The driver signs at pickup, acknowledging receipt of the piece count listed. The consignee signs at delivery. Both signatures matter in a claim.
The single most important habit: if freight arrives damaged, short, or with crushed corners, the receiver must note it on the delivery receipt before signing. A clean signature on a delivery receipt is the carrier’s evidence that the freight arrived in good order. Concealed damage discovered later is still claimable, but the window is short and the burden of proof is much heavier.
Straight BOL vs. other types
A straight bill of lading is non-negotiable: the freight is consigned to a named party and title does not transfer through the document. An order bill of lading is negotiable and used when goods change hands in transit, often with a letter of credit. Domestic LTL almost always uses a straight BOL. Marked “prepaid” means the shipper pays; “collect” means the consignee pays.
Get a template and reuse it
The fastest way to eliminate BOL errors is to stop starting from a blank form. Build a template with your shipper block, standard reference fields, and your top commodities pre-filled with their NMFC items, weights, and dimensions. Go LTL customers can pull our standard form from the bill of lading page, and our team will review the freight description on new lanes before the shipment is tendered. To price a shipment, use our quick quote or call (786) 445-0150.
Frequently asked questions
Is a bill of lading legally binding?
Yes. Once the carrier signs it at pickup, the BOL functions as the contract of carriage and as a receipt for the goods. Its terms govern the movement, which is why the details you enter on it matter beyond convenience.
What happens if I write the wrong weight on the BOL?
The terminal scale will catch it and the carrier will rebill the corrected freight charges, usually with a reweigh fee. Understating weight does not save money; it defers and increases the cost.
Can I still file a claim if the receiver signed clean?
You can file for concealed damage, but it is significantly harder to win. The carrier will argue the clean signature proves the freight arrived intact. Notify the carrier as soon as the damage is discovered, keep all packaging, and photograph everything.