Shipping less-than-truckload (LTL) freight takes more than securing pallets and scheduling a pickup. You also need the right paperwork to tell carriers what you’re shipping, where it’s going, and how it should be handled. One of the most important freight documents is the bill of lading (BOL).
If you manage freight shipments, you know how quickly paperwork problems can turn into bigger headaches. An incorrect weight, missing delivery instruction, or inaccurate freight description can lead to delays, unexpected accessorial charges, and billing disputes. And when something goes wrong in transit, incomplete records can make the problem harder to resolve.
The good news? Most documentation mistakes can be prevented with accurate shipment information and a careful review before pickup. This guide explains what a BOL means in shipping, how to complete one, and which other freight records your business should understand.
BOL stands for bill of lading, a shipping document that records important details about freight and its transportation. It identifies the shipper, carrier, recipient, and goods being transported.
In LTL shipping, the BOL tells the carrier what it’s picking up and where the freight needs to go. It also provides a record that shippers and carriers can reference when questions arise about charges, delivery, or shipment details.
A bill of lading traditionally serves three functions:
- Receipt for goods: Records the carrier’s receipt of the freight, subject to any exceptions noted at pickup.
- Evidence of a transportation contract: Records shipment information and terms associated with the transportation agreement.
- Document of title, when applicable: Certain negotiable BOLs can transfer rights to goods. Standard nonnegotiable LTL bills of lading don’t serve this same function.
Why is a bill of lading important in LTL shipping?
Unlike most parcel shipments, LTL freight often passes through several terminals before reaching its destination. Pallets may be transferred between trailers and transported alongside shipments from other businesses. Accurate paperwork helps carriers identify and move your freight through that network. It also gives your business a record of what was tendered to the carrier.
A properly completed shipping BOL can help you:
- Support smoother pickups. Clear shipment details help carriers identify freight and confirm transportation requirements.
- Maintain accurate shipment records. Weight, commodity descriptions, and classification information provide a reference for billing and other reviews.
- Communicate special requirements. Delivery instructions help carriers plan for services such as liftgate delivery.
- Investigate shipping problems. The BOL provides important details when reviewing discrepancies or preparing a freight claim.
Keep in mind that a BOL isn’t proof that the carrier has verified every detail. You’re responsible for providing accurate shipment information, and the carrier may record exceptions when accepting the freight.
What information goes on an LTL bill of lading?
A typical freight BOL includes shipment details, freight classification, billing instructions, and other information the carrier needs. Here’s what to include and what to double-check before pickup.
Shipper and consignee information
The BOL identifies the shipper and consignee, or the person or business receiving the freight. Include complete names, addresses, and contact information. Double-check delivery locations, especially when shipping to large warehouses, construction sites, or facilities with multiple entrances.
Freight description, quantity, and weight
Describe what you’re shipping and how it’s packaged. Include the number of pallets, crates, or other handling units, along with the shipment’s weight. Be specific. A description such as “steel machine components” is more useful than simply writing “parts.” Make sure the weight reflects the prepared shipment, including pallets and packaging.
Freight class and NMFC information
Many LTL shipments require a freight class and National Motor Freight Classification (NMFC) item number. The NMFC identifies commodities and establishes rules for assigning freight classes. The correct class depends on the requirements for the specific commodity. Some commodities use density-based classifications, while others follow different provisions. Confirm the correct NMFC item and applicable rules rather than assuming density alone determines the class.
Special services and handling instructions
Does your shipment need a liftgate? Is the delivery location a construction site? Does the recipient require an appointment? Communicate these needs when booking and include applicable instructions on the BOL. Some services carry additional charges, so identifying them upfront helps you understand what the shipment may require.
Freight payment terms and billing instructions
A BOL may also identify who should be billed for transportation charges. These instructions help the carrier direct the freight invoice to the appropriate party.
Three common billing arrangements include:
For example, a manufacturer shipping products to a retailer might use prepaid terms when it handles transportation charges. If the retailer is responsible for paying the carrier, collect terms may apply.
These billing instructions don’t necessarily determine who owns the goods or who ultimately pays under the sales agreement. Confirm the correct arrangement before booking to help prevent invoice disputes and billing corrections.
Reference numbers and signatures
Your BOL may include purchase order numbers, customer references, and shipment identifiers. Signatures or electronic acknowledgments help document the carrier’s acceptance of the freight. Follow the carrier’s process and keep a copy of the completed record.
How to fill out a bill of lading for LTL shipping
Before completing a BOL, compare the information you’re entering with the actual shipment. For this walkthrough, a manufacturer is shipping two pallets of packaged machine components to a distribution center. The shipment weighs 850 pounds, including packaging and pallets.
Sample LTL bill of lading
This simplified example highlights common fields. Actual carrier forms may include additional required information and transportation terms.
Now that you’ve seen what a typical BOL looks like, let’s walk through how to complete one. We’ll use the manufacturer’s two-pallet shipment to show what information belongs in each section and what to check before the carrier arrives.
Step 1: Confirm pickup and delivery details
For the example shipment above, the manufacturer enters its pickup address and the distribution center’s delivery address. Before completing the form, the shipping team checks the receiving hours and confirms the correct delivery entrance. This helps avoid sending the driver to the wrong location.
Step 2: Add shipment references
The manufacturer includes its purchase order number and any required customer reference. These details help the distribution center match the arriving freight to the correct order. Carrier shipment identifiers can also be added when available.
Step 3: Record the freight details
The shipping team lists two pallets of packaged machine components weighing 850 pounds. Before entering the weight, employees confirm that it includes the pallets and packaging. They also check that the handling-unit count matches the freight waiting for pickup.
Step 4: Verify freight classification
Next, the manufacturer identifies the applicable NMFC item and freight class. Because “machine components” can describe many different products, the team must confirm the actual commodity and its classification requirements. The description alone isn’t enough to assign a class.
Step 5: Include special requirements
Suppose the distribution center has a loading dock but requires a delivery appointment. The manufacturer confirms that requirement when booking and includes the appropriate instructions on the BOL.
Step 6: Review the completed document
Before pickup, the shipping team compares the BOL with the freight. They verify the addresses, two-pallet count, 850-pound weight, commodity information, and delivery instructions.
Step 7: Complete pickup and retain records
When the carrier arrives, the parties follow the required acknowledgment process. The manufacturer keeps a copy of the completed BOL, including any exceptions noted by the driver.
Your pre-pickup BOL checklist
Check before the truck arrives.
- Pickup and delivery addresses are correct
- Freight description and pallet count match the shipment
- Weight, NMFC item, and freight class are verified
- Special services are arranged and documented
- Reference numbers and required paperwork are ready
What are the different types of bills of lading?
Not every bill of lading serves the same purpose. The type used depends on the shipment and transportation agreement.
Straight bill of lading
A straight BOL is nonnegotiable and identifies a specific recipient. It’s commonly used for domestic LTL shipments where the freight is intended for a designated business or customer.
Order bill of lading
An order BOL is a negotiable document that allows the right to receive freight to be transferred from one party to another. For example, a seller may use an order BOL to retain control of a shipment until the buyer meets agreed-upon payment terms. This type is more common in transactions where ownership and payment arrangements affect the release of goods.
Electronic bill of lading (eBOL)
An electronic BOL is a digital version of the shipping document. It can make paperwork easier to prepare, share, and store. Electronic processes must still meet applicable requirements, and carrier support can vary.
For most businesses shipping routine domestic LTL freight, a straight BOL is the most familiar option. Federal law distinguishes between negotiable and nonnegotiable bills of lading, although the rules that apply depend on the shipment and transportation arrangement.
Bill of lading vs. shipping label vs. proof of delivery
It’s easy to confuse these documents because they all contain shipment information. But each serves a different purpose.
Consider the manufacturer from before who is shipping two pallets of machine components. The BOL records the shipment details and transportation information. Pallet labels help the carrier identify the freight as it moves through its network. When the shipment arrives, the delivery record documents its receipt, including any damage or shortages noted by the recipient. These records work together, but one doesn’t replace another.
10 common bill of lading mistakes and how to avoid them
Even small errors on a bill of lading can create problems during transportation. Incorrect shipment details may lead to unexpected charges, delivery delays, or disputes that take time to resolve.
Here are 10 common BOL mistakes, how they can affect an actual shipment, and what you can do to prevent them.
For more information, see our guide to LTL accessorial fees.
What happens if a bill of lading is incorrect?
Even with careful preparation, BOL mistakes can happen. Maybe the shipment weight was entered incorrectly, the delivery address changed, or a special service was left off the document. What happens next depends on when you discover the error.
- Before pickup: Correct the information before the carrier arrives. If you’ve already booked the shipment, confirm whether the changes affect the quoted rate or require an updated BOL.
- After pickup: Contact the carrier or your transportation provider as soon as possible. Depending on the error, you may need to submit a corrected BOL or request a shipment update. Some changes can result in additional charges or delivery delays.
- After delivery: Compare the original BOL with the delivery records and freight invoice. If you find a discrepancy, gather your supporting documents and contact the carrier to determine whether a billing correction or dispute is appropriate.
The most important step is to address errors as soon as you discover them. Keeping copies of the original BOL, corrected documents, and carrier communications can help you resolve questions more efficiently.
5 bill of lading myths busted
Some common assumptions about bills of lading can lead to mistakes during shipping. Here are five misconceptions worth clearing up.
What other documents are important for LTL shipping?
The BOL establishes important shipment information at pickup, but other documents become necessary as freight moves through the transportation process. Delivery receipts, packing lists, invoices, and claims records each serve a different purpose.
Delivery receipt
A delivery receipt records the arrival of freight and the recipient’s acknowledgment. Before signing, inspect the shipment for visible damage or missing items whenever possible. Record specific problems on the receipt, take photographs, and keep copies.
A clean receipt can make some claims more difficult to support, especially when damage or shortages should have been visible at delivery.
Packing list
A packing list identifies the products included in a shipment. It typically shows item descriptions, quantities, and other order details. While the BOL supports transportation, the packing list helps the recipient verify what’s inside the shipment. For example, a manufacturer might ship several types of replacement components on one pallet. The packing list helps the customer check that everything arrived.
Freight invoice
A freight invoice shows what the carrier charged to transport your shipment. It may include the base freight rate, fuel surcharge, and additional service fees. Compare the invoice with your original quote, BOL, and other shipping records. If the total differs from your quote, check for reweighs, reclassification, or services added during transportation.
Freight claim documentation
When freight arrives damaged or goes missing, you’ll need records to support a freight claim. Depending on the situation, these may include the BOL, delivery receipt, photographs, invoices showing the value of the goods, and other supporting evidence. Requirements and filing deadlines vary. Keeping your records organized makes it easier to respond quickly.
Documents for specialized shipments
Some shipments need additional paperwork. Hazardous materials, for example, may require shipping papers with specific descriptions and certifications. International freight may require customs documents, commercial invoices, or other records. Check the requirements for your shipment before booking. A standard BOL won’t necessarily cover every documentation need.
How shipping technology can simplify LTL documentation
Preparing BOLs for multiple shipments can quickly become time-consuming, especially when your team works with different carriers. Entering shipment information across separate systems also creates opportunities for mistakes.
ShipStation brings parcel and eligible LTL shipping into one platform, helping businesses simplify several everyday shipping tasks.
Shipping technology can reduce repetitive data entry, but accurate documentation still starts with the information you provide. Before booking, verify shipment weights, freight classes, commodity descriptions, and special service requirements.
Freight documentation glossary: Key terms to know
We’ve covered many of these terms throughout the guide. For quick reference, here’s a glossary that brings the most important freight documentation terms together in one place.
Frequently asked questions about bills of lading
Most domestic LTL shipments use a bill of lading. Federal law requires covered motor carriers to issue a receipt or bill of lading for certain shipments, but it doesn’t always require a shipper to prepare a particular form. Carrier requirements may vary.
The shipper generally supplies the shipment details, although a carrier or transportation provider may prepare the document. The shipper should verify the information before the freight is tendered.
Not always. A BOL number identifies the shipping document, while a PRO number is commonly used by LTL carriers to track freight. These numbers may be linked in the carrier’s system.
Yes, corrections may be possible, but you’ll usually need to contact the carrier. Changes to addresses, weights, or other shipment details may require additional processing and could result in charges.
Retention requirements vary. Federal rules generally require covered motor carriers to retain certain BOL copies for one year, but that isn’t a universal shipper retention rule. Businesses should also consider claims, tax, contract, and other recordkeeping requirements.
Simplify LTL documentation and keep your freight moving with ShipStation
A well-prepared BOL does more than help your freight leave the dock. It gives carriers the information they need and helps your business maintain reliable records from pickup through delivery. Combined with delivery receipts, invoices, and other documents, it supports a more organized shipping operation.
ShipStation helps simplify LTL documentation by generating downloadable bills of lading and pallet labels for supported U.S. shipments. With document preparation connected to the booking process, your team can spend less time managing paperwork and more time preparing freight for pickup.
Explore ShipStation’s LTL shipping solutions and discover how a more efficient documentation process can support your everyday shipping operations.
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