What is a bill of lading?
A bill of lading (BOL) is the paper a shipper and a carrier sign when freight is picked up. It does three jobs: it is the carrier's receipt for the goods, the contract for the move and, for some shipments, the title to the goods. For freight that crosses state lines, US rules say it must name the shipper and receiver, the origin and destination, the number of packages, what the freight is and, when it affects the rate, its weight or size.
What a bill of lading does
It is a receipt. When the driver signs, the carrier confirms it took the goods as the BOL describes them. If a pallet arrives short or damaged, the signed BOL is your proof of what left the dock.
It is the contract. The BOL sets the terms of the move between shipper and carrier: what was handed over, where it goes and which services were booked. The NMFTA, which publishes the freight classification, calls it a contract between the shipper and the carrier.
It can be the title. A bill of lading can also be used to pass ownership of the goods. That matters in ocean trade, where a negotiable BOL can be sold on. A straight bill of lading is the opposite: non-negotiable, and the goods go only to the receiver named on it.
What US rules require on it
Federal rule 49 CFR 373.101 says every for-hire motor carrier must issue a receipt or bill of lading for freight it moves between states. It must show five things:
- The names of the shipper (consignor) and the receiver (consignee).
- The origin and destination points.
- The number of packages.
- A description of the freight.
- Its weight, volume or size, when that is what the rate is based on.
Carriers keep a copy: the federal record rules in 49 CFR part 379 set 1 year for bills of lading. Those five items are the legal floor. An LTL carrier needs more than that to price the shipment correctly.
How to fill out an LTL bill of lading
Carrier forms differ in layout, but they all ask for the same things. Here is each field and what to put in it:
| Field | What to enter |
|---|---|
| Shipper and consignee | Full names and addresses of who sends and who receives. Federal rules require both. |
| Bill-to party | Who pays the freight bill, if it is not the shipper: the receiver, or a third party such as a broker. |
| Pickup and delivery points | Origin and destination. If either site has no dock, is a home or has limited access, say so here. |
| Handling units and pieces | How many pallets or crates, and how many pieces on them. Federal rules require the number of packages. |
| Description of the goods | What the freight is, in plain words that match its NMFC listing. A vague description invites an inspection. |
| NMFC item and freight class | The item number and class the shipment is rated on. Work out density-rated freight before you book. |
| Weight | Total weight of each line, pallets and packing included. Weigh it on a scale; do not estimate. |
| Dimensions | Length × width × height of each handling unit, at its largest points. Carriers use them to check density. |
| Special services | Liftgate, residential delivery, appointment, inside delivery, guaranteed service. Book them here, not at the door. |
| Handling notes | Do-not-stack, keep from freezing, this side up. Each one can change how the carrier measures or prices. |
| Hazardous materials | The UN number, proper shipping name and hazard class (49 CFR 172.202), plus a 24-hour emergency phone number (172.604). |
| Signatures | Shipper and driver sign at pickup. At delivery, note any damage or shortage before the receiver signs. |
The three fields that change the price
Freight class. The class sets the rate per 100 lb, so it is the costliest line to get wrong. For goods rated by density, divide the weight by the cubic feet and read the class off the freight class chart, or let the freight class calculator do it. The NMFTA lists the NMFC code as part of a complete bill of lading.
Weight. Put the real scale weight, pallet included. An empty 48 × 40 in wood pallet weighs 30 to 48 lb, so leaving it out understates every line. See how much a pallet weighs.
Special services and handling notes. A liftgate or a residential delivery added at the door is still charged, so put every service the delivery needs on the BOL up front. The accessorial charges guide lists them. Be careful with “do not stack”: carriers then measure the pallet as if it filled the space above it, at 84 inches at Estes and FedEx Freight, 95 inches at R+L and 96 inches at Old Dominion. That can push a light load into a minimum charge.
What a wrong bill of lading costs
Carriers can reweigh and inspect freight at the terminal. When the numbers do not match the BOL, they rebill at the right class and weight and add a fee from their rules tariff. These are the fees in four national carriers' current tariffs:
| Carrier | When it applies | Fee |
|---|---|---|
| XPO | Inspection corrects density, class, cubic capacity or lineal feet and the linehaul goes up | $50.70 on top of the new charges |
| Saia | Reweigh or inspection changes the weight or class | $44 per occurrence; $38 to weigh a BOL with no weight |
| R+L Carriers | Inspection reclassifies and the charges change by $10 or more | $40 per shipment |
| Estes | Reweigh finds 100 lb or more over the BOL weight | $25, plus a $20 charge for a missing or wrong weight and $20 for a vague description |
The fee is the small part. The bigger cost is the rebill itself: a shipment moved up two classes pays the higher rate on every pound. Each carrier's rules are on its page: XPO, Saia, R+L and Estes.
Before you hand the BOL to the driver
- The piece count on the BOL matches what is on the dock.
- Every weight comes from a scale, with the pallet included.
- Each line has a plain description, its NMFC item and its class.
- Every service the delivery needs is booked on the BOL.
- The freight terms (prepaid, collect or third party) match the purchase order and its FOB terms.
- The driver signs, and you keep a copy.
Getting the numbers right before you book also makes quotes match the invoice. The freight quote builder collects the same details a BOL asks for, so you can send every carrier one complete request.
Bill of lading FAQ
What is a bill of lading?
The document a shipper and a carrier use when freight is picked up. It is the carrier's receipt for the goods, the contract for the move and, for some shipments, the document of title. The NMFTA describes it in exactly those three roles.
What information must be on a bill of lading?
For interstate freight, 49 CFR 373.101 requires the names of the shipper and receiver, the origin and destination, the number of packages, a description of the freight, and its weight, volume or size when that affects the rate. LTL carriers also need the freight class and NMFC item to price it.
Does a bill of lading need the freight class?
For LTL freight, yes in practice. The class and NMFC item set the rate, so carriers expect them on the BOL. The NMFTA lists the NMFC code among the things a bill of lading should include.
Who fills out the bill of lading?
Usually the shipper, or a broker or 3PL for the shipper, before pickup. The NMFTA notes that forms come from the carrier or a logistics provider, or can be downloaded. The driver signs it at pickup.
What is a straight bill of lading?
A non-negotiable bill of lading: the goods go to the receiver named on it and the document cannot be used to transfer them to someone else. The NMFTA defines it that way.
How long are bills of lading kept?
Federal record rules (49 CFR part 379) have carriers keep copies of bills of lading for 1 year. Shippers often keep theirs longer for claims and audits.