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Bill of Lading Guide:
What It Is & How to Use It

The Bill of Lading is the most important document in freight shipping. Every LTL shipment requires one — and errors on your BOL can lead to reclassification charges, delayed freight, and denied claims. Here's everything you need to know.

What Is a Bill of Lading?

A Bill of Lading (BOL or B/L) is a legally binding document that serves as a contract between the shipper and the carrier for the transportation of freight. It's simultaneously a receipt for goods (confirming the carrier received the shipment), a contract of carriage (defining the terms of transport), and a title document (establishing ownership during transit).

Every LTL shipment must have a BOL. Without one, a carrier can legally refuse to pick up your freight. The BOL travels with the shipment from pickup to delivery, and the consignee signs it upon receipt — that signed BOL is your proof of delivery.

Free BOL generator: Need to create a Bill of Lading right now? Use our free online BOL generator — fill in your shipment details and download a carrier-ready PDF in minutes.

Every Field on the BOL Explained

Shipper (From)
The company or individual sending the freight. Include full legal name, complete street address, city, state, ZIP, and a contact phone number. Tip: Use the physical pickup address, not a P.O. Box.
Consignee (To)
The company or individual receiving the freight. Same fields as shipper. Tip: Always include a delivery contact name and phone number — carriers use this to schedule delivery appointments.
Bill To / Third Party
The party responsible for paying the freight charges if different from shipper or consignee. Leave blank if the shipper or consignee is paying. Tip: Prepaid = shipper pays; Collect = consignee pays; Third Party = someone else pays.
BOL Number
Your unique reference number for tracking and internal records. Can be your order number, PO number, or any identifying number. The carrier will also assign their own PRO number at pickup.
PO / Reference Numbers
Additional reference numbers for the consignee, your customer, or internal tracking. Optional but helpful for matching deliveries to orders. Include up to 3–4 reference numbers if needed.
Number of Pieces
Total count of handling units — pallets, skids, cartons, or pieces. Critical: This is what the driver counts at pickup. If the delivered count doesn't match, the consignee can note a shortage on the delivery receipt.
Description of Goods
What you're shipping — be specific. "Machine parts" is better than "parts." "Automotive brake components" is better than "auto parts." Vague descriptions give carriers grounds to reclassify your freight.
NMFC Item Number
The National Motor Freight Classification item number for your commodity. Not always required but helps prevent reclassification disputes. Look up your item at the NMFTA's official NMFC lookup.
Freight Class
Your shipment's NMFC class (50–500). Critical: This directly determines your rate. An incorrect class means reclassification charges. Use our Freight Class Guide to verify yours.
Weight
Total gross weight of the shipment including pallet and all packaging. Critical: Carriers weigh freight at the terminal. If actual weight exceeds BOL weight by more than 10%, expect a reweigh charge. Always include pallet weight.
Dimensions
Length × Width × Height of each handling unit in inches. Required for density-based classification and for calculating dimensional weight. Measure to the outermost point including shrink wrap.
Declared Value
The value you declare for carrier liability purposes. If left blank, carrier liability defaults to the tariff limit (often $0.10–$25/lb depending on class). Declaring a higher value increases liability — and rate. Consider freight insurance for high-value shipments instead.
Special Instructions
Any handling notes — "This Side Up," "Do Not Stack," fragile, temperature considerations, or delivery instructions. Note any required accessorials here as well (liftgate, appointment, inside delivery).
Hazardous Materials
If shipping hazmat, this section must include: proper shipping name, hazard class, UN/NA number, packing group, and emergency contact number. Hazmat shipments require special BOL formatting and carrier pre-approval.
Shipper Signature
Your signature certifies that the freight is accurately described, properly packaged, and legal to ship. Important: By signing, you accept the carrier's tariff terms including liability limits.

Common BOL Mistakes to Avoid

  • Wrong freight class — the most expensive mistake. Carriers will reclassify and bill the difference plus a fee.
  • Understated weight — carriers re-weigh at terminals. If actual weight is significantly more than stated, expect a reweigh charge plus rate adjustment.
  • Vague commodity description — "miscellaneous goods" or "parts" gives carriers grounds to apply the highest applicable class.
  • Missing delivery contact — without a phone number on the BOL, carriers can't schedule appointments, leading to delays and potential storage charges.
  • Wrong piece count — if your BOL says 4 pallets and the driver picks up 5, you'll be billed for 5. Count carefully before pickup.
  • No special instructions for fragile freight — if handling instructions aren't on the BOL, carriers have no obligation to follow them and your claim may be weakened if damage occurs.
  • Forgetting to include accessorials — liftgate, residential, and inside delivery should be listed in special instructions so the driver arrives prepared.
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Straight BOL vs. Order Notify BOL

Straight Bill of Lading

The most common type used in LTL freight. Freight is consigned directly to the named consignee — it's non-negotiable, meaning it can't be transferred to another party during transit. The consignee doesn't need to present the original BOL to receive the freight.

Order Notify (Negotiable) Bill of Lading

Used in international trade and some domestic transactions where freight ownership may change hands during transit. The consignee must present the original BOL to take possession. Rarely used in standard domestic LTL shipping.

For standard LTL shipping: Use a Straight Bill of Lading. Order Notify BOLs are for specialized trade transactions and add unnecessary complexity to domestic shipments.

Frequently Asked Questions

Who creates the Bill of Lading?

Typically the shipper — the company or individual sending the freight. Some carriers provide their own BOL forms, but a shipper-prepared BOL is equally valid as long as it contains all required fields. Use our free BOL generator or your broker's platform to create one.

How many copies of the BOL do I need?

Standard practice is three copies: one for the shipper (your records), one for the carrier (travels with the freight), and one for the consignee (signed at delivery as proof of receipt). If using a third-party billing arrangement, make a fourth copy for the billing party.

What is a PRO number and how is it different from a BOL number?

The BOL number is assigned by the shipper. The PRO number (Progressive Rotating Order) is assigned by the carrier at pickup — it's their internal tracking number. Both identify your shipment, but the PRO number is what you'll use most often when tracking with the carrier or filing a claim.

Can I make corrections to a BOL after pickup?

Minor corrections can be made with carrier approval before the freight reaches the destination terminal, but any changes after pickup require carrier authorization and may result in additional charges. This is why accuracy at the time of booking is critical — corrections after the fact are slow and sometimes costly.

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