Free Bill of Lading Template

What a bill of lading does

A bill of lading (BOL) does three jobs at once. It is the carrier's receipt for the goods: federal law requires a motor carrier to issue a receipt or bill of lading for property it receives for transportation, and the carrier is liable under that document for loss or injury to the goods. It is the contract of carriage, naming the parties, the freight and who pays. And it says who may claim the goods: the carrier must deliver the goods covered by a nonnegotiable bill to the consignee named on it.

For a motor carrier, the regulation sets a minimum list: the names of consignor and consignee, origin and destination, the number of packages, a description of the freight, and its weight, volume or measurement where that sets the rate. Carriers add their own fields on top (PRO number, SCAC, freight class, hazmat column, signature lines), and this template carries all of them.

What goes on a straight bill of lading

• Shipper and consignee

  The consignor (who ships) and the consignee (who receives), each with address, a contact and a phone number the driver can call at the dock.

• Third-party bill to

  When a broker, a customer's parent company or a 3PL pays the freight, their name and address go in the bill-to block and the freight terms say "third party".

• Carrier, SCAC and PRO

  The carrier's name and its four-letter SCAC code; the PRO number is the carrier's own tracking number, often added at pickup. Trailer and seal numbers if you have them.

• BOL number, date and references

  Your BOL number (the template suggests BOL, the date and a count), the pickup date, the customer's PO numbers and any other reference the consignee's receiving dock will look for.

• Freight charge terms

  Prepaid (the shipper pays the carrier), collect (the consignee pays) or third party. A COD amount if the driver is to collect payment for the goods.

• Commodity lines

  Per line: how many handling units and of what kind (pallet, box, crate, drum, bundle), how many packages are on them, the weight in pounds, a hazmat flag, a description the carrier can rate, the NMFC item number and the freight class.

• Special instructions

  Liftgate, appointment required, call before delivery, limited access, residential: the extras that cost money when they are a surprise.

• Signatures

  The shipper signs the bill; the driver signs it at pickup, which makes it your receipt; the consignee signs at delivery, noting any shortage or damage before signing.

Tips for a BOL the driver signs without a question

• Weigh the pallet, do not guess

  Carriers reweigh. A weight that turns out higher at the terminal becomes a reweigh fee and a new rate. Scale the handling unit with its pallet and wrap.

• Get the class from density

  Freight class comes from the NMFC item for the commodity, often by density. Work it out from the pallet's weight and dimensions before you print, not after the invoice arrives.

• Say who pays the freight

  Prepaid, collect or third party, and the bill-to address when it is a third party. A blank here is the commonest reason an invoice goes to the wrong company.

• Put the PO number on it

  The consignee's receiving dock matches the shipment to a purchase order. Their PO number on the BOL is what gets the pallet accepted and your invoice paid.

• Keep the signed copy

  The driver's signature at pickup is your receipt. Keep that copy: it is what a loss or damage claim is made under.

• Note damage before signing

  On the receiving side, write shortages and visible damage on the bill before the consignee signs. A clean signature says the freight arrived in good order.