Table of Contents
- What Is a Bill of Lading (BOL)?
- What Is a BOL Used For in LTL Freight?
- What Are the Types of Bills of Lading?
- How Do You Fill Out a Bill of Lading?
- What’s the Difference Between a BOL, a Freight Bill and a POD?
- Who Provides the BOL, and When?
- Need a Blank One? Grab the Free Template
- Frequently Asked Questions
Q: What is a bill of lading and how do I fill one out? → A: A bill of lading (BOL) is the legal document that travels with an LTL freight shipment. It does three jobs at once — it is the carrier’s receipt for your goods, the contract of carriage that sets the terms of the move, and (for one type) a document of title. To fill one out, you complete the ship-from and ship-to addresses, the freight-charge terms, the carrier details, and a line for every handling unit listing pieces, package type, weight, NMFC number and freight class.
If you have ever booked a pallet and been asked to “hand the driver a BOL,” this is the document. Master the bill of lading and the rest of LTL gets a lot less intimidating — the same handful of fields drives your rate, your liability and your ability to file a claim. This guide covers what a bill of lading is, the three main types, what every field means, and exactly how to fill one out for a less-than-truckload shipment.
Key Takeaways
- A bill of lading is a legal document that acts as a receipt, a transport contract and — for negotiable versions — a title document.
- Every LTL freight shipment needs one; the carrier will not move the pallet without it.
- The three main types are the straight (non-negotiable) BOL, the order (negotiable) BOL, and the retail-standard VICS BOL.
- The fields that decide your price are pieces, weight, NMFC number and freight class — get them right to avoid a re-bill.
- The BOL is created before pickup; the freight bill (invoice) and the proof of delivery come later.
What Is a Bill of Lading (BOL)?
A bill of lading is a legally binding document issued between a shipper and a carrier that details the type, quantity and destination of the goods being transported. The bill of lading meaning comes straight from those functions: it is proof that the carrier received your freight in the stated condition, it is the written agreement covering how that freight will be moved, and it can serve as evidence of who owns the goods in transit.
In practical terms, the BOL is the master record for a single freight shipment. It is signed at pickup, rides with the load, and is signed again at delivery. Because it is the legal backbone of the move, its accuracy matters more than almost any other piece of paperwork in the process — the numbers on it flow directly into your invoice and into any claim you might file later.
The Three Jobs of a BOL
- Receipt of goods: the carrier’s signature confirms it took possession of the freight described, in the piece count and condition listed.
- Contract of carriage: it sets — or references — the terms, liability limits and charge responsibility for the shipment.
- Document of title: a negotiable BOL can control who is legally entitled to take delivery of the goods.
What Is a BOL Used For in LTL Freight?
In less-than-truckload shipping, where your pallet shares a trailer with other shippers’ freight, the bill of lading is the single document that keeps your shipment accountable across every terminal it passes through. It is what the pickup driver scans, what the dock workers cross-check when they transfer your freight, and what the consignee signs to close the loop.
The BOL is also where the pricing-critical details live. Your LTL freight rate is built from the piece count, weight and freight class written on the BOL, so an error here is not just paperwork — it changes what you pay. If a carrier inspects the load and the details do not match, it can reclassify and re-bill the shipment. Getting the class right the first time (see how to determine freight class) is the best defense against surprise adjustments.
What a BOL is used for, at a glance:
- Authorizing and documenting the pickup of your freight
- Communicating handling instructions and any accessorial needs to the carrier
- Feeding the rated charges on your invoice (pieces, weight, class)
- Establishing the paper trail you need to file a loss or damage claim
- Serving as proof of delivery once the consignee signs it
Mini Q&A:
Q: What is a BOL number?
A: The BOL number is the unique identifier assigned to the bill of lading so every party can reference the same shipment. It is different from the carrier’s PRO number, which the carrier assigns for its own internal tracking.
Q: Is a bill of lading required for every LTL shipment?
A: Yes. A carrier will not take custody of freight without a BOL, because it is the legal receipt and contract for the move.
What Are the Types of Bills of Lading?
Not every bill of lading is the same document. The type you use depends on how title to the goods transfers and, sometimes, on the industry you ship into. Three types cover the vast majority of LTL freight.
Straight Bill of Lading (Non-Negotiable)
A straight bill of lading consigns the goods to one specific, named consignee and cannot be transferred to anyone else by endorsement. It is the most common form for standard LTL shipments — especially prepaid moves where the goods have already been paid for and simply need to reach the buyer. The carrier delivers to the named party, and no title changes hands in transit.
Order Bill of Lading (Negotiable)
An order BOL — made out “to the order of” a party rather than to a fixed consignee — is negotiable, meaning title to the goods can be transferred by endorsing the document while the freight is still moving. This form is used when payment is tied to delivery, such as cash-on-delivery arrangements or shipments financed under a letter of credit. Whoever holds the properly endorsed original is entitled to take the goods, so these BOLs must be handled carefully.
VICS Bill of Lading
The VICS BOL is a standardized format created by the Voluntary Interindustry Commerce Solutions association (now part of GS1 US) and widely required by large retailers for inbound LTL freight. It builds the retailer’s routing needs into the form — purchase order numbers, carton counts and department detail — so goods flow cleanly into a big-box distribution network. If you supply major retail chains, expect to complete a VICS-format BOL.
Other Forms You May See
- Uniform Straight Bill of Lading: the standardized industry template most LTL carriers accept as a default straight BOL.
- Government Bill of Lading (GBL): used for freight moving on behalf of a federal agency.
Mini Q&A:
Q: What’s the difference between a straight and an order bill of lading?
A: A straight BOL is non-negotiable and delivers to one named consignee; an order BOL is negotiable, so title can transfer by endorsement while the goods are in transit.
How Do You Fill Out a Bill of Lading?
Filling out a bill of lading is a matter of working through the form section by section. Below is a field-by-field walkthrough of a standard LTL BOL. Complete every applicable box — blanks and guesses are what trigger re-bills and delays.
1. Shipper (Ship From)
Enter the full origin name, street address, city, state and ZIP, plus a contact name and phone. Add any pickup reference or shipper number your dock uses. This is where the carrier arrives, so accuracy prevents missed pickups.
2. Consignee (Ship To)
Enter the destination name and full address with a contact and phone. Note whether the location is residential or limited-access and whether a delivery appointment is required — these drive accessorial charges and should never be a surprise at delivery.
3. Third-Party Bill-To
If a party other than the shipper or consignee is paying the freight charges, complete the bill-to block with that company’s name and address. Leave it blank for straightforward prepaid or collect moves.
4. Freight Charge Terms
Mark the shipment Prepaid (shipper pays), Collect (consignee pays) or Third-Party. This one checkbox decides who receives the invoice, so confirm it against your agreement before the driver leaves.
5. Carrier Details
Record the carrier’s name and, where the form provides for it, the SCAC (Standard Carrier Alpha Code), trailer number and PRO number. The PRO number is the tracking reference you will use to follow the shipment — see LTL tracking.
6. Handling Units, Pieces and Package Type
List the number of handling units (for example, pallets) and the number of packages on each, along with the package type — pallet, skid, carton, crate or drum. The distinction matters: a handling unit is what the carrier moves as one piece, while packages are the individual cartons on it.
7. Weight
Enter the actual scale weight of each line and the total. Estimating is risky — carriers routinely re-weigh freight, and a discrepancy is a common cause of re-billing.
8. NMFC Number and Freight Class
For each commodity, list its description, its NMFC (National Motor Freight Classification) item number and its freight class. Class is what most directly moves your rate, so verify it rather than copying an old BOL — density-based classifications can change with dimensions.
9. Dimensions
Record length, width and height for each handling unit. Dimensions confirm density-based class and help the carrier plan trailer space; many carriers now require them.
10. Special Instructions
Use this section for anything the carrier must know: liftgate needed, inside delivery, appointment required, “this side up,” or hazardous-materials details with the proper HM markings. If your freight is high value, this is also where declared-value or excess-liability arrangements are noted — and where you should be thinking about LTL insurance.
11. C.O.D. Amount
If the shipment is cash-on-delivery, enter the C.O.D. amount to collect and specify who pays the C.O.D. fee. Leave blank if not applicable.
12. Signatures
The shipper signs to certify the description is accurate and properly prepared; the driver signs to acknowledge receipt of the freight and piece count. Keep a signed copy — it is your proof the carrier took the goods.
Mini Q&A:
Q: What is the most important field on a bill of lading?
A: There is no single one, but pieces, weight, NMFC number and freight class together determine your rate and are the fields most likely to trigger a re-bill if wrong — so double-check them.
What’s the Difference Between a BOL, a Freight Bill and a POD?
These three documents are easy to confuse because they describe the same shipment at different stages. Here is how bill of lading vs freight bill — and the proof of delivery — actually break down.
| Document | Created | What it is |
|---|---|---|
| Bill of Lading (BOL) | Before pickup | The receipt and contract for the move; lists pieces, weight and class |
| Freight Bill | After transport | The carrier’s invoice showing the final rated charges you owe |
| Proof of Delivery (POD) | At delivery | The signed delivery receipt confirming the consignee received the goods |
In short: the BOL starts the shipment and defines its terms, the freight bill is how the carrier gets paid for it, and the POD — usually the delivery copy of the BOL, signed by the consignee — closes it out and becomes the evidence you rely on for any claim.
Who Provides the BOL, and When?
The shipper is responsible for preparing the bill of lading — either by completing a blank standard form, generating it from a shipping platform or TMS, or having a freight broker produce it. The completed BOL is then handed to the driver at pickup, where the driver signs it and takes a copy, the shipper keeps a copy, and additional copies travel with the freight to the consignee.
When you book LTL through a broker or platform, the BOL is typically generated for you from the shipment details you entered, which removes most of the manual data-entry risk. Book LTL across 22+ carriers and your BOL is generated for you — get a freight quote.
Mini Q&A:
Q: Who signs the bill of lading?
A: The shipper signs to certify the shipment details, and the carrier’s driver signs to acknowledge receipt at pickup; the consignee signs the delivery copy to create the proof of delivery.
Need a Blank One? Grab the Free Template
If you are shipping today and just need a clean form to fill in, start with our free bill of lading template. It gives you a standard, carrier-ready straight BOL laid out with every field covered above, so you can print it, complete it and hand it to the driver without guessing at the format.
Pair the template with the walkthrough on this page — fill it out field by field, confirm your class and weight, and your paperwork will be ready before the pickup window opens.
Frequently Asked Questions
What is a bill of lading in simple terms?
A bill of lading is the legal document that goes with a freight shipment. It works as the carrier’s receipt for your goods, the contract that sets the terms of the move, and — for negotiable versions — proof of who owns the goods. Every LTL shipment needs one.
What does BOL stand for?
BOL stands for bill of lading. “Lading” is an older word for loading or cargo, so a bill of lading is literally a document itemizing the loaded goods being carried.
How do you fill out a bill of lading?
Complete the ship-from and ship-to addresses, mark the freight-charge terms (prepaid, collect or third-party), add the carrier and PRO details, then list each handling unit with its pieces, package type, weight, NMFC number, freight class and dimensions. Add special instructions, any C.O.D. amount, and sign it.
What is the difference between a bill of lading and a freight bill?
The bill of lading is created before pickup and is the receipt and contract for the shipment. The freight bill is the carrier’s invoice, generated after the move, showing the final rated charges. One authorizes the shipment; the other collects payment for it.
Is a bill of lading proof of delivery?
The delivery copy of the BOL, once signed by the consignee, serves as the proof of delivery (POD). It confirms the goods arrived and in what condition, which is why you should note any damage on it before signing.
What is a straight bill of lading?
A straight bill of lading is a non-negotiable BOL consigned to one specific named party. Title cannot be transferred by endorsement, which makes it the standard choice for prepaid LTL shipments where the goods are simply being delivered to a known buyer.
Who is responsible for the bill of lading?
The shipper prepares the BOL and certifies that its contents are accurate. It is then signed by the carrier’s driver at pickup and by the consignee at delivery, so all three parties interact with the same document across the shipment.
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Part of our Freight Class & Documentation guide. Related: How to Ship LTL Freight, LTL Freight Quote.
