A bill of lading (BOL) is the shipping document that goes with a load from pickup to delivery. It describes the freight, names the shipper and the receiver, and acts as the shipper’s receipt that the carrier took the goods, and once the receiver signs it, it becomes the proof of delivery.
The rate confirmation tells you what the carrier gets paid. The BOL shows what was actually loaded and delivered. As a dispatcher, you will ask for it on almost every load, because the carrier usually cannot get paid without a clean, signed copy.
Key takeaways
- The BOL is the paper trail for the freight itself: what it is, how much, where it came from and where it went.
- The shipper and the driver sign it at pickup. The receiver signs it at delivery.
- The signed delivery copy is the proof of delivery (POD) that goes with the carrier’s invoice.
- Any damage, shortage or problem should be written on the BOL before anyone signs.
- Check that the BOL matches the rate confirmation: weight, pieces, commodity and addresses.
What is a bill of lading in trucking?
A bill of lading is a document between the shipper and the motor carrier for one shipment. It does three jobs at once.
- A receipt. When the driver signs it, the carrier confirms it received the freight described on it.
- A record of the terms of carriage. It names the shipper, the receiver (also called the consignee) and the freight being moved.
- A record of what happened. Notes made at pickup and delivery, like damage or missing pallets, stay on it and follow the load.
The shipper usually prepares the BOL, not the broker or the dispatcher. On brokered loads, the broker’s details often appear on it too, as the party arranging the shipment.
What information is on a bill of lading?
Layouts change from shipper to shipper, but most BOLs carry the same core details.
| Field | What it shows | What the dispatcher checks |
|---|---|---|
| BOL number | The shipper’s ID for this shipment | The driver sends it to you, since it goes on the invoice |
| Shipper | Name and address of the pickup location | It matches the pickup on the rate confirmation |
| Consignee | Name and address of the receiver | It matches the delivery on the rate confirmation |
| Reference numbers | PO, pickup and load numbers | The broker’s load number is there or noted by the driver |
| Pieces or pallets | How many handling units were loaded | The driver’s count matches, or a note explains why not |
| Weight | Total weight of the freight | It fits the truck and is close to what the broker quoted |
| Description | What the freight is, plus freight class on LTL loads | It is the commodity you booked, and the carrier can haul it |
| Hazmat details | Hazardous materials information, if any | No surprise hazmat on a load booked as general freight |
| Seal number | The number on the trailer seal, if sealed | The number on the paper matches the seal on the door |
| Special instructions | Temperature, handling or delivery notes | Reefer settings match the rate confirmation |
| Signatures | Shipper, driver, and later the receiver | Every signature and date is there and readable |
What are the main types of bill of lading?
Most truckload freight in the US moves on a straight bill of lading. It is worth knowing the names you may see.
- Straight bill of lading: non-negotiable. The freight goes to the named consignee. This is the most common type for domestic truck freight.
- Order bill of lading: negotiable. Ownership of the goods can be transferred by passing the document. It shows up more in international and some financed shipments.
- Short form and long form: the long form prints the full terms of carriage on the document. The short form refers to terms kept elsewhere.
- Master and house BOLs: used when several smaller shipments are grouped together, as in some LTL and freight forwarding moves.
For a new dispatcher, the type matters less than the content. Read what is on it and make sure it matches the load you booked.
What should the driver check before signing the BOL?
The driver should check the count, the condition and the seal before signing, because the signature says the carrier received what is written. If something is wrong and the driver signs anyway, it is much harder for the carrier to dispute a claim later.
- Count the freight if the shipper allows it. If the driver cannot watch the loading or count it, the BOL should say “shipper load and count” (often written SLC or SL&C).
- Look at the condition. Crushed boxes, leaning pallets or wet packaging should be noted on the BOL.
- Match the seal number to the seal on the trailer doors.
- Check the weight and commodity against what you told the driver.
- Take photos of the loaded trailer and the signed BOL, and send them to you.
The same goes at delivery. If the receiver finds damage or a shortage, it is written on the BOL as an exception before the receiver signs. That note is often called an OS&D note, for over, short and damaged.
A worked example
This is an example scenario only.
Your driver picks up a dry van load booked as 24 pallets of bottled water. The BOL the shipper prints says 24 pallets. The driver counts while the forklift loads and gets 22.
The driver calls you before signing. You tell the driver to ask the shipping clerk to recount. The clerk agrees there are 22, corrects the BOL to 22 and initials the change. The driver signs, takes a photo of the corrected BOL, and you email the broker so it knows the count changed.
At delivery, the receiver counts 22 and signs with no exceptions. Without that correction, the receiver could have reported two pallets short, and the carrier could have faced a claim for freight it never received.
How does the BOL help the carrier get paid?
The signed delivery copy of the BOL is the proof of delivery the broker needs before it pays. Most brokers ask for the rate confirmation, the signed POD and any lumper receipts with the invoice.
A good habit is to have the driver photograph the signed BOL before leaving the receiver and send it to you right away. You can then invoice the same day instead of waiting for paper copies. Our guide on what a rate confirmation is explains how the two documents work together, and our post on what a truck dispatcher does each day shows where paperwork fits in a normal shift.
This is general information, not legal advice. Hazmat loads have extra shipping paper rules, so check the current federal requirements, including FMCSA guidance, before booking one.
Frequently Asked Questions
Who creates the bill of lading?
The shipper usually prepares it and has it ready at pickup. The carrier’s driver signs it once the freight is loaded.
Is a bill of lading the same as a proof of delivery?
Not quite. The BOL is the shipping document. Once the receiver signs and dates it at delivery, that signed copy serves as the proof of delivery.
Can a driver refuse to sign a bill of lading?
A driver can refuse to sign until errors are fixed or exceptions are noted. The driver should call the dispatcher first so the broker can be told right away.
How long should a carrier keep bills of lading?
Carriers keep shipping records for billing, claims and audits. Check FMCSA and your tax advisor for the current record-keeping periods that apply to your carrier.
Learn the paperwork side of dispatching
The Dispatcher 101 course walks through the work on a load from booking to getting paid, and students on both plans can ask Joe Piazza about a real BOL through 1-on-1 mentorship. You can try a lesson first in the free sample preview, and when you are ready to book a practice load, our free Dispatch Your First Load tool walks you through it.
