When you’re planning an LTL or FTL shipment, you’re probably thinking about cost, speed, and making sure everything arrives in one piece. But there’s one step that can make or break your shipment and it often gets overlooked: the paperwork.
At GoShip, we know documentation isn’t the most exciting part of the process, so we’re here to make it simple, useful, and (yes) a bit more enjoyable to deal with.
Why Documentation Matters
Because without it, your freight doesn’t move. Period.
Documentation is more than just a formality. It serves three critical functions:
Payment Guarantee: Your shipping documents confirm that goods were delivered correctly, ensuring you and other supply chain members receive payment without issues.
Cargo Safety: Proper documentation records the original condition of items before transport, making it easier to file insurance claims if damage occurs.
Supply Chain Control: Well-organized paperwork helps carriers know exactly what they’re moving and speeds up inspections, making the entire process smoother.
The Must-Have Documents for LTL & FTL Shipping
1. Bill of Lading (BOL)
This is your shipping contract. It includes all the key details: what you’re shipping, where it’s going, how it’s packaged, how much it weighs, and who’s involved. A missing or inaccurate BOL can lead to delays, extra fees, or misdeliveries.
2. Packing List
Think of this as your shipment’s checklist. It describes the items inside each box or pallet and helps everyone, carriers, receivers, warehouse teams, keep track of what’s in the load.
3. Commercial Invoice
Required for international shipments, this document includes the declared value of your goods for customs calculations. For domestic shipments, you’ll receive a freight bill (carrier’s invoice) that reflects the final shipping cost based on your BOL details and any additional services. Always review this carefully discrepancies can lead to unexpected charges.
5. Proof of Delivery (POD)
Signed at delivery, this document confirms the shipment was received and whether it arrived in good condition. It’s your best friend if you ever need to file a claim.
6. Hazmat Documentation (if applicable)
Shipping batteries, chemicals, or other regulated items requires a Safety Data Sheet (SDS) with detailed descriptions of dangerous items and handling requirements. You’ll also need proper hazard declarations, identification numbers, and packaging specifications. This documentation is non-negotiable for safety and legal compliance.
Want an Accurate LTL Quote? Here’s What You Need
One of the biggest mistakes shippers make is requesting a quote without providing full, accurate information. Here’s how to get a spot-on rate with GoShip:
- Double-check your freight’s dimensions and weight.
- Include all pickup and delivery details.
- Be upfront about any accessorial services (e.g., liftgate, residential delivery).
- Know your freight class or let us help you find the right one.
Accurate information means accurate pricing. It’s that simple.
What If Something Goes Wrong?
It happens. A box gets damaged. Something’s missing. The key is knowing what to do next and having your paperwork ready.
If you need to file a claim, you’ll typically need:
- Photos of the damage (ideally before and after delivery).
- A copy of the BOL.
- The signed POD.
- A description of the issue and value of the item(s).
In most cases, freight claims must be submitted within 9 months of delivery. The sooner, the better. And yes, keep everything organized and accessible.
Ditch the Paper, Go Digital
No more digging through drawers or losing printed forms. With cloud tools and digital PDFs, you can store, update, and send your shipping documents easily. Even better: platforms like GoShip allow you to centralize the entire shipping process documents included.
Bottom Line
Freight documentation might not be glamorous, but it’s essential. It keeps your LTL or FTL shipments moving smoothly, protects your bottom line, and gives you control over your logistics.
At GoShip, we’re here to make the entire shipping process easier from quoting and booking to paperwork and delivery. So you can spend less time on logistics and more time growing your business.Ready to streamline your freight shipping? Get your instant quote today and experience hassle-free shipping with expert documentation support.