Shipping freight shouldn’t feel like a paperwork maze. Yet for many businesses, missing or incorrect documents are the biggest reasons for delays, reclassification fees, and shipment holds.
With the right documentation checklist (especially a properly completed Bill of Lading) you can avoid surprises, protect your cargo, and make every delivery smoother.
Below is a complete breakdown of the essential freight shipping documentation for LTL and FTL freight, using best practices from industry leaders like GoShip.
What Is a Bill of Lading (BOL) and Why It’s Critical
The Bill of Lading serves three vital functions:
- It acts as a legal contract between the shipper (you), the carrier, and the consignee
- It serves as the receipt of the goods, providing proof that the carrier has received the freight
- It functions as a document of title to the goods, meaning the BOL holder has the legal right to claim, transfer, or release the cargo
Because of these roles, filling out the BOL with complete accuracy is non-negotiable. Small mistakes can lead to delays, extra costs, or even legal issues.
What Information Must a BOL Include
Every Bill of Lading should contain the following information:
- Shipper (sender) name and full address
- Receiver/Consignee name and full address
- Shipment date
- Number of shipping units (pallets, cartons, crates, etc.)
- Freight classification (or freight class)
- Exact weight of the shipment (for multiple units, weight per item must be listed)
- Type of packaging (cartons, pallets, skids, drums, etc.)
- A clear description of the items, including material type and common name
- Any PO or special account numbers used for order tracking between businesses
- Special instructions for the carrier (e.g., liftgate, delivery appointment, handling instructions)
- Whether freight is hazardous (if applicable under DOT regulation)
- Declared value of freight (if required)
In many cases, online freight platforms allow you to complete the BOL digitally, which reduces time and increases accuracy. These systems can flag missing or incomplete fields before submission, helping you avoid costly mistakes.
Recommended Additional Documentation (When Needed)
Beyond the BOL, especially for certain shipments (e.g., international freight, hazardous materials, insured cargo), consider these documents:
Packing List: Details what’s inside each unit (items, quantities, weights, packaging type). Useful for carriers and claims processing.
Commercial Invoice: Required for cross-border shipments. Lists value, country of origin, description of goods, Incoterms, and shipper/consignee information.
Certificate of Origin: May be required by the destination country or under specific trade agreements.
Hazardous Materials (HazMat) Documentation: Mandatory if cargo is regulated. You must declare the material, UN number, hazard class, packaging group, and emergency contact information.
Insurance and Claims Documentation: Insurance certificates, pre-shipment photos of cargo and packaging, serial numbers or SKUs, and carrier communications. Essential if you need to file a claim.
These additional documents help ensure regulatory compliance, facilitate customs clearance or claims, and protect your cargo.
How to Simplify Your Documentation Process
Digitizing and automating document management brings clear advantages. Here are some recommendations:
- Use an online platform that automatically generates the BOL
- Save “shipping profiles” (shipper/consignee/address/packaging details) to reuse without rewriting everything each time
- Always ensure weight and dimensions are correct and match reality
- Upload and store all related documents (packing list, invoice, certificate of origin, etc.) in the same system for easier internal audits, claims processing, and shipment history tracking
- Carefully review each field before confirming the BOL to avoid errors that could lead to delays or extra costs
- Enable shipment tracking to monitor your freight in real-time and keep customers informed
With this approach, you can reduce errors, speed up pickup and delivery, and keep your operation organized and professional.
Quick Reference: Essential Shipping Documents
Bill of Lading (BOL): Always required. Serves as contract, receipt, and title of ownership for cargo.
Packing List: Recommended for all shipments. Details exact contents, useful for inventory control and claims.
Commercial Invoice: Required for international shipments for customs and billing purposes.
Certificate of Origin: Required if mandated by the destination country or for trade agreements.
HazMat Documentation: Required if cargo is hazardous or regulated under DOT guidelines.
Insurance and Claims Docs: Recommended if you insure cargo or want to be prepared for potential issues. Include photos, declared values, and all carrier communications.
The Benefits of Proper Documentation and Tracking
Beyond avoiding delays and fees, maintaining complete and accurate shipping documentation offers several key advantages:
Enhanced Visibility: Tracking your shipment provides real-time updates on cargo location and estimated delivery times, giving you and your customers peace of mind.
Better Customer Experience: When customers can monitor their orders from pickup to delivery, satisfaction increases dramatically. Transparency builds trust and reduces support inquiries.
Operational Efficiency: Digital documentation systems eliminate manual paperwork, reduce errors, and free up your team to focus on core business activities rather than chasing missing forms or correcting mistakes.
Using a proper freight documentation checklist with a correctly filled BOL as the cornerstone isn’t optional. It’s essential to ensure your cargo moves without issues. When documentation is done right with accurate and complete data, you minimize errors, delays, and extra costs.Ready to streamline your shipping process? Get a free quote from GoShip and experience the ease of automated documentation, competitive rates, and reliable LTL freight shipping services. Your bottom line will thank you.