A single error on a Bill of Lading can cost your business hundreds of dollars in reclassification fees, delay your shipment by days, or get a freight claim denied outright. For small and mid-size shippers, those aren’t minor inconveniences. They’re margin erosion and cash flow problems that compound over time.
This guide covers how to complete a BOL correctly, what fields matter most, and what happens when something goes wrong.
What Is a Bill of Lading?
A Bill of Lading is a legally binding document governed by federal transportation law, specifically 49 U.S.C. Chapter 137, which establishes the rights and obligations of shippers and carriers. It functions simultaneously as a receipt for the goods, a contract of carriage, and a document of title.
Every LTL and truckload shipment moving within the U.S. requires one. The carrier will not accept freight without it, and the consignee cannot take legal possession of the goods without a properly completed BOL.
Step-by-Step: How to Fill Out a Bill of Lading
- Enter shipper details. Full legal name, street address, city, state, ZIP, and a direct contact number. Incomplete shipper information can delay carrier acceptance.
- Enter consignee details. Same level of detail required. A wrong ZIP code alone can trigger a failed delivery attempt, and redelivery fees in LTL typically range from $75 to $250 per occurrence.
- Write an accurate freight description. Vague entries like “merchandise” or “parts” are flagged by carriers and may result in cargo being held. Describe the commodity specifically: “stainless steel valves, 6 pallets, shrink-wrapped.”
- Enter weight and dimensions per piece. Carriers reweigh shipments at the dock. Industry data shows that roughly 20% of LTL shipments are subject to a reweigh or re-measurement audit. Discrepancies result in fees and revised invoices billed after delivery.
- Determine freight class. Freight class is assigned by the NMFTA (National Motor Freight Traffic Association) and ranges from Class 50 to Class 500. It is calculated based on four factors: density, stowability, ease of handling, and liability. Misclassification is the leading cause of unexpected charges in LTL freight. A single class error can increase your rate by 30% to 80% depending on the commodity.
- Add the NMFC item number. This is the specific commodity code from the NMFC directory that corresponds to your freight class. Carriers will audit this against their own databases.
- Flag all accessorial services. If the delivery requires a liftgate, a residential address, an appointment window, or inside delivery, it must appear on the BOL before pickup. Accessorials added after the fact are billed at list rate, which is almost always higher than contracted rates.
- Include reference numbers. PO numbers, job numbers, or any internal codes your team uses to track the shipment. This protects you in case of a dispute.
- Review and sign. Both the shipper and the carrier driver sign the BOL at pickup. The driver’s signature confirms that the freight was received in good condition. Note any visible damage on the BOL before signing. Failure to do so can result in a denied freight claim.
Who Is Responsible for the BOL?
The shipper is responsible for preparing the BOL accurately. If you’re working with a freight broker, they may generate it on your behalf, but the legal responsibility for the accuracy of the information remains with the party tendering the freight. Errors in weight, class, or commodity description are the shipper’s liability, not the carrier’s.
What Happens If a BOL Is Wrong?
The consequences depend on what was incorrect. A wrong freight class triggers a reclassification, which includes an audit fee plus the difference in rate, often invoiced 30 to 60 days after delivery when you’ve already closed the order. A missing accessorial means the carrier can bill you for it retroactively, and you have limited recourse to dispute it. An incomplete address can result in the freight being returned to the origin terminal, triggering storage fees and a full return shipment charge.
In claims scenarios, an unsigned or incomplete BOL is the fastest path to a denied claim. Carriers are not required to honor claims for damage that wasn’t documented at the point of delivery.
Do I Need a Bill of Lading for LTL Shipments?
Yes. Every LTL shipment requires a BOL regardless of size, weight, or freight class. There is no threshold below which the document is optional. The same applies to truckload freight, whether you’re moving a partial load or a full dry van.
Can I Edit a BOL After Pickup?
Once the carrier driver has signed and taken possession of the freight, the original BOL is locked. Changes require a written amendment submitted to the carrier and, depending on the modification, may require a new rate agreement. Attempting to alter a BOL after pickup without carrier authorization creates a legal and contractual problem. Get it right before the truck leaves.
How GoShip Reduces BOL Errors
When you book through GoShip, the BOL is generated automatically from the shipment data you enter during booking. Freight class lookup, accessorial flags, and consignee fields are all part of the same workflow, which reduces the chance of a disconnect between what you quoted and what gets documented.
For small business shippers managing freight without a dedicated logistics team, that matters. You get transparent pricing upfront, a complete BOL before pickup, and support if something goes wrong, including guidance on freight insurance claims.
Get an instant freight quote and generate your BOL in minutes.