How To Fill Out A Bill of Lading For Domestic Trucking (U.S.) — Step‑By‑Step Checklist

A shipping document describing the goods, carrier, origin, and destination.

Bill of Lading is a freight document identifying the shipper, consignee, carrier, goods, and transportation terms. For domestic U.S. truck shipments the BOL is both a receipt and the carrier’s instruction; filling it out properly avoids delivery delays, prevents billing disputes, and supports claims. The checklist below is the practical sequence most warehouse and logistics teams follow when completing a BOL for a palletized truckload or LTL pickup.

Before the truck arrives, prepare shipment details in your WMS or TMS so key fields can be copied exactly onto the BOL. Consistency between the packing list, commercial invoice (if export), and the BOL prevents most common issues.

Step‑By‑Step Filling Checklist

• Shipper Information: Enter the legal company name, street address, ZIP, contact name, and phone. Use the address the carrier will visit for pickup (not necessarily your billing address).
• Consignee/Delivery Address: Include the receiving company name, full street address (dock or shipping lane instructions), contact name, and phone. Add appointment window if previously scheduled.
• Carrier Name And SCAC: Fill in the carrier or carrier broker name and, where used, the SCAC code or carrier DOT/MC number for clarity.
• Bill Of Lading Number: Use a unique BOL number for internal tracking and reference. If the carrier provides a PRO number, note that in the carrier reference field.
• Description Of Commodity: Use clear commodity names, include SKU or part numbers, pallet count, packaging type, weight per pallet, and total shipment weight. Avoid vague descriptions like "product" or "merchandise."
• Pieces And Packaging: Record the number of pallets, cartons, or packages. For LTL, list piece counts by commodity line where relevant.
• Weight And Dimensions: Add measured gross weight per pallet and total shipment weight. Include dimensions if the carrier requires dimensional billing for LTL shipments.
• Payment Terms: Mark prepaid, collect, or third‑party billing. Include third‑party bill‑to account number and contact details if applicable.
• Special Instructions: Note any liftgate, inside delivery, limited access, or hazardous material handling requirements. Include required reference numbers (PO, SO) here as well.
• Signatures At Pickup: Driver signs to acknowledge receipt and indicates any visible exceptions. Record date and time of pickup.

Recording Exceptions And Damage

If any damage, shortage, or condition exception is present at pickup or delivery, the driver must record it on the BOL with an explicit notation (e.g., "1 pallet damaged, pallet #3—box crushed along edge"). Capture photos and have the receiving party sign the exception box. Unrecorded damage weakens claims.

Electronic BOLs And Integrations

When using electronic BOL platforms or EDI transmissions, ensure the fields above are mapped from your WMS/TMS to the carrier’s system. Common fields for EDI 210/214 messages include BOL number, PRO number, stop addresses, and weight. Electronic signatures are acceptable if both parties have agreed and systems meet legal requirements.

Practical Tips To Avoid Rework

• Pre‑Print Key Fields: Auto‑populate shipper, consignee, PO, and commodity details from your WMS to the BOL template before driver arrival.
• Double‑Check Weights: Use the scale ticket weight rather than estimated weights; misweights cause reweigh charges and billing disputes.
• Standardize Descriptions: Use a short set of commodity descriptions tied to SKUs to prevent ambiguity during claims.
• Train Dock Staff: Make BOL completion a dock checklist item and require photos for any visible damage at pickup/delivery.

Example Completed Fields For A Pallet Shipment

Shipper: ABC Manufacturing, 123 Plant Rd, Columbus, OH 43215; Contact: Jane Doe 614‑555‑0199. Consignee: Retailer XYZ, Receiving Dock 4, 890 Distribution Blvd, Dallas, TX 75234; Contact: Receiving 972‑555‑0246. BOL#: ABC‑2026‑000123. Pieces: 12 pallets. Description: "Plastic Widget, SKU 45678, 40 boxes/pallet." Weight: 12 pallets × 1,200 lbs = 14,400 lbs. Payment: Prepaid. Special: Appointment 08:00–10:00; liftgate not required. Carrier Acceptance: Driver signature and timestamp upon pickup.

In short, the Bill of Lading for domestic trucking must be accurate, consistent with packing lists, and include clear party, commodity, weight, and payment fields. A standardized pre‑populated BOL template integrated with your WMS/TMS, plus dock training on exception capture, prevents delays, supports accurate billing, and protects your rights in claims.