How to Fill Out a BOL: Step-by-Step for Beginners

Introductory overview

For anyone new to logistics, filling out a Bill of Lading (BOL) can feel intimidating. In practice, it’s a straightforward process once you know the required fields and common pitfalls. A correctly completed BOL makes sure carriers know what to transport, consignees know what to expect, and finance and claims teams can reconcile shipments with invoices. Below is a simple, step-by-step approach designed for beginners.

Before you start: gather needed information

Collect these items before creating the BOL to avoid interruptions:

• Shipper and consignee legal names and full addresses (including contact phone numbers)
• Shipper reference or purchase order number
• Detailed description of the goods
• Quantity, packaging type (cartons, pallets), and marks/numbers
• Gross and/or net weights and, if required, dimensions
• Freight terms and payment instructions (Prepaid or Collect)
• Pickup date and requested delivery date
• Any special handling, temperature, or hazardous material (HAZMAT) information

Step-by-step: completing the core fields

Follow the sequence below, and use carrier or system templates where possible to reduce mistakes.

1. Shipper and consignor information — Enter the full legal name, complete street address, city, state/province, postal code, and a contact phone number or email. If a third-party logistics provider is arranging the pickup, list both the company and the local contact.
2. Consignee and delivery details — Provide the receiving party’s name and exact delivery address. Note any delivery restrictions, appointment requirements, or limited-access location details (e.g., dock height, inside delivery necessary).
3. Carrier and carrier account — If using a named carrier, include the carrier name and any account or carrier reference number. This helps billing and claim routing.
4. Shipper reference / PO number — Add purchase order or sales order numbers so the consignee can match the shipment to the correct order on arrival.
5. Description of goods — Be specific. Include product name, SKU if available, packaging type (e.g., 10 wooden pallets, 50 cartons), and any condition notes (e.g., stackable, palletized, fragile).
6. Quantity and packaging — List number of packages or pallets and their type. Use consistent terminology — avoid vague terms like "several".
7. Weight and dimensions — Enter gross weight (total) and, when required, per-piece weights and dimensions. Many carriers require accurate declared weight for safety and rate calculation.
8. Freight terms — Mark the BOL as Prepaid (shipper pays) or Collect (consignee pays). If a third party will pay, enter the bill-to account number and company name.
9. Special handling and temperature — Call out instructions such as "keep upright," "refrigerated at 2–4°C," or "hazardous materials – class X." For HAZMAT, include proper shipping name, UN number, and emergency contact info per regulations.
10. Signatures and dates — The carrier must sign at pickup to acknowledge receipt. Electronic signatures are increasingly accepted; keep copies of signed BOLs for records and claims.

Using electronic systems

Most carriers and transport management systems (TMS) provide electronic BOL templates that guide you through required fields. Benefits of eBOLs include built-in validations (e.g., mandatory weight field), easier sharing, and faster carrier acceptance. If you use a platform, save templates for regular lanes to reduce data entry.

Practical example

A small appliance supplier preparing a BOL for an interstate truck pickup would list: Shipper: ApplianceCo, 100 Industrial Dr, Columbus, OH, contact Jane (555-1234); Consignee: RetailerX, 250 Commerce Way, Cleveland, OH, contact Mike (555-5678); Goods: 20 cartons of toaster ovens, SKU TO-100, 2 pallets; Weight: 1,200 lbs gross; Freight terms: Prepaid; Special: Handle with care, stack no more than two high. Carrier signs at pickup and the supplier retains a copy.

Common mistakes and how to avoid them

New shippers often trip up in predictable ways. Avoid these errors:

• Omitting contact numbers — leads to failed deliveries and missed appointments.
• Using vague item descriptions — write clear, auditable descriptions to prevent disputes.
• Underestimating weight or dimensions — this can cause reweigh charges or safety violations.
• Failing to specify payment terms — clarify who pays freight to avoid billing disputes.
• Not retaining the signed BOL — you need the carrier-signed copy to support claims.

Best practices for beginners

Follow these habits to reduce friction:

1. Use standardized templates and saved lane profiles in your TMS or shipping portal.
2. Train staff on required fields and why they matter — accurate BOLs speed claims and invoicing.
3. Photograph shipments before pickup and note any existing damage on the BOL to avoid liability for pre-existing issues.
4. Keep a consistent naming and SKU system to minimize mismatches between orders and BOLs.

Wrapping up

Filling out a BOL is a routine but crucial logistics task. Clear, accurate, and complete BOLs improve delivery performance, protect against disputes, and support efficient billing and claims handling. Start with the right information, use templates to enforce accuracy, and always retain carrier-signed copies until shipments are fully settled.