How to Read and Fill Out a BOL: Step-by-Step Beginner's Guide

For someone new to shipping, a Bill of Lading (BOL) can look like a dense form full of jargon and abbreviations. The good news: once you know the key fields and what carriers expect, filling out a BOL becomes straightforward and even routine. This friendly, step-by-step guide explains what to look for and how to complete each section so your shipment can move smoothly.

Below are the typical fields you’ll find on a standard BOL and what each one means

1. Shipper (or Consignor): The party that delivers the goods to the carrier. Include full company name, address, contact person and phone. Verify that the name matches other documents like the commercial invoice or packing list.
2. Consignee: The intended receiver. This must be precise—incorrect consignee details are a common cause of refused delivery or delays. Include receiving hours and special instructions if needed.
3. Notify Party: A contact to be informed when the shipment arrives. Often used for international shipments where customs brokers or freight forwarders must be alerted.
4. Carrier and Carrier's Agent: The carrier moving the goods and any contracted agents. For multimodal shipments, multiple carriers or operator names may appear.
5. Carrier’s BOL Number or Shipment Number: The unique ID used to track the shipment. Keep this number handy for tracing the load in the carrier’s system.
6. Freight Terms / Payment Terms: Indicates who pays freight and when—examples include 'Prepaid' (shipper pays), 'Collect' (consignee pays), or 'Third Party'. Also watch for terms like 'FOB Origin' or 'FOB Destination' that define risk transfer points.
7. Description of Goods: Be specific: product name, SKU or Harmonized System (HS) code for international shipments, quantity, packaging type, and whether goods are stackable or fragile. Avoid vague descriptions like 'miscellaneous items'.
8. Weight and Dimensions: Provide gross weight and, ideally, dimensions per package or pallet. Carriers often verify weights at pickup, and discrepancies can lead to reweigh charges or claims.
9. Number of Packages / Pieces: Total count of cartons, pallets, or units. This should match the packing list and allow quick verification at delivery.
10. Marks and Numbers: Any identifying marks, serial numbers, or labels used to match goods to the invoice or packing list.
11. Hazardous / Dangerous Goods Declaration: If applicable, include UN numbers, proper shipping names, packing group, and emergency contact information. Incorrect declaration is a major safety and compliance violation.
12. Declared Value / Freight Chargeable Value: If the shipper declares a value for carriage or insurance, list it here. This affects liability limits and claim settlement.
13. Special Instructions and Handling: Delivery windows, liftgate request, temperature control needs for refrigerated loads, or appointment requirements.
14. Signature and Date: The carrier’s signature acknowledges receipt of goods. The shipper’s signature appears on some forms to confirm declared information. Ensure both parties sign where required.

Practical tips to make reading and filling out a BOL easier

• Use consistent data: Ensure names, addresses, product descriptions, weights and package counts match across the BOL, packing list and invoices.
• Be precise with measurements: Rounding or estimates can cause disputes. Use accurate weights and dimensions measured or verified at the warehouse.
• Spell out abbreviations once: Abbreviations like 'pallet' = 'PLT' or 'pieces' = 'PCS' are common; spell them out at least once to avoid confusion.
• Know Incoterms basics: Terms like CIF, FOB, DDP affect which party pays costs and bears risk. If you’re unsure, clarify with the trade partner or logistics provider.
• Keep copies: Retain signed copies of the BOL (paper or electronic). These are essential for claims, billing disputes, and customs audits.

Real-world example

A small manufacturer in Ohio ships 10 pallets of widgets to a retailer in Chicago. The shipper fills the BOL noting '10 PLT, 1,200 kg, non-hazardous, delivery appointment required, palletized on standard 48x40 boards.' The carrier signs upon pickup and assigns a BOL number. During transit the retailer needs to confirm ETA — using the BOL number they quickly locate the shipment in the carrier's tracking portal. At delivery the carrier verifies the BOL against the physical count and obtains a signature from the consignee. If a pallet is damaged, the retailer can reference the BOL and delivery note when filing a claim.

Common abbreviations you’ll see on BOLs include

• WT — Weight
• PCS — Pieces
• PLT — Pallet
• NMFC — National Motor Freight Classification (U.S. freight class)
• FOB — Free on Board (point of risk transfer)

Finally, consider using tools that integrate BOL creation into your WMS or TMS. Automated forms reduce human error, populate fields from order data, and produce electronic copies that speed up customs and delivery. Whether you're printing a paper BOL or generating an eBOL, accurate completion and careful retention of the document will make your shipments less stressful and more predictable.