How to Fill Out a Bill of Lading (Field by Field, With Example)

What a bill of lading must include

U.S. federal rules require five basics on a for-hire motor carrier BOL: consignor and consignee names, origin and destination, number of packages, freight description, and weight or measurement if it affects rating. Canadian requirements are set provincially and can ask for more.

There is no single government BOL form for general freight. A carrier can use its own layout as long as it carries the information that applies to the shipment. In the U.S., the Uniform Straight Bill of Lading is only mandated for rail and water movements. [49 CFR 373.101] [Benesch]

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Terminology Consignor and shipper mean the party sending the freight. Consignee means the party receiving it. BOL, B/L, and bill of lading are the same document. [O. Reg. 643/05] [Quebec] [Manitoba]

Before you start

Gather the legal names and addresses, shipment references, package counts, weights, and payment terms before anyone starts writing. Then decide whether the shipper or carrier prepares the form, and whether the load has dangerous goods or a declared value.

• Legal name and full address for the consignor and consignee.
• Pickup location and final destination.
• Purchase order, sales order, or other reference numbers.
• Accurate package count, description, and total weight for each line.
• Weight unit chosen: kilograms or pounds, used throughout.
• Who pays the freight, and whether any amount is C.O.D.
• Any declared value or special agreement.
• Truck, trailer, and seal numbers, once known.
• Dangerous goods details, if any part of the load is regulated.

Field-by-field instructions

These instructions follow the box order on BorderPrint's free fillable bill of lading, a standard non-negotiable straight BOL. Carrier forms vary, so match the same information to the closest boxes on yours.

Who completes each box depends on your operation. Commonly the shipper or dispatcher prepares the form, and the driver confirms it at pickup. In Quebec, the operator produces the BOL, though the shipper can produce a compliant short form if the operator agrees. [Quebec]

U.S. LTL LTL carriers often need an NMFC number and freight class for each line. Many carrier BOLs have columns marked for LTL use. If yours does not, add them to the description or use the carrier's form. [ABF sample]

Completed bill of lading example

This sample shows a prepaid truckload of auto parts moving from Windsor, Ontario, to Detroit, Michigan. All companies, numbers, and details are invented for illustration, so replace every entry with your own shipment's information.

Check the math 12 skids at 400 kg is 4,800 kg, and 2 skids at 320 kg is 640 kg. The weight column holds each line's total, for 14 packages and 5,440 kg overall.

Declared value, freight charges, and C.O.D.

These boxes change who pays and how much can be recovered. Under Ontario's general freight conditions, without a declared value the carrier's liability is the lesser of the goods' value or $4.41 per kilogram, which is the $2.00 per pound printed on many forms.

Which conditions apply depends on the route, the contract, and the jurisdiction. In the U.S., carriers may limit liability to a value set by the shipper's declaration or a written agreement if that value is reasonable. [O. Reg. 643/05] [49 USC 14706]

Read your form Always tick a box. Some U.S. carrier forms treat freight as prepaid unless marked otherwise, the opposite of the Ontario default.

Signatures, exceptions, and copies

The consignor and carrier sign at pickup, and the consignee signs at delivery. The carrier's signature acknowledges the goods were received in apparent good order, so any visible damage, shortage, or discrepancy should be written on the BOL before anyone signs.

1. Review before loading ends. Check the count, description, and weight against the freight and supporting paperwork.
2. Note exceptions at pickup. Write down torn wrap, crushed corners, or short counts on all copies, and have both parties acknowledge them.
3. Sign and split the copies. The consignor and carrier sign. The shipper keeps its copy, and the rest travel with the freight.
4. Deliver and note exceptions again. The consignee checks the freight, writes any exception on the BOL, and signs with a legible name and date.
5. File the record. The carrier copy goes to billing and the trip file, and the consignee keeps its copy.

Best practice If the driver did not witness the loading or could not count a sealed trailer, follow your company policy and note that on the BOL, such as “shipper's load and count.”

Claim deadlines and records

The Ontario conditions require written notice of loss, damage, or delay within 60 days after delivery, or within nine months after shipment if the goods are not delivered. The final statement of claim must be filed within nine months after shipment. Under U.S. law, a carrier cannot set less than nine months to file a claim or less than two years to bring a civil action. [O. Reg. 643/05] [49 USC 14706]

Retention depends on the rules that apply to you. Quebec operators keep bills of lading for two years, U.S. for-hire carriers keep the record as set out in 49 CFR part 379, and dangerous goods documents have their own two-year rules.

Dangerous goods and hazardous materials

A bill of lading can also serve as the dangerous goods shipping document, but only if it carries all the regulated information. A normal freight description is not enough, and the consignor must prepare the shipping document before the carrier takes possession.

BorderPrint forms The free fillable BOL has no HM column or dangerous goods certification, so use a compliant shipping document for regulated goods. BorderPrint's custom booklets include HazMat checkboxes, but a checkbox alone does not make a BOL a compliant shipping document. [Transport Canada] [49 CFR 172.201] [Benesch]

Bills of lading on cross-border loads

A bill of lading is a commercial freight document, so it does not replace customs invoices, permits, ACI or ACE eManifest filings, or PARS and PAPS numbers. Its piece count, description, and weight should still match the other documents for the load.

• ✓ Match the paperwork: keep the BOL consistent with the commercial invoice, packing list, and manifest data.
• ✓ Record the seal: a PIP-approved highway carrier that seals an unsealed container or trailer must record the seal number on the bill of lading. [CBSA D23-1-1]
• ✓ Keep it reachable: have the BOL ready with the trip's border documents, even where the rules do not require it on board.
• × Assuming a signed BOL clears the freight or replaces a customs filing.

Start with the Canada CBSA requirements or the U.S. CBP requirements for the rest of the crossing, and see security seal requirements for sealing rules.

Common bill of lading mistakes

Most BOL problems come from vague descriptions, wrong counts, per-package weights in the weight column, unmarked freight charges, missing signatures, and damage that was never noted at pickup. A short review before the driver signs catches nearly all of them.

Frequently asked questions

Who fills out the bill of lading?

Either the shipper or the carrier can prepare it, depending on the operation, but U.S. rules place the duty to issue a receipt or bill of lading on the for-hire motor carrier. In Quebec, the operator produces it, and the shipper may produce a compliant short form if the operator agrees.

What information is required on a bill of lading?

U.S. for-hire general freight bills of lading must show the consignor and consignee names, origin and destination, number of packages, freight description, and weight, volume, or measurement if it applies to rating. Canadian provinces set their own requirements, and Ontario's general freight list is longer.

Is there one official bill of lading form?

Not for general highway freight. Carriers can use their own layouts as long as the required information appears. In the U.S., the Uniform Straight Bill of Lading is only mandated for rail and water movements.

What is the difference between a consignor and a consignee?

The consignor is the shipper sending the freight. The consignee is the party receiving it.

What number do I put in the B/L No. box?

Use a unique number from your company's numbering system. Printed booklets can be sequentially numbered, while the free fillable PDF lets you enter your own number for each shipment.

Should I enter the weight per package or the total weight?

Enter the total weight for that line. For example, 12 skids at 400 kg each is entered as 4,800. Use one weight unit throughout the form.

What does declared value mean on a bill of lading?

It is the value the shipper states for the goods, and it can change the carrier's maximum liability. Under Ontario's general freight conditions, without a declared value liability is the lesser of the goods' value or $4.41 per kilogram. With a declared value, liability cannot exceed that value.

What happens if I do not mark Prepaid or Collect?

In Ontario, a shipment with no prepaid indication moves on a collect basis. Other carrier forms can use the opposite default, so always mark the box.

Can a bill of lading be changed after it is signed?

Under the Ontario general freight conditions, an alteration must be signed or initialled by the consignor and originating carrier or their agents, or it has no effect. Follow the same discipline on any BOL and keep every copy consistent.

Does a bill of lading have to stay in the truck?

Requirements vary. Quebec says it is not mandatory to keep the bill of lading on board, but dangerous goods shipping documents must be kept in specific locations in the power unit. Most carriers keep the BOL with the trip paperwork.

Is a bill of lading the same as a customs invoice?

No. A bill of lading documents the carriage of the goods. It does not replace a commercial or customs invoice, permits, or any customs filing the shipment requires.

Sources

• 49 CFR 373.101 — For-hire motor carrier bills of lading The five items required on a U.S. general freight receipt or bill of lading.
• 49 U.S.C. 14706 — Liability of carriers under receipts and bills of lading The duty to issue a bill of lading, declared value limits, and minimum claim and suit periods.
• Ontario Regulation 643/05 — Carriage of Goods Required contract contents and uniform conditions for general freight, including valuation, claims, charges, alterations, and C.O.D.
• Transports Québec — Bill of lading Who produces and signs a bill of lading in Quebec, retention, and on-board rules.
• Manitoba — Bills of Lading and Uniform Conditions of Carriage For-hire carrier requirement, with no prescribed form.
• Transport Canada — Shipping document bulletin TDG shipping document contents, certification, location, retention, and samples.
• 49 CFR 172.201 — Preparation and retention of shipping papers Hazmat entries on mixed shipping papers, emergency numbers, and retention.
• Benesch — Bill of Lading Primer General commodity and hazmat bills of lading, and when the Uniform Straight Bill of Lading is required.
• CBSA — Memorandum D23-1-1 (Partners in Protection) Recording the seal number on the bill of lading.

Related resources

• Bill of Lading Explained
• Security Seal Requirements
• How to Complete and Use an A8B In-Transit Manifest
• How to Complete and Use a CBSA A8A Form
• Canada CBSA Cross-Border Requirements
• U.S. CBP Cross-Border Requirements
• Driver Trip Envelopes
• All cross-border resources