The Bill of Lading (BOL) is more than just paperwork — it’s a legally binding document that serves as a receipt, contract, and document of title in the shipping world. Whether you’re a shipper, carrier, or receiver, knowing how to correctly fill out a Bill of Lading is crucial to avoid costly delays, damages, or legal issues.
This guide will take you through 7 simple steps to complete a Bill of Lading form correctly and efficiently. Plus, we’ll include examples, tips, and FAQs to make the process quick and hassle-free.
What Is a Bill of Lading?
A Bill of Lading is a standardized document used in the transportation and logistics industry. It outlines the details of the cargo being shipped and includes information about the shipper, receiver, carrier, and the goods in transit.
- It plays three major roles:
- Proof of shipment (receipt for goods)
- Contract of carriage (between shipper and carrier)
- Title of goods (used for ownership claims)
A properly completed BOL ensures that the shipment process is traceable, transparent, and compliant with regulatory and commercial requirements.
How to Fill Out a Bill of Lading
Step 1: Fill in the Shipper and Consignee Details
Who is involved:
- Shipper (Sender): The person or company shipping the goods
- Consignee (Receiver): The person or company receiving the goods
What to include:
- Company name
- Full address (including postal code)
- Contact number
- Email (optional but helpful)
Example:
Shipper: Acme Tools Ltd.
123 Industrial Road, New Delhi, 110037
Phone: +91-9876543210
Consignee: Bright Builders Co.
45 Main Street, Mumbai, 400001
Phone: +91-9812345678
Step 2: Add the Date and BOL Number
Each Bill of Lading must be dated and include a unique BOL number for tracking and reference.
Why it matters:
This helps in tracing the shipment and is crucial during audits or claims.
Example:
Date: 29/06/2025
BOL No: BOL-00098765
Step 3: Specify the Carrier Details
The carrier is the party responsible for transporting the shipment.
Include:
- The carrier’s company name
- Carrier’s contact information
- Truck or vehicle number (if applicable)
- Driver’s name or signature (optional)
Example:
Carrier: FastFreight Logistics Pvt. Ltd.
Truck No: MH12AB3456
Driver: Rajiv Sharma
Step 4: Enter the Shipment Description
This is a key section that describes what’s being shipped. Include all relevant information to ensure proper handling and billing.
What to list:
- Number of packages or pallets
- Type of packaging (boxes, crates, drums, etc.)
- Description of goods (be specific)
- NMFC (National Motor Freight Classification) or HSN code (optional)
- Weight (in kg/lb)
- Dimensions (optional but recommended)
| No. of Units | Type | Description | Weight (kg) | Dimensions (cm) |
|---|---|---|---|---|
| 10 | Boxes | Power Drills | 150 | 50 x 40 x 30 |
| 5 | Crates | Metal Pipes | 300 | 100 x 50 x 50 |
Step 5: Identify the Freight Class or Rate
Freight class determines the cost of shipping and is based on factors like weight, density, value, and handling.
Optional but important:
If you’re using a freight broker or carrier that requests this information, consult the NMFC guidelines.
Tip: For international shipments, you may need to include the Incoterms (FOB, CIF, etc.) as well.
Step 6: Add Special Instructions or Handling Requirements
This section is used for any additional notes that are important to the carrier or receiver.
Examples:
- “Fragile – Handle with Care”
- “Deliver between 9 AM – 5 PM”
- “Keep upright.”
- “Use a tail-lift truck”
If there are hazardous materials, this is also where you must include appropriate warnings and documentation.
Step 7: Signatures and Confirmation
Finally, all parties involved should sign the BOL. This includes:
- Shipper’s signature (acknowledging goods are loaded)
- Carrier’s signature (acknowledging receipt)
- Receiver’s signature (upon delivery, not at this point)
Why it matters:
This step confirms that the shipment has been handed over in good condition and creates a paper trail for accountability.
Example:
Shipper Signature: Amit Verma
Carrier Signature: Rajiv Sharma
Why Filling Out a Bill of Lading Correctly Matters
- Prevents disputes during shipment or delivery
- Ensures legal compliance with transportation laws
- Helps in insurance claims in case of damage or loss
- Speeds up freight processing and delivery
- Protects both the shipper and receiver from liabilities
Common Mistakes to Avoid
- Leaving fields blank (especially addresses or shipment details)
- Inaccurate weight or description of goods
- Forgetting signatures
- Not specifying special handling instructions
- Using generic terms instead of clear item descriptions
Conclusion
Filling out a Bill of Lading might seem daunting at first, but once you break it down into clear steps, the process becomes much more manageable. Always double-check your entries and ensure all relevant parties have copies of the document. With this 7-step guide, you can confidently fill out any BOL form — quickly, easily, and accurately.
5 Frequently Asked Questions (FAQs)
1. Can I fill out a Bill of Lading online?
Yes, many carriers and logistics companies offer digital BOLs that can be filled and signed electronically for added convenience and faster processing.
2. Who is responsible for completing the Bill of Lading?
Typically, the shipper prepares the BOL, but all involved parties (shipper, carrier, and receiver) must review and sign where applicable.
3. Is a Bill of Lading legally binding?
Yes, a BOL is a legally binding document and can be used in court if there is a dispute over the goods shipped.
4. Do I need multiple copies of the BOL?
Yes, it’s recommended to have at least three copies — one each for the shipper, the carrier, and the consignee.
5. What happens if there are errors on the BOL?
Mistakes on the BOL can lead to shipping delays, additional charges, or legal complications. Always review carefully before signing or handing it off.