Bill of Lading Basics for New Trucking Companies

The Bill of Lading (BOL) is the document that accompanies freight from pickup to delivery. It identifies the shipper, the consignee, the goods, their quantity and condition, and the terms of transport. For a carrier, the BOL is both a receipt at pickup and the basis of your proof of delivery — which means it connects directly to your ability to get paid.

What a BOL Contains

A standard BOL includes:

• Shipper information: Name and address of who’s shipping the freight
• Consignee information: Name and address of the delivery recipient
• Bill to: Who pays the freight charges (usually the broker in your case)
• Carrier name: Your company name and USDOT number
• Pro number/BOL number: The unique tracking identifier for this shipment
• Commodity description: What the freight is
• Quantity: Number of pieces, pallets, or units
• Weight: Total weight of the shipment
• Freight class: NMFC class code (relevant for LTL; less relevant for FTL)
• Special instructions: Hazmat information, temperature requirements, delivery windows, accessorial requirements
• Shipper signature: Confirms the freight was tendered to the carrier

At Pickup: What to Do

Before your arrival at the shipper’s dock, you should already know these items from the broker confirmation and the load board posting:

• Appointment time and pickup window
• Commodity, quantity, and weight from the rate confirmation
• Any special requirements (temperature settings, sealed trailer, etc.)

When you arrive:

1. Check in with the shipper’s dock office and provide your reference numbers (load number, BOL number, or PO number)
2. Back into the assigned dock when directed
3. If the load is accessible for inspection before the trailer is sealed, walk through it:
   • Does the piece count match the BOL?
   • Is there any visible damage to outer packaging?
   • Does the commodity match what was described?
4. If everything matches and is in good order, sign the BOL as the carrier
5. Keep your copy of the BOL — you need it for delivery and for payment

If there’s a problem:

• Count doesn’t match: Note the actual count on the BOL before signing. “Loaded short — 47 pieces, not 50 per BOL” with your signature and date
• Visible damage: Note it: “3 cases show crush damage on outer packaging — photos taken” before signing
• Refused freight: If the condition is severe enough to refuse, do not sign — notify the broker immediately

A BOL with exceptions (damage or shortage noted at pickup) protects you from cargo claims on pre-existing conditions. A clean BOL signed at pickup means you accepted the freight in apparent good order — if damage is later discovered, proving it existed before pickup becomes much harder.

Sealed Trailers

Many FTL shipments involve sealed trailers — the shipper loads the freight, seals the trailer, and you can’t inspect the contents without breaking the seal. In this case, the BOL typically notes “STC” (Said to Contain) and “shipper’s load and count.”

A seal number is often noted on the BOL. When you pick up the trailer:

• Verify the seal number on the BOL matches the seal physically on the trailer
• If it doesn’t match, document this before accepting
• Do not break the seal without shipper or broker authorization

With sealed trailers, your liability for contents depends on your carrier agreement terms and the specific load conditions. Understand your cargo insurance coverage and how it applies to sealed loads.

At Delivery: Getting the POD

The Proof of Delivery (POD) is the consignee’s signature on the BOL confirming they received the freight. It’s what proves you delivered the load.

At delivery:

1. Arrive within your delivery window
2. Check in with the receiver’s dock office
3. Back in to your dock when assigned
4. If live unloading, supervise and verify count as freight comes off the truck
5. Report any shortage or damage to the receiver before they sign
6. Get the consignee’s signature on the BOL (or their receiving document)
7. Keep your copy of the signed BOL

If there’s a problem at delivery:

• Shortage noted at delivery: Document on the delivery receipt before the consignee signs. Do not argue or minimize — note the discrepancy factually
• Damage found at delivery: Same procedure. Note “consignee noted damage to [X pieces]” before signing

Never pressure a consignee to sign a clean delivery if there’s a discrepancy. Their documented exceptions protect them and provide a factual record. An accurate delivery receipt — even with exceptions — is better for you than a disputed one.

BOL — POD — Payment

Your payment submission package:

1. Rate confirmation (shows the load and rate agreed upon)
2. Signed BOL with your carrier information (pickup receipt)
3. Signed POD (proof of delivery — consignee signature)

Submit this same-day delivery whenever possible. The moment paperwork hits the broker’s AP queue is when your payment clock starts. Delays in paperwork submission mean delays in payment, especially if you’re also managing detention pay, lumper fees, or other accessorials.

If you’re using factoring, submit the POD to your factoring company and they’ll advance against it. Advance is typically available within 24–48 hours of submission.

Keep copies of all BOLs and PODs for at least 3 years — cargo claims can surface months after delivery, and your records are your defense. Clean paperwork is also part of a strong broker packet process once you start building repeat relationships.

Frequently Asked Questions

Can I sign a BOL without inspecting the freight?

Technically yes, but it's risky. A clean signature on the BOL confirms you received the freight in apparent good order. If you later discover damage that existed before pickup but didn't note it on the BOL, proving pre-existing damage is very difficult. Always inspect what you can before signing.

What's the difference between a BOL and a rate confirmation?

The rate confirmation is the contract between you and the broker specifying the load details and rate. The BOL is the shipping document between the shipper and consignee that travels with the freight. Both documents are needed for your payment submission.

What is 'STC' on a BOL?

'Said to Contain' — the shipper attests to the contents, but the carrier has not verified them. Common on sealed shipments where the carrier cannot inspect the actual freight. This notation protects the carrier from liability for contents they couldn't verify.