Bill of Lading Form Template (US)

What a bill of lading does

At minimum, a bill of lading identifies the shipper, consignee, carrier, pickup date, delivery destination, description of goods, package count, weight, freight terms, special instructions, and signatures. The carrier receipt matters because it fixes what was tendered for transport and what the carrier accepted. If a shortage, visible damage, wrong seal number, missing pallet, or temperature issue exists at pickup, the exception should be written before signing.

A bill of lading can also control delivery rights. Under Uniform Commercial Code Article 7, a document is negotiable if it says goods are deliverable to bearer or to the order of a named person; otherwise it is generally nonnegotiable. This template makes the user choose straight, order, house/master, or informational bill wording so the document does not accidentally create title-transfer expectations.

Freight terms, declared value, and payment

Jotform includes prepaid, collect, third-party, COD, and declared-value blanks on one static form. That is dangerous because blank boxes do not explain what changes. This template records who pays freight, whether the carrier may hold delivery until lawful charges are paid, whether third-party billing applies, and whether COD is actually selected. If COD is not selected, the COD amount and fee terms do not render.

Declared value is another trap. A shipper may need to declare value because the tariff, carrier contract, or released-rate structure limits liability. Declared value is not the same as cargo insurance, and the template says so. If the shipment needs cargo insurance, that should be arranged separately and referenced as an attachment rather than implied by a value line.

Hazardous materials and household goods

Hazardous materials should not be reduced to a single HM checkbox. PHMSA rules require shipping papers to carry the correct hazardous-material description when one is required, and vessel shipments can require a certification that the shipment is properly classified, described, packaged, marked, labeled, and in condition for transportation. This template has a hazardous-material branch that asks for UN/NA number, proper shipping name, hazard class, packing group, emergency contact, placards, and response-document notes, while warning the user to use a trained hazmat process.

Household-goods moves are different again. FMCSA explains that the bill of lading is the contract between consumer and mover for covered interstate household-goods shipments, and it lists required information such as carrier contact information, payment form, pickup/delivery dates, vehicle identification, charges, valuation statement, insurance coverage, and attachments. A generic freight bill is not enough for that consumer-moving use case, so this template has a household-goods branch and tells users not to delete the required attachments.

Delivery exceptions and claims record

A bill of lading should make exceptions visible. If goods are short, damaged, wet, opened, incorrectly sealed, warm, late, or missing marks, the notation belongs in the pickup or delivery exceptions field before the receiving party signs. The document also records seal/container number, trailer number, PRO/tracking number, purchase order references, NMFC/class, and special handling instructions so a later claim is tied to a specific shipment.

For international trade, the bill of lading sits beside other documents: commercial invoice, packing list, certificate of origin, customs filings, export control paperwork, insurance certificate, and Incoterms in the sale contract. This US master does not pretend to be a maritime, air, rail, CMR, or customs document for every route. B3 must build local equivalents for each country and mode rather than translating this US freight form.

Clause-by-clause guide

Parties and shipment identifiers

Names shipper, consignee, carrier, third-party bill-to, bill number, PRO/tracking number, trailer, seal, SCAC, purchase order, and shipment references.

Bill type

Chooses straight, order, house/master, or informational wording so delivery rights are intentional rather than accidental.

Goods description

Records marks, package type, quantity, weight, NMFC/class, pallet/slip, dimensions, temperature, and special handling notes.

Freight-charge terms

States prepaid, collect, or third-party billing and whether lawful charges must be paid before delivery.

Declared value

Records any declared value while warning that declared value is not automatically cargo insurance.

Hazardous-material branch

Adds hazardous-material shipping-paper data only when selected and keeps certification language tied to DOT/PHMSA requirements.

Household-goods branch

Adds FMCSA consumer-move elements and attachment reminders for interstate household-goods shipments.

Exceptions and signatures

Creates a visible place for pickup/delivery exceptions before shipper, carrier, and consignee signatures.

US bill of lading compliance checklist

Use this checklist before treating a bill of lading as a shipping contract, receipt, or document of title.

• Choose negotiable or nonnegotiable wording deliberately

  Uniform Commercial Code Article 7 distinguishes negotiable and nonnegotiable documents of title. A bill consigned to a named person is not made negotiable merely by adding delivery-against-order wording.

  UCC 7-104 - negotiable and nonnegotiable documents of title

• Use household-goods requirements for covered interstate moves

  FMCSA says the bill of lading is the contract between consumer and mover and lists required data and attachments for household-goods shipments.

  FMCSA - household goods bill of lading requirements

• Use hazardous-material shipping-paper rules when hazmat is selected

  Hazardous-material descriptions on shipping papers must follow DOT/PHMSA rules, including required descriptions and retention when applicable.

  49 CFR 172.201 - preparation and retention of shipping papers

• Keep vessel hazmat certification separate

  Vessel hazardous-material shipments can require shipper certification language. Do not include that certification for ordinary non-hazmat freight.

  49 CFR 176.27 - certificate

• Write exceptions before signing

  Shortage, damage, broken seal, wet cartons, visible handling damage, missing pallets, or wrong temperature should be recorded before the receiving party signs.

• Do not confuse declared value with insurance

  Declared value can affect carrier liability under the applicable tariff or contract. Cargo insurance should be arranged and referenced separately if needed.

How to complete a bill of lading

1. Identify the shipment and parties. Enter shipper, consignee, carrier, third-party bill-to, bill number, PRO/tracking number, trailer, seal, SCAC, and reference numbers.
2. Choose the bill type and freight terms. Select straight, order, house/master, or informational wording, then choose prepaid, collect, or third-party billing and any COD terms.
3. Describe the goods accurately. List package count, type, weight, marks, NMFC/class, dimensions, hazardous-material details if selected, temperature needs, and special instructions.
4. Record value, attachments, and exceptions. Add declared value only when intended, attach inventory/estimate/order documents where needed, and write pickup exceptions before the carrier signs.
5. Sign and keep copies through delivery. Have the shipper and carrier sign at pickup, have the consignee sign at delivery with any delivery exceptions, and keep copies until charges and claims are settled.

Frequently asked questions

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