What documents do I need to ship freight?

The easiest way to think about freight paperwork is by stage: before pickup, at pickup, in transit, at delivery and after delivery.

Quote, rate or booking record

Before the truck moves, keep a record of what was priced and agreed: origin, destination, pickup date or window, delivery expectation, equipment or service, commodity, weight, count and dimensions, stops, accessorials, the rate, its assumptions and the load or reference number. It is what you compare against if the shipment or the invoice changes. See why freight quotes change.

Bill of lading

One of the core freight documents. For U.S. for-hire motor carriers, 49 CFR 373.101 requires a receipt or bill of lading with the consignor and consignee, origin and destination, number of packages, a description of the freight and its weight, volume or measurement where that affects rating. The working BOL usually carries more. See how to fill out a bill of lading and the bill of lading checklist.

Packing list

A packing list explains what is inside: pallets, cartons, SKUs, quantities and the orders they belong to. It is not the same document as the BOL. The BOL describes the transportation shipment; the packing list is usually more detailed about the contents. See the packing list checklist.

Purchase order and customer references

The PO is the buyer's order reference, not the carrier's tracking number. Receivers may also require a delivery, appointment, ASN or job number. Keep the receiver's reference with the shipment and on the paperwork where it is required. See PRO vs BOL vs PO numbers.

Appointment confirmation

For appointment freight, keep the confirmation or reference showing the date, time or window, facility and any instructions. It matters most when a facility later says the shipment was not scheduled. See appointment terminology.

Weight ticket

A certified scale ticket or other reliable weight record matters when actual weight affects equipment, overweight status, permits, rating or a dispute. For heavy and oversize freight, a casual estimate is not enough where permits or axle planning need the actual figure. See how to weigh freight correctly.

Oversize and overweight permits

Permits are specific to the movement: the truck, trailer, load, dimensions, axle weights, route, dates and escort conditions. An old permit does not cover a changed load. Plan with the State Permit Guide, then follow the issuing authority's actual process.

Hazardous-material shipping papers

Hazmat transportation has its own regulatory requirements, and this guide is not a way to create hazmat shipping papers. The party preparing them needs the correct classification, proper shipping description, packaging and emergency-response information. If the freight may be hazardous, say so before booking.

Temperature instructions

Refrigerated freight needs a clear, verified requirement where the commodity has one: setpoint, operating mode, product temperature, any pre-cool requirement and recorder or seal details. "Keep cold" is not an instruction.

Seal record

For sealed loads, keep the seal number in the shipment record and on the BOL where required. At delivery, a broken or mismatched seal should be documented under the receiver's or customer's process.

Proof of delivery

After delivery, keep the signed delivery record. It can establish the delivery date and time, who received it, any exception noted and that delivery was completed. See how to get proof of delivery.

Photos

Photos are not a substitute for required paperwork, but they are often the best evidence of freight before loading, packaging, count, loading, the seal, trailer condition and damage at delivery. If freight is damaged, use what photos to take before anything is moved.

Cross-border documents

International freight adds customs and trade documents, such as a commercial invoice, customs entry information, origin or certification information where it applies, customs-broker instructions and product permits. A domestic checklist is not a customs checklist: see the U.S.–Mexico and U.S.–Canada freight guides.

What should I send when I ask for a quote?

You do not need the final paperwork to start pricing. Start with pickup, delivery, date, commodity, weight, count and dimensions, equipment or service if known, and special requirements. Supply shipment-specific documents when they become relevant. We ask for what we do not already know rather than make you fill in forms that do not apply. See what information do you need for a freight quote?