How do I get proof of delivery for a freight shipment?

What does a POD show?

Depending on the carrier and document, the delivery date and time, the receiver's name and signature, shipment references, the count or handling units, and any notes, exceptions, damage or shortage recorded at delivery. Formats vary.

Is a POD the same as a BOL?

Not exactly, though one document can play both parts. At pickup the BOL describes and tenders the freight. At delivery, a signed delivery copy becomes the proof that it was received, including any exceptions written at the handoff. Think of it as a shipment document that gains delivery evidence at the end of the move.

Is "delivered" in tracking the same as a POD?

No. A tracking status says the carrier's system recorded a delivery. The POD is the delivery record itself, with who signed and what they noted. For customer receiving, billing, a claim, a shortage or damage review or a delivery dispute, get the document, not a screenshot of a status.

Where do I request a POD?

• The carrier's portal — many carriers publish signed delivery documents in shipment or document retrieval.
• The broker or 3PL — if a broker arranged the move, it may already have the POD or can request it from the carrier.
• Carrier customer service or the terminal — with the best reference you have.
• Your TMS or customer portal — the signed POD may be attached to the load after delivery.

What number do I need to get a POD?

The PRO, BOL, broker load number, PO or pickup number, plus the carrier name, pickup date, origin and destination. Start with the PRO for LTL and the load number or BOL for truckload. Keep every reference together so one missing number does not stall the search.

What if the POD is not available yet?

A shipment can show delivered before the signed image has been processed: the driver's paperwork has not uploaded, the terminal has not imaged it, the broker has not received it from the carrier or a system has not synced. Ask whether delivery was confirmed, who signed, when, and when the signed copy will be available. A document that has not uploaded yet is not proof the delivery did not happen.

What if the POD shows damage or a shortage?

Preserve it exactly as it is. Do not replace, tidy or ignore the exception. Gather the POD, BOL, photos, packing list, value documentation, count records and anything else that supports what happened, then work through OS&D, what photos to take and how to file a freight claim. A delivery notation is important evidence, but the outcome of a claim depends on the full facts and the transportation terms.

What if the POD was signed clean and damage is found later?

That is concealed damage, and it is harder because the delivery record shows no exception at the handoff. Document what you find immediately and keep the packaging and the freight as they are. See damage found after the driver left.

What should happen after delivery?

Delivery has two endings: the physical handoff and the paperwork closeout. Delivered is not finished until the loose ends are closed.

• Confirm the delivery — through tracking, the carrier, driver, receiver or the signed document. A refused, short, damaged or conditional delivery is not a normal clean delivery. See refused delivery.
• Get the POD — and look at it before filing it.
• Review the exceptions — shortage or damage notes, refusal, unusual signatures or remarks. A notation does not decide liability on its own, but it can become key evidence.
• Send the final documents — the customer should not have to keep asking whether the POD has arrived.
• Keep the record together — BOL, POD, carrier, who signed, the delivery date, instructions sent and any damage notes. Questions often come weeks later.

How long should I keep a POD?

It depends on your company's policy, contracts, accounting practice and claims exposure, so there is no single rule for every shipper. Keep it with the shipment record long enough to settle any billing, receiving or claim question. Brokers have their own federal duty: 49 CFR 371.3 requires them to keep transaction records for three years, which is not the same thing as their full shipment file.