Guide · paperwork
Bill of lading vs proof of delivery
Short version: the bill of lading is signed when the freight gets on the truck. The proof of delivery is signed when it comes off. In truckload, they're usually the same piece of paper, and the second signature is the one you get paid on.
The bill of lading (BOL)
The bill of lading is created by the shipper at pickup. It describes what's being shipped: the commodity, the number of pieces or pallets, the weight, and where it's going. The shipper signs it, the driver signs it, and the driver gets a copy.
It does three jobs at once. It's a receipt, showing the carrier took the freight as described. It's the contract of carriage between the shipper and the carrier. And, in some kinds of shipping, it's a document of title. For you, the important part is the first: if the BOL says 22 pallets, you're responsible for delivering 22 pallets.
At pickup: count what you can, check the seal number if there is one, and note anything wrong on the BOL before you sign it. "Shipper load and count" is written when you can't count a sealed trailer.
The proof of delivery (POD)
The proof of delivery shows the freight arrived. In truckload, it's usually the same bill of lading, signed and dated by the receiver. Some receivers use their own delivery receipt instead. Either way, it's what the broker needs to bill their customer, which is why they won't pay you without it.
At delivery: have the receiver sign, date and print their name. Any shortage, overage or damage (OS&D) is written on it. If it's clean, it says nothing else. Then photograph every page before you leave.
Side by side
| Bill of lading | Proof of delivery | |
|---|---|---|
| When | At pickup | At delivery |
| Who creates it | The shipper | Usually the same BOL; sometimes the receiver's own receipt |
| Who signs it | Shipper and driver | Receiver, and often the driver |
| What it proves | What was loaded, and that you took it | That it arrived, and in what condition |
| Why you need it | Your record of what you're responsible for | Your invoice gets paid on it |
| What goes wrong | Signing for a count you didn't check | Missing signature, unreadable photo, notes you didn't expect |
The rate confirmation is something else again
Neither of these is the rate confirmation, which is the agreement between you and the broker about price and terms. The BOL and POD are about the freight; the rate con is about the money. You'll usually send all three: the invoice, the signed rate con and the signed POD. What to check on a rate con.
Keeping them
- Photograph every page at the dock: flat, good light, all four corners in frame. A blurry POD is a delayed payment.
- Keep them with the load, not in a folder in the cab. You'll need them for the invoice, a claim, or a dispute months later.
- Keep the originals if the broker or your factor asks for them, and scans for your own records.
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