How to fill out a Bill of Lading

Quick overview

To prepare an ocean bill of lading, the shipper usually submits shipping instructions to the carrier or NVOCC, then checks the draft document before issuance. Provide accurate party details, shipment locations, cargo descriptions, package counts, weights and release instructions.

The carrier or issuing NVOCC completes and authenticates the transport document. Telex release is a cargo-release procedure, not a separate B/L form. There is no universal requirement for the U.S. Department of Transportation to sign every bill of lading.

Start with the issuer’s shipping instructions

Use the carrier’s or NVOCC’s current instructions and document template. Ocean bills of lading, sea waybills and domestic trucking forms have different fields; a numbered example from one template is not a universal form.

Confirm the shipping-instruction deadline, the required document type and any destination-specific details before submitting information. If a bank or letter of credit is involved, check its document requirements as well.

For the document’s broader purpose and types, read our bill of lading guide.

Information to provide or verify

Use the agreed document wording for each party. A master B/L and a house B/L may show different parties because they document different contractual relationships.

Our guide to shipper, consignee and notify party explains these roles in more detail.

Port of loading versus port of discharge

For a shipment loaded in Miami and discharged in Barcelona:

• Port of loading: Miami, United States.
• Port of discharge: Barcelona, Spain.

The place of receipt and place of delivery may be different locations if the transport contract includes inland carriage.

A transshipment route can involve additional ports. Check the locations required by the issuer rather than copying every port call into the loading or discharge field.

Check the cargo details against your packing records

Descriptions, package counts, container numbers, weights and measurements should accurately describe the actual shipment and be consistent with the supporting documents.

For example, if goods are packed in 100 cartons on five pallets, identify the outer and inner packaging in the format required by the issuer. Avoid an unexplained count that could mean either pallets or cartons.

Use your shipping packing list to check the details before approving the draft.

Gross cargo weight is different from VGM

Gross cargo weight includes the goods and their packaging. Verified Gross Mass (VGM) refers to the packed container’s total mass, including its tare weight and the contents such as securing materials.

Do not replace cargo weight with the container’s VGM unless the field specifically requests it. Confirm the separate VGM submission requirements for your container shipment.

Understand prepaid and collect charges

Prepaid and collect describe freight-payment arrangements for specified transport charges. They do not describe whether the buyer has paid the seller for the goods.

Check the payer, currency, charge scope and any destination charges that remain payable. A prepaid ocean freight charge does not automatically mean every local charge or tax is included.

Confirm the document and release arrangement

An original B/L may require presentation of an original for release, subject to its terms and applicable law. A telex release normally authorizes release at destination after the required originals have been surrendered and the carrier’s conditions met.

A sea waybill is non-negotiable and normally permits delivery to the named consignee without surrender of an original document of title. Carriers may use express-release terminology for particular arrangements, so confirm their meaning and requirements.

A scanned B/L alone does not authorize release. Also check any house-document requirements when both a house B/L and master B/L are involved.

Fields completed by the issuer

The B/L number, official issuance details, carrier authentication and on-board notation, where applicable, are handled by the carrier or issuing NVOCC.

Verify these details on the draft and final document. Do not create a signature, choose an unsupported on-board date or change the issuer’s terms yourself.

A declared-value field, where offered, may affect contractual liability and charges. It is not a cargo-insurance application or automatically the same as the customs value.

Final checks before approving the draft

1. Check legal names, addresses and any required order wording.
2. Verify the route and locations against the booking.
3. Match cargo details to the actual shipment and supporting documents.
4. Confirm freight-payment and release arrangements.
5. Send corrections before the issuer’s deadline and keep the approved draft.

If an issued B/L needs changing, request an amendment from its issuer. Original documents may need to be surrendered or cancelled, and amendment charges or destination restrictions may apply.