Use this free bill of lading template for Word to prepare a shipment record with carrier details, shipper and consignee information, item descriptions, quantities, weights, and pickup signatures. The printable layout also includes freight-payment terms and a receiving section.
Confirm that your carrier accepts this layout before using it for a shipment. If the carrier or freight forwarder provides a required form or booking-generated bill of lading, use that document instead.
This download is a Word document, not an Excel workbook or a fillable PDF. Enter and check quantities, weights, and totals yourself; the form does not provide spreadsheet calculations.
Bill of Lading Form Preview
The original design contains shipment references, an item table, Collect / Prepaid / Other options, carrier and shipper pickup signatures, and a receiving acknowledgment.
What Is a Bill of Lading?
A bill of lading records goods accepted for carriage and the transport arrangement between the shipper and carrier. Its role and required wording depend on the transport mode, shipment, and applicable terms. Some bills also have a document-of-title function; a generic blank form should not be assumed to perform that role.
This template provides a starting layout for shipment information. It does not include a complete set of carrier conditions, customs documents, or specialized shipping instructions. For an overview of export-document roles, see the International Trade Administration’s guide to common export documents.
Fields Included in This Template
Section
What to enter or check
Carrier and date
The transporting company and the relevant shipment date
PO, order, and bill of lading numbers
The references used to match the shipment with purchase, sales, and transport records
Shipper / consignor
The sending party’s name, address, and appropriate contact information
Consignee
The receiving party’s name, delivery address, and appropriate contact information
Instructions
Agreed handling or delivery instructions and any reference to supporting documents
Goods table
Item code, description, quantity, and weight with its unit of measurement
Totals
Checked totals using consistent quantity and weight definitions
Freight terms
The agreed Collect, Prepaid, or Other payment arrangement
Pickup signatures
Carrier and shipper acknowledgment, with the actual pickup date
Receiving section
The receiver’s acknowledgment, printed name, and date, with exceptions recorded where appropriate
The original form has limited room for addresses and instructions. Expand the fields or use a clearly referenced attachment if necessary, while keeping the final document readable.
How to Fill Out the Bill of Lading Form
Confirm the required form. Ask the carrier whether this layout is acceptable and which additional fields or terms the shipment needs.
Save a working copy. Open the Word document and create a separate file for the shipment. Replace the sample title with “Bill of Lading” if appropriate for the accepted form.
Enter shipment references. Add the carrier, date, purchase order number, order number, and bill of lading reference. Follow the carrier’s numbering instructions.
Identify both parties. Use complete shipper and consignee details, including the actual pickup and delivery locations where needed.
Describe the goods. Use specific descriptions and state whether quantities represent cartons, pallets, pieces, or another unit. Identify weights as kilograms or pounds and clarify gross or net weight as required.
Record the agreed freight terms. Mark the appropriate payment option. If using “Other,” explain the arrangement and identify the billing party where required.
Check the goods and totals. Compare the document with the prepared shipment and supporting records before pickup.
Complete the acknowledgments at the appropriate stage. Obtain pickup and receiving entries when those events occur, and retain the completed record with the shipment documents.
If you prepare dispatch details before pickup, our shipping order template can help organize the instruction stage. Keep references consistent across the shipping order and the accepted bill of lading.
Prepaid, Collect, and Negotiability Are Different Things
The template’s payment section concerns freight charges. Generally, prepaid identifies charges billed to the shipper, while collect identifies charges billed to the consignee, subject to the carrier’s agreement. A third-party arrangement needs the appropriate billing details. Do not treat a checked payment box as proof that an invoice has already been paid.
Negotiability concerns the document and rights associated with the goods, not simply who pays the freight. The International Trade Administration distinguishes a non-negotiable straight bill from a negotiable shipper’s order bill for ocean shipments. Checking “Prepaid” or “Collect” does not make this generic template either type of instrument.
For a carrier-specific example of payment fields and completion instructions, see the FedEx Freight bill of lading guide. Apply the instructions of the carrier actually handling your shipment.
Bill of Lading vs. Shipping Order vs. Invoice
Shipping order: communicates shipment or dispatch instructions.
Bill of lading: records the goods accepted for carriage and the transport arrangement.
Commercial invoice: records the seller’s transaction details, including descriptions and prices, and can support customs processing for exports.
These documents serve different purposes. Browse our invoice templates for billing layouts, then confirm any commercial-invoice requirements for the destination and shipment.
Checks Before Pickup and Receipt
Match the shipment: verify descriptions, package counts, weights, and references against the actual goods.
Confirm added requirements: carrier codes, freight classification, dimensions, declared-value entries, or special handling information may require extra fields.
Use the required specialized paperwork: this generic form is not a substitute for dangerous-goods documentation or other shipment-specific forms.
Record visible exceptions: the receiving section says “Received in Apparent Good Order.” If there is visible damage or a shortage, record the facts through the carrier’s acknowledgment procedure before signing an unqualified receipt.
Keep the final version: retain the completed form and relevant supporting records under the same shipment reference.
Frequently Asked Questions
Is there an Excel version in this download?
No. The linked download is a Microsoft Word .docx document. Its table is a document layout rather than an automatically calculating spreadsheet.
Can I print the form and complete it by hand?
Yes, if your carrier accepts a handwritten form. Print a clear copy, use legible entries, and provide all information required for the shipment.
Can I use it for international shipping?
Only after confirming that the carrier or freight forwarder accepts it and that the required transport and export documents are provided. This blank layout is not a carrier-issued ocean bill of lading and does not replace customs paperwork.
Who signs the template?
The supplied layout has carrier and shipper pickup signature fields, followed by a receiving acknowledgment. Follow the carrier’s procedures for who is authorized to complete each section and when.
Can I add more item rows?
Yes. Add rows in Word or use a clearly referenced continuation sheet if accepted by the carrier. Check that the headers, totals, shipment reference, and signature sections remain easy to identify after editing.
Does this form include insurance or complete carriage terms?
No. It does not provide an insurance policy or a complete set of carriage conditions. Confirm the applicable terms and any additional documentation with the carrier before use.
For other office and transaction layouts, browse our business templates.
