Bill of Lading Review Checklist

Pre-dispatch BOL audit run by the dispatcher or billing clerk before a load is tendered to the driver. Catches shipper/consignee errors, NMFC class mismatches, hazmat omissions, and accessorial pricing gaps that cause delivery refusals, ...

Use this workflow
1

Shipper and Consignee

  1. Verify the shipper name and pickup address

    • Match the shipper block on the BOL against the rate confirmation and the pickup number. Watch for warehouses that use a different ship-from address than the billing entity — a wrong dock address routes the driver to a closed gate at 0500.

  2. Confirm the consignee address and receiving hours

    • Verify the consignee address and the receiving window noted on the BOL. Appointment-only receivers and Saturday-closed DCs are the most common reasons a load misses its delivery date — flag mismatches to dispatch before the truck rolls.

  3. Capture site contacts for pickup and delivery
    Collects phone Collects phone Collects phone
2

Carrier and Authority

  1. Confirm the carrier legal name on the BOL

    • The carrier name on the BOL must match the entity holding the MC operating authority and the COI on file. A BOL listing a DBA or sister company that isn't named on the COI exposes the load to a cargo-claim denial.

  2. Verify the SCAC and USDOT number

    • Cross-check the four-letter SCAC against the NMFTA directory and confirm the USDOT number is active on the FMCSA SAFER snapshot. Shippers with EDI tendering will reject loads where the SCAC doesn't match the routing guide.

  3. Check the driver signature block is left blank

    • The driver signs at pickup, not at the desk. A pre-signed BOL destroys the Carmack defense — the carrier loses the ability to note exceptions (shortages, damaged pallets, seal broken) at the dock.

3

Freight Description and Class

  1. Review commodity description and NMFC class

    • For LTL, confirm the NMFC item number and freight class match the commodity. Misclassified freight (class 70 declared on density-based class 125 cargo) triggers a reweigh/reclass charge that hits the shipper's invoice 7-14 days later.

  2. Count pieces, pallets, and units of measure
    Collects number
  3. Verify total weight against axle and gross limits

    • Confirm total weight plus tractor/trailer tare stays under 80,000 lb gross and within bridge-formula axle limits. Loads over 44,000 lb on the trailer tandems will scale heavy at the first CAT scale — flag for axle sliding or pickup-time reload.

    Collects number
4

Hazmat and Special Handling

  1. Determine if the shipment contains hazardous materials
    Collects list
  2. Validate hazmat shipping paper entries

    • Per 49 CFR 172.202, each hazmat line must include UN/NA number, proper shipping name, hazard class, and packing group in the prescribed sequence. Reject any line missing the basic description — the driver will be placed out of service at the first inspection.

  3. Confirm CHEMTREC emergency response number

    • 49 CFR 172.602 requires a 24/7-monitored emergency response phone number on the shipping paper. CHEMTREC (1-800-424-9300) is the standard; verify the shipper's account number is also referenced if they self-register.

  4. Verify the assigned driver holds an H or X endorsement

    • Pull the driver's qualification file and confirm the CDL hazmat endorsement (H or X) is current and TSA security threat assessment has not expired. Booking a placardable load to a non-endorsed driver is an immediate OOS at any roadside inspection.

  5. Note temperature set point and tolerance for reefer loads

    • BOL must show the set point in degrees F, continuous vs. cycle-sentry mode, and the tolerance range. Frozen loads at -10°F vs. cooler loads at 34°F are common confusion points; missing instructions are the leading cause of FSMA-related rejections.

    Collects text
5

Charges and Payment Terms

  1. Confirm prepaid, collect, or third-party billing
    Collects list
  2. Validate third-party bill-to credit and address

    • Run the bill-to party through your credit check or factoring company (RTS, OTR, Apex). Third-party BOLs are the most common source of 60+ day AR — confirm credit limit and remit-to address before the truck loads.

  3. Audit line-haul rate and fuel surcharge math

    • Reconcile the BOL charges against the rate confirmation: line haul, FSC (DOE index basis), and any contracted minimums. A common error is FSC calculated on the prior week's DOE number instead of the rate-con effective week.

  4. Itemize accessorials and detention free-time terms

    • List lumper, driver assist, layover, TONU, and detention rates with their free-time thresholds (typically 2 hours at pickup and delivery). Accessorials missing from the BOL are functionally unbillable when the customer disputes.

6

Documentation and Release

  1. Record the BOL number and pro number
    Collects text Collects text
  2. Determine if customs documentation is required
    Collects list
  3. Attach customs paperwork and broker contact

    • Confirm the commercial invoice, certificate of origin (USMCA where applicable), PARS/PAPS sticker for Canada, or pedimento for Mexico are in the driver's packet. Missing PARS at the Ambassador Bridge means a multi-hour secondary inspection.

  4. Record seal number and sealing party
    Collects text
  5. Sign off on the BOL audit and release to dispatch
    Collects list Collects signature Collects paragraph