How to Fax Bills of Lading — Freight Document Transmission for Shippers and Carriers
A bill of lading anchors every freight shipment, working at once as a receipt for the cargo, a contract between shipper and carrier, and, when negotiable, a document of title that controls who owns the goods. Shippers, freight brokers, and carriers fax bills of lading so receiving warehouses, customs brokers, and consignees get advance notice of what's coming and on what terms, letting the dock prepare before the truck rolls in. Fax wins out over email in many freight operations because it prints straight at the dock office without anyone needing to open a computer.
How to Fax a Bills of Lading
- 1Complete the bill of lading with the shipper's and consignee's full legal names and addresses, the freight description including commodity class, weight, and piece count, and the terms of payment (prepaid or collect)
- 2Include the PRO number or shipment ID prominently so the carrier and consignee can cross-reference the BOL with their tracking systems
- 3Note any special handling instructions, hazardous materials classifications (with UN number and proper shipping name), or temperature requirements directly on the BOL
- 4Sign the shipper certification confirming the goods are properly packaged and described — for hazmat shipments, include the required hazmat certifications
- 5Log in to Send FAX Mail and fax the completed BOL to the carrier's dispatch or freight terminal, the consignee's receiving department, and the freight broker if one is involved
- 6Retain the delivery confirmation as part of the shipment record — the timestamp documents when the carrier received the BOL, which matters if cargo damage or delivery disputes arise later
Document Format
Freight descriptions on a BOL must use the National Motor Freight Classification (NMFC) item number and commodity description — vague descriptions like 'general merchandise' cause classification disputes and delivery delays. Weight must be stated in pounds. Piece count must match what is actually tendered to the carrier. Hazardous materials require DOT-compliant descriptions on every copy. Use high-contrast printing — dock office fax machines often use thermal paper, and low-contrast originals produce illegible copies.
Legal Considerations
A signed bill of lading is a binding contract between shipper and carrier under the Carmack Amendment (49 U.S.C. § 14706) for interstate shipments. The terms on the BOL — including declared value, liability limitations, and delivery conditions — govern the carrier's liability in case of damage or loss. Negotiable bills of lading are documents of title under the UCC; only the holder of the original can claim the goods. For HAZMAT shipments, DOT regulations (49 CFR) require specific language on shipping papers — confirm compliance before tendering.
Industries That Fax This Document
Faxing a Bills of Lading — FAQ
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