Of all the papers in a move, this is the one that matters most and gets read least. It arrives on a busy loading morning, and the driver is waiting. Knowing in advance what belongs on it makes the signature a short, confident step.
What the document does
The bill of lading is the receipt for your goods and the written terms of the contract. The mover must prepare and issue it before receiving your shipment, and the driver who loads must give you a copy before or at loading. The FMCSA booklet describes the document as issued at least three days before pickup. After you accept it, the mover is contractually bound to provide the service it describes. For the short definition, see bill of lading in the glossary.
What must be on it
Of the 17 required items, these are the ones customers most often need to check:
- The mover's registered name and address, and the names and U.S. DOT numbers of other carriers who will take part in the move.
- Your name, address and telephone number.
- The form of payment the mover and its agents will honor at delivery, which must match the estimate.
- For collect-on-delivery shipments, a person to notify about the charges.
- The agreed date or period for pickup and for delivery, or the fixed dates if you bought the separate dated-delivery service.
- The actual date of pickup and the number of the vehicle that loads your goods.
- The terms and conditions for payment of the total charges, including the maximum collectable at delivery.
What to check before you sign
Compare the bill of lading line by line with your estimate: the services, the estimate type, the liability level you chose and the payment method. Never sign a blank bill of lading, and sign an incomplete one only where the missing information cannot be known before loading, such as the final weight on a non-binding estimate. If something is wrong, ask the driver to correct it and wait for the corrected copy.
The inventory is part of the contract
The signed inventory is attached to the bill of lading and becomes an integral part of it. Mark every disagreement about an item's condition on the inventory at pickup, and again at delivery. Read the moving inventory guide for the steps.
How long to keep it
Keep your copy until the shipment is delivered, all charges are paid and any claims are settled. Movers must keep bills of lading and inventories for at least a year, but your copy is the proof you hold. Store it with the inventory and your estimate where you can find all three quickly. Claims for loss or damage must be filed within 9 months of delivery, as covered in the claim guide.