# Bill of Lading Field Checklist: Check Every Field Before You Ship > Source: https://netray.co/tools/bill-of-lading-field-checklist > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer A field-by-field check of an ocean or domestic bill of lading so errors are caught before the cargo sails. ## Category supply-chain ## Audience - Logistics coordinator - Shipping clerk - Export administrator - Customs broker ## Tool **Kind:** checklist **Groups:** #### Parties and references **Items:** **Text:** Shipper name and address match the commercial invoice and export documents **Critical:** true **Text:** Consignee name, address and tax ID match the invoice and letter of credit **Critical:** true Notify party is named with phone and email, or marked 'same as consignee' Carrier or forwarder name and booking number are correct Purchase order, invoice and shipper reference numbers are shown **Text:** Bill of lading type is right: straight, order, negotiable, sea waybill or express release **Critical:** true #### Routing and transport **Items:** **Text:** Port of loading and port of discharge are spelled and coded correctly **Critical:** true Place of receipt and place of delivery are shown for door-to-door moves Vessel name and voyage number are correct, or marked as pending for house bills Onward carriage or transshipment instructions are consistent with the booking **Text:** Shipped on board date is present when a letter of credit requires it **Critical:** true Number of original bills issued is stated, for example 3/3 #### Cargo description **Items:** **Text:** Description of goods is specific and matches the commercial invoice **Critical:** true **Text:** Number and kind of packages match the packing list **Critical:** true Shipping marks and numbers match those on the cartons or pallets HS code is shown if the destination or carrier requires it **Text:** Dangerous goods are declared with UN number, class and packing group **Critical:** true Temperature setting is shown for reefer cargo #### Weights, measures and containers **Items:** **Text:** Gross weight matches the weighed amount and the packing list **Critical:** true Volume in cubic metres is stated and consistent **Text:** Container numbers and seal numbers are accurate, check digits included **Critical:** true Container type and size are correct **Text:** Verified gross mass (VGM) has been submitted to the carrier **Critical:** true Packages stated as 'said to contain' only where the carrier cannot verify contents #### Freight terms and charges **Items:** **Text:** Freight prepaid or collect matches the Incoterm and sales contract **Critical:** true Incoterm and named place are noted if required in the instructions Declared value is shown only if intended, with any higher-liability option Demurrage and detention responsibility is understood and the free time is confirmed Payable-at location is correct for the freight invoice #### Clauses, signature and release **Items:** **Text:** Bill is clean, with no damage or shortage remarks on the cargo **Critical:** true Special clauses from the letter of credit are reproduced exactly **Text:** Carrier or authorised agent has signed and dated the bill **Critical:** true Draft was approved by all parties before final issue Amendment fees and cut-offs after sailing are known **Text:** Original bills are couriered or released as agreed, with tracking recorded **Critical:** true **Scoring Note:** Tick every item before approving the draft bill of lading. Any unchecked critical item can cause cargo holds, letter of credit discrepancies or costly amendments after sailing. ## Content **Intro:** The bill of lading is the contract of carriage, the receipt for the cargo and, in some forms, the document of title. A single wrong field can hold cargo at destination or invalidate a letter of credit. Use this checklist to review the draft before the carrier issues the final bill. **Sections:** #### How to use it **Body:** Review the draft bill of lading from the carrier or forwarder with the commercial invoice, packing list and booking confirmation open beside it. Tick each item as you confirm it. The critical items are the ones that most often trigger holds or bank rejections. Export the completed list to PDF or Excel as a record that the draft was checked, and send corrections in one message rather than several. #### Types of bill of lading **Body:** A straight bill names a specific consignee and is not negotiable. An order bill can be endorsed and transferred, which makes it a document of title used with letters of credit. A sea waybill is a receipt and contract only, with no need to present an original at destination. Express release lets the carrier release cargo without originals once the shipper surrenders them. Choosing the wrong type is a common cause of delays and demurrage at destination. **Bullets:** - Straight: named consignee, not negotiable - Order: negotiable, used with letters of credit - Sea waybill or express release: no originals needed #### Where errors cost money **Body:** Amendments after the vessel sails typically attract carrier fees and take days, during which containers may accrue demurrage. A name mismatch between the bill and the letter of credit is one of the most common discrepancies banks reject. An incorrect gross weight can break a stowage plan or conflict with the VGM filing. Fixing errors at draft stage costs nothing, which is why the review should happen before cut-off. #### Common mistakes **Body:** Approving a draft without comparing it to the invoice, mixing up consignee and notify party, leaving out seal numbers, and forgetting the number of originals are typical. Dangerous goods mis-declaration is serious and can carry penalties. Keep one controlled data source for party names and addresses in your ERP so that every document starts from the same master record. **Cta:** If shipment documents are rebuilt by hand from emails and spreadsheets, Netray can help pull party, cargo and weight data from the ERP into a draft that a person then approves. **Faq:** #### What is the difference between a master and a house bill of lading? **Answer:** The master bill is issued by the ocean carrier to the shipper or forwarder. A house bill is issued by a freight forwarder or NVOCC to its customer, the actual shipper. The house bill describes the original sale contract details, while the master covers the forwarder's consolidated shipment. Check which one your letter of credit requires. #### Do I need an original bill of lading to release cargo? **Answer:** With an order bill of lading, the consignee typically presents an original to the carrier or surrenders it electronically. With a sea waybill or an express release, no original is needed. Confirm the arrangement with the carrier early, because lost originals delay release and increase storage and demurrage costs. #### Can I correct a bill of lading after the vessel sails? **Answer:** Usually yes, but it costs money and takes time. Carriers charge amendment fees and may reissue all originals. Changes to the consignee or the cargo description need the shipper's written request, and a letter of credit may need an amendment as well. Aim to approve a correct draft before the document cut-off. #### What does 'shipper's load and count' mean? **Answer:** It means the shipper loaded and sealed the container and counted the contents, so the carrier does not verify quantity or condition inside. Related phrases such as 'said to contain' protect the carrier from claims about contents it could not check. Cargo claims for shortage can then be harder to pursue. ## Search terms bill of lading checklist, bill of lading template fields, bill of lading requirements, what is on a bill of lading, BOL checklist, bill of lading errors, straight vs order bill of lading, bill of lading amendment --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json