Choose a format suitable for the shipment and carrier. Check required party details, goods descriptions, quantities, weight, references, and handling instructions.

Template previews and downloads

Draft Copy Bill of Lading Template

Straight Bill of Lading Template

Company’s Bill of Lading Excel Template

Sample Bill of Lading Template

Official Straight Bill of Lading Template

Example Straight Bill of Lading Template Excel

Short Form Bill of Lading Template

Trucking Bill of Lading Template

Airway Bill of Lading Template in XLSX Format

How to use the bill of lading template

Step 1. Enter the shipper, consignee, carrier, and shipment references. Reconcile dispatched quantities with inventory spreadsheets.

Step 2. Describe packages and goods accurately and reconcile counts with shipping records. Record the goods issue in stock management templates.

Step 3. Have the appropriate parties review and sign as required, retaining the issued record.

Use precise descriptions and consistent units. Package count, item quantity, gross weight, and dimensions describe different aspects of a shipment. Reconcile them with the packing and dispatch records so the transport document does not conflict with the goods being handed over.

Check signatures, dates, references, and any required remarks at the relevant handover stage. A template should not imply that every shipment has identical terms or that a signature resolves all claims. Carrier instructions and the applicable transport arrangements govern the final document.

Example and checks

A shipment of 12 cartons should identify the carton count separately from the number of individual items inside. Weight units also need to be explicit.

A generic spreadsheet is not suitable for every shipment or legal requirement. Do not assume a receiver’s signature transfers responsibility for every possible issue. Maintain shipping-related contacts using supplier lists.

Confirm the document required for the shipment

A bill of lading template should be selected in the context of the actual transport arrangement. The carrier, mode of transport, shipment terms, and relevant requirements can affect the document. Do not assume that a generic spreadsheet is accepted for every movement of goods. Confirm the required format and instructions with the appropriate carrier, freight forwarder, or responsible shipping professional. The template can organize information, but it does not determine the legal effect of the issued document.

Keep transport documents distinct from invoices and packing lists. They can contain related shipment information while serving different purposes. For ocean transport, negotiable and non-negotiable bills of lading can have different functions, so the type should not be selected casually from an attractive sample. Use the appropriate process for the shipment. A clear preparation workflow identifies which party provides information, who reviews it, and who issues the final transport document.

Enter the parties and references accurately

Identify the shipper, consignee, carrier, and other parties required by the chosen format. Use verified names, addresses, and references rather than copying an earlier shipment without review. Similar company names or multiple delivery locations can create ambiguity. Check the intended receiving party and destination against the current order and shipping instructions. A contact name alone may not identify the legal or operational party required in a particular field.

Use shipment references consistently across related records. A purchase order, invoice, booking, container, or internal dispatch reference can help connect documents, but each has its own meaning. Label them rather than placing several unrelated numbers in one unexplained field. If a reference is provisional, identify its status. The final issued document should not retain a placeholder that appears confirmed merely because the rest of the form has been completed.

Describe packages and goods using clear units

Package count and item quantity are different measures. Twelve cartons may contain many individual products, so the relevant fields should not imply that the two counts are interchangeable. Describe the goods accurately and use the required level of detail for the shipment. Keep package types, marks, and identifiers consistent with the physical goods and supporting records. Avoid vague descriptions that make it difficult to distinguish one shipment from another.

Label weight and dimension units explicitly. A number without a unit can be misread, especially when records move between organizations using different conventions. Distinguish gross and net figures where the format requires them and use verified information. Do not fill a missing weight with an estimate presented as final unless the relevant process expressly calls for a stated estimate. The document should show what is known and which information still needs confirmation before issue.

Reconcile the shipping records before issue

Compare the draft with the relevant order, packing information, booking, and dispatch record. The documents do not need to be identical in every field, but their shared shipment facts should not contradict one another. Check quantities, references, destinations, and dates. A difference may be legitimate, such as a partial shipment, but it needs an explanation and appropriate handling. Do not change one document merely to make it agree without understanding the underlying shipment.

Use a review checklist suited to the operation. Assign responsibility for verifying party information, goods details, and transport instructions. A second review can be useful for important or unfamiliar shipments, but the person reviewing needs enough context to identify real discrepancies. A completed form should not be treated as ready simply because no field is blank. The useful question is whether the information is correct for the particular movement and the required issuing process.

Keep handling instructions and signatures within their proper role

Include handling or other instructions only in the fields and form accepted for the shipment. Special requirements may need a separate approved process rather than a casual note in a spreadsheet. Confirm what the carrier needs and how the information must be communicated. The template should not be used to invent technical, safety, or regulatory instructions. If the goods require specialist handling or documentation, involve the appropriate people and retain the relevant references.

Signatures, dates, and remarks should be completed by the appropriate parties at the appropriate stage. Do not assume that one signature transfers responsibility for every possible issue or resolves all questions about condition and delivery. The legal and operational effect depends on the document and arrangements. Keep observations accurate and follow the relevant instructions for exceptions or discrepancies. A clear record of what was acknowledged is more useful than a generic assurance unsupported by the shipment facts.

Use a practical dispatch preparation example

Suppose a business is preparing a shipment of several cartons against one customer order. The preparer identifies the current booking and destination, checks the actual package count, and obtains the required weight information. The draft refers to the relevant order and packing record. If only part of the order is being shipped, that fact is handled consistently in the related records rather than leaving one document showing the full order and another showing the partial quantity without explanation.

Before issue, the reviewer checks the carrier’s required format and the parties responsible for the final document. A draft spreadsheet remains a preparation record until the appropriate issuing process is complete. If the carrier or forwarder requires corrections, the current version should be identifiable. This example shows the template’s practical role: it structures accurate information and review. It does not replace the transport arrangement, the carrier’s instructions, or the professional process needed for the shipment.

Control versions and retain the relevant records

Keep drafts, issued documents, and later amendments distinguishable. A file named final can still be an obsolete draft if a later correction exists. Use references and dates that the responsible team can follow. When an amendment is required, use the applicable process rather than editing an issued copy informally and assuming every party has received the change. Connect the current record to the relevant supporting information and communications.

Restrict access to commercial and personal information as appropriate. Use fictional shipment details in demonstrations and remove old customer information from a reused template. Review print layout, continuation pages, and field labels before preparing a document for use. The downloadable formats can save setup time, but a dependable bill of lading process relies on the correct document type, accurate shipment data, reconciliation, appropriate issue and amendment procedures, and traceable records. Those elements matter more than a polished form containing unverified information.

A final pre-issue shipment check

Before the final document is issued, compare the current draft with the goods and current shipping instructions. Check the parties, destination, package count, units, references, and any required remarks. A copied draft may still contain an earlier consignee address or a quantity from the original order rather than the actual dispatch. These are substantive differences, not merely presentation details.

Suppose the customer order contains 200 units but the current shipment contains 120 units in ten cartons. The related preparation records should make that partial movement understandable. Package count, item quantity, and order quantity should not be placed in interchangeable fields. The remaining order can be tracked through the appropriate order process without making the transport document describe goods that are not being handed over.

If a discrepancy is found, identify which source needs correction and obtain the relevant confirmation. Do not change all records blindly to match the first number encountered. Keep the revised draft identifiable and ensure the appropriate people use the corrected information.

After issue, retain the document through the required process and keep any amendment connected to it. The value of the template is the organized preparation and review it supports. The actual shipment, required document type, carrier instructions, and applicable arrangements remain the basis for deciding what the final transport record must contain.

Frequently asked questions

Is a packing list the same document?

No. A packing list describes contents, while a bill of lading has different transport-related functions.

Can I use one format for every carrier?

Confirm the carrier’s requirements and shipment terms before use.

The post 9 BEST Bill Of Lading Excel Templates appeared first on Excel Templates.