A bill of lading records important shipment information shared between the shipper, carrier, and receiver. These two free Word-compatible templates provide a general bill of lading and a freight-oriented version with origin, destination, carrier, tracking, commodity, quantity, weight, freight terms, special handling, and signature fields.
The files can be useful as layout references or editable starting points for businesses that move physical goods. Actual shipping documents may be subject to carrier, customs, hazardous-material, trade, or transport requirements, so the final form must match the transaction and applicable rules.
What Is a Bill of Lading Template?
A bill of lading is a transport document that identifies the parties and goods involved in a shipment and records key instructions or terms. Its legal function can vary by shipment type and jurisdiction, so businesses should use the version required by their carrier and logistics process.
A structured bill of lading template reduces the amount of interpretation required each time the document is prepared. It gives users a repeatable order for entering information and makes later review easier because the same fields appear in the same places.
Why Use a Ready-Made Bill of Lading Template?
A structured shipping document reduces ambiguity about who is shipping the goods, where they are going, what is included, and how the carrier should handle the freight. It can also provide a record of pickup and delivery signatures.
Templates are also helpful when responsibility is shared. A manager, accountant, employee, shipper, or business owner can review a completed document without first learning a different format for every transaction. This is especially useful when records need to be compared across several periods.
What These Templates Include
- bill of lading or shipment number
- shipper and consignee
- origin and destination
- carrier and vehicle information
- tracking or PRO number
- commodity description
- quantity and packaging
- weight and dimensions
- freight terms
- special handling
- shipper, carrier, and receiver signatures
Add NMFC information, class, hazardous-material declarations, seals, purchase-order numbers, customs references, or declared value only when they are appropriate and correctly completed.
Download the Free Bill of Lading Templates
Both files are hosted on this website and are editable. Each preview corresponds to the download button immediately below it. You can use one version on its own or combine both when you need a summary document plus a supporting working sheet.
1. Bill of Lading Template
Use this general Word-compatible format for shipper, consignee, carrier, shipment details, packages, weight, special instructions, and signatures.
2. Freight Bill of Lading Template
Use this version for origin, destination, carrier, tracking, commodity, packaging, weight, freight terms, declared value, and handling notes.
How to Use the Templates Effectively
Complete shipment references and party information from confirmed records. Describe the goods accurately and verify quantities, packaging, and weight. If the carrier requires a specific form or electronic format, transfer the information to that approved document rather than assuming a generic template is sufficient.
Save a master copy before entering live data. Create a clearly named working file for the relevant period, employee, shipment, transaction, or business plan. Enter identifiers and dates first, then complete the detailed fields. This makes the record easier to trace later and reduces the risk that an otherwise complete document cannot be matched to the correct event.
Review completed files before approval or distribution. Check mathematical totals, names, dates, references, and status fields. If a document moves through more than one person, define where responsibility passes from preparer to reviewer to approver. A consistent workflow is usually as important as the template itself.
Best Practices for Accurate Records
Use consistent shipment IDs and retain copies that can be matched with orders, packing slips, carrier records, and delivery confirmations. Review special-handling instructions carefully. For regulated goods or cross-border shipments, obtain appropriate logistics or compliance guidance.
Use consistent terminology and formats. Currency, date, quantity, and status fields should follow the same convention throughout the file. Avoid unexplained abbreviations. If the document may be used as evidence of a transaction or operational event, record information at the time it occurs rather than reconstructing it much later from memory.
Protect confidential information and restrict access where appropriate. Financial, employee, shipment, or business-planning records can contain sensitive details. A downloadable template provides a practical structure but does not replace your organization’s accounting, legal, HR, privacy, shipping, or record-retention procedures.
How to Customize the Files
Add your company information, carrier account, purchase order, warehouse reference, seal number, freight class, or delivery instructions. Keep legally significant fields separate from internal notes so the final document remains clear.
Spreadsheet files can be opened in Excel and saved as XLSX if you want formulas, tables, conditional formatting, locked cells, or multiple worksheets. Word-compatible RTF files can be branded with a logo and reorganized into tables, signature areas, or company-specific sections. Keep an approved master version after customization.
Common Mistakes to Avoid
Do not guess weight, commodity classification, hazardous-material status, or freight terms. Avoid incomplete destination details and mismatched shipment references. A generic template should never override a carrier’s or regulator’s required documentation.
Do not add fields simply because they appeared in another organization’s form. Each field should support a real operational, financial, compliance, or decision-making need. Likewise, if users repeatedly need information that the template does not capture, add a clear field rather than relying on informal notes in different locations.
Who Can Use These Templates?
Manufacturers, distributors, warehouses, wholesalers, freight shippers, logistics teams, and businesses moving goods can use these templates as editable starting layouts.
For package-level contents, pair the shipping record with the packing slip templates scheduled earlier in this batch.
Frequently Asked Questions
Is this template an official carrier bill of lading?
No. It is a general editable template. Use the form and information required by the actual carrier and shipment.
Can I use it for international shipping?
International shipments can require additional transport and customs documents. Verify the requirements for the route and goods.
What is a PRO number?
It is a shipment tracking or identification number used by some freight carriers.
Should hazardous materials be declared?
Follow all applicable hazardous-material transport requirements and use the proper documentation.
Can I add freight class?
Yes, when freight classification is relevant and has been determined correctly.
