Having the correct documents required for domestic shipping is vital to getting your freight to its destination promptly. Unfortunately, shippers either forget to fill out their paperwork, or complete it incorrectly. What documents do you really need?
Paperwork the Department of Transportation (DOT) wants you to provide includes (a):
Each one of the documents required for domestic shipping is unique and must be completed with care. We’ll give you the details on each so you can avoid making potential mistakes.
Fortunately, there aren’t too many documents you will have to fill out for domestic ground shipments. Most of these documents are fairly easy to fill in, since they request basic information about your freight that you’ll already know (or should know). In any case, always review to ensure accuracy.
The BoL is the most common type of document used in both domestic and international shipments.
Information the BoL will ask for includes:
Another field in the BoL that needs to be filled out is the packaging type that will hold your freight.
This can include:
If you want to include specific instructions to the carrier or a special tracking number, the BoL is where you’ll include this information. The BoL also has a field where you will cite hazardous material information about your freight. This field is left blank if hazardous materials are not part of your shipment.
Lastly, there are multiple types of bills of lading you should be familiar with:
The ocean BoL is used for international shipments, so you won’t have to worry about filling one out when you need to move freight domestically.
Related: 8 Types of BoLs
Freight bills and BoLs are fairly similar to one another. They both require that the same basic information, but the freight bill will end up containing more detailed information.
Think of the BoL as a summary of your shipment and the freight bill as the essay for it. Additionally, the freight bill provides information about the shipment's consolidated cost. Lastly, the freight bill is not a legally binding agreement like the BoL.
Packing lists are usually for international shipments, but they’re used for domestic loads as well. Packing lists contain information that pertains specifically to the items you’re shipping.
This includes:
The packing list can be included in the box holding the items or on the outside of a palletized shipment in a clear plastic envelope. The packing list is provided specifically for the receiver. With the packing list, the receiver can determine if any goods have been damaged and if any goods are missing from the box.
Packing lists provide great customer service because of the details they provide for the buyer of your products. Therefore, you should make sure that your packing list is always accurate.
The POD is a document that is signed by the receiver of the goods. By signing the document, the receiver is confirming that they now have possession of the goods and the items are in acceptable condition. Carriers provide this document in either paper form or by email.
Regardless of which format the POD comes in, you should ask for a copy for your own record keeping. Having this document ready will be useful in case the receiver causes a dispute regarding the well-being of the items when they took ownership of them.
Hazardous materials can cause serious harm to people and the environment when spilled. That’s why DOT enforces numerous regulations that shippers and carriers have to follow when transporting this type of cargo.
When transporting hazardous materials, your hazmat shipping papers must include the following information:
Paperwork for hazmat shipments doesn’t have to follow a specific format. However, it does need to be recorded on paper in a cohesive sequence. You can include your hazardous materials information on different types of shipping documents.
This includes:
A record of HAZMAT related injuries shows exactly why these shipments have so many regulations that accompany them.
One clear benefit of HAZMAT documentation is that it informs carriers about what they’re transporting. This helps them determine which safety practices they’ll need to employ.
Shipping documents are more than just pieces of paper for you to write on. They help convey important information that carriers need to transport your goods.
Depending on the goods you’re shipping, there may be regulations attached that require specific wording. Let’s briefly review the general purposes behind most documents.
Having an accurate record of all your shipments comes in handy when you need to conduct freight audits. However, it’s also a legal requirement for certain commodities, such as hazardous materials.
As per Title 49 of the Code of Federal Regulations part 172.201, documents for hazardous waste shipments must be kept for three years following the date they were accepted by the carrier. Normal hazardous shipments only need to be kept two years after the carrier accepted them. These include shipments of:
Hazmat documents are kept because federal, state, and local governments can request to see them at any time to research or inspect information regarding your hazardous shipments.
The DOT enforces numerous regulations placed on domestic shipments. Many of these regulations apply only to carriers, but still require you, as the shipper to complete paperwork correctly.
While we’ve already discussed some hazmat regulations, there are plenty of others requiring carriers to show proof of compliance
Other DOT rules encompass regulations in areas such as:
Without properly filled out paperwork, carriers can’t certify that they’ve complied with the regulations expected of them. This can cause numerous problems for your shipment.
Your shipping documents contain important information about your freight that a carrier uses to determine how to handle your shipment. This includes how it’s loaded and what actions must be taken should an accident occur.
While carriers do their best to take care of your freight, certain types need special treatment. Shipping documents help indicate these needs.
This information can also include pickup and delivery locations and times. Missing or faulty documents can easily result in freight delays.
At USA Truckload, we can guarantee you that our deliveries will be completed for you fast and efficiently.
There are a variety of different problems that could arise if you don’t fill out all of your shipping documents correctly.
Some of the common mistakes that shippers make include:
Any mistake that’s made in regard to shipping documents will always cost you time and unnecessary stress. In some cases, it could even cost you money. The best way to avoid these mistakes is by getting yourself some help from the logistics professionals at USA Truckload.
Related: 12 Common Shipping Mistakes
Domestic and international shipments both need to have proper documentation accompanying them. Fortunately, domestic and international shipments share all the documents we’ve already listed.
There are some additional documents that you will need to include:
Another distinction between domestic and international shipping documents are the federal agencies involved. Customs and Border Protection (CBP) is the agency that oversees all imports and exports.
The CBP also has strict requirements regarding certain types of paperwork. Depending on the goods you import, you might need to satisfy the regulations of another federal agency. That means obtaining any additional shipping documents they require.
Related: Domestic Incoterms®
Here at USA Truckload, we can help you ship freight all across the country with our vast network of carriers. All our customers receive tailored solutions that make their shipping experience smooth and successful. We offer a variety of transportation services that you can use to your advantage.
Start your strategic partnership by filling out your Request for Proposal (RFP). If you have questions about the services we provide, then call our team at (866) 353-7178. We also have a contact us page that you can use for a direct inquiry.
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