Documents & Forms

Booking Papers

Your Booking Papers are the documents sent to you by your booking agent to set up a shipment. They are not your actual bill of lading, which the carrier requires for pickup. If your shipment details cannot be processed electronically, you will be faxed or emailed booking papers for your review and completion. This paperwork covers everything from the point of pickup and delivery to who will be responsible for paying for the shipment.

When filling out the documents, you must provide the origination address, destination address, shipment description, and payment information. Once you complete the shipping contract, fax or e-mail the freight documents to your freight agent. You must complete these forms and return them as soon as possible, as your agent can only lock in a rate for you once they have been returned, reviewed for accuracy, and approved by our processing department. Once this has been completed, your shipment can be manually scheduled.

From time to time, shippers confuse the “booking papers” with their shipping documents or BOL (bill of lading). The booking papers are for information gathering, invoicing, and shipment contracting. These freight documents are not to be given to the carrier; they are unnecessary for the driver to have and include your payment information, which could be exploited if other parties discover them.

Bill of Lading (BOL)

After your booking papers have been returned, reviewed, processed, and approved, your booking agent will create your shipping documents. This document will be sent to you by email as an attached PDF file, downloadable via your online account or by fax. This is only a BOL (bill of lading) for most shipments.

But what is a BOL, exactly? It’s a title document detailing the basics of your shipment, including:

• Name of Shipper and Consignee
• Pickup and Delivery Address
• Name and Address of Carrier
• Quantity
• Type of Shipment
• Shipment Dimensions
• Freight Class Number
• Special Instructions for Delivery/Pickup

It doubles as both a contract between the shipper and the carrier and a receipt for the shipment. It prevents anyone from taking the wrong document, and acts as a preventable barrier against cargo theft. Without it, the carrier may be unaware of what kind of shipment they are delivering or where the shipment is going, and they would have to keep checking the shipping label on the shipment in the trailer.

That’s why the carrier must take a copy with them during pickup; it tells the carrier what kinds of goods they are transporting, where they are going, and any special instructions or equipment needed for delivery. The BOL makes things easier for both the carrier and the shipper since all information on the booking is on it.

What Documentation Do I Need at the Time the Shipment Is Picked Up?

You will only need your BOL during your scheduled pickup. Print two copies of the BOL document; you must have a copy ready for your carrier. If you are away from the pickup point, you must forward (email, fax, mail) two copies to the pickup address (note that most carriers require someone to be there at pickup, or they will leave without your shipment).

The carrier’s driver will sign both copies of the BOL. One copy will stay attached to the shipment; the other is your receipt. Under no conditions should you alter or change the BOL, since it is a legal document. Any change made to the BOL without approval from FreightCenter.com will void your discount and service agreement.

The rest of your booking documents are for your records. Keep them in a safe place, as you may need them in case anything goes wrong after the shipment is completed, or any changes made after the shipment’s delivery is complete.

One of the biggest changes that could change your paperwork post-delivery is billing adjustments. These changes in your final billing differ from the charges presented in your BOL and initial invoice. Billing adjustments may occur at the carrier’s discretion for things like:

• Incorrect dimensions
• Using special services without booking in advance
• Incorrect paperwork

These adjustments will result in an alteration of your final billing. If a billing adjustment looks incorrect, you must make a claim with FreightCenter’s customer representatives. They will double-check your invoice and determine the legitimacy of the adjustments.

If your shipment qualifies, you’ll also need your booking documents for insurance claims. Any damages, thefts, and shortages found after delivery will not be reimbursed if there’s no proof the shipment was real in the first place. Therefore, you must present the BOL and your other booking documents during the claiming process to move forward.