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Freight forms serve as the essential framework for the global logistics and transportation industry, acting as legal contracts, cargo receipts, and detailed sets of instructions for carriers. These documents, which include critical paperwork like the Bill of Lading and Shipper’s Letter of Instruction, ensure that all parties involved in a shipment—from the sender to the final consignee—have a clear understanding of the cargo's nature, handling requirements, and liability terms. Accurate documentation is vital for preventing shipment delays, avoiding costly billing errors, and maintaining compliance with international export regulations and hazardous materials standards.
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About freight forms
Logistics managers, warehouse supervisors, and business owners typically rely on these forms whenever goods are tendered for transport. Whether you are coordinating domestic LTL shipments through carriers like FedEx Freight or managing international air cargo via UPS Supply Chain Solutions, having precise paperwork is a prerequisite for moving freight. These forms are necessary in various scenarios, such as documenting weight and class for rating purposes, providing emergency contact information for sensitive materials, or authorizing a carrier to act as a forwarding agent. Tools like Instafill.ai use AI to fill these freight forms in under 30 seconds, handling complex logistics data accurately and securely to streamline your shipping operations.
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How to Choose the Right Form
Choosing the right freight documentation is essential for ensuring your goods reach their destination without delays, billing errors, or compliance issues. Depending on your carrier, the mode of transport, and the complexity of your shipment, you will need to select a form that satisfies specific legal and tariff requirements.
Carrier-Specific LTL and Air Freight
If you are working with a major national carrier, using their proprietary documentation ensures compliance with their specific tariff rules and liability limits.
- UPS Supply Chain Solutions Shipper’s Letter of Instruction / Air Waybill: Choose this form specifically for domestic or international air freight handled by UPS. It is more than a simple receipt; it includes critical export-control data (such as HTS and ECCN codes) and authorizes UPS to file Electronic Export Information (EEI) on your behalf.
- FedEx Freight Uniform Straight Bill of Lading: Select this for FedEx Freight LTL shipments. It is designed to handle NMFC classes and hazardous materials certifications specifically under the FXF 100 Series Rules. Use this to ensure correct rating and liability coverage for FedEx ground transport.
General Shipping and High-Volume Loads
For shipments that aren't tied to a specific carrier's proprietary system, or for complex loads with many line items, a standard document is often the best choice.
- Bill of Lading (BOL): Use this as your standard contract of carriage for general LTL shipments. It captures essential details like PRO numbers, SCAC codes, and freight terms (prepaid vs. collect).
- Supplement to the Bill of Lading: If your shipment contains a large variety of commodities or numerous customer orders that won't fit on a single page, use this supplement. It provides the necessary extra space to remain compliant with DOT regulations regarding commodity descriptions and weights without overcrowding the primary document.
Quick Selection Tips
- Shipping by Air? Use the UPS Shipper’s Letter of Instruction / Air Waybill.
- Using FedEx Freight? Use the FedEx Freight Uniform Straight BOL.
- Standard LTL with many items? Use the standard Bill of Lading (BOL) and Supplement.
Form Comparison
| Form | Primary Use | Carrier & Mode | Key Information Required | Legal Function |
|---|---|---|---|---|
| UPS Supply Chain Solutions Shipper’s Letter of Instruction / Air Waybill (Air Freight Services) | Authorizing air freight handling and filing electronic export information for international shipments. | UPS Supply Chain Solutions (Air Freight). | Export-control data, Schedule B/HTS numbers, and specific air routing details. | Combined shipper’s letter of instruction and non-negotiable air waybill contract. |
| FedEx Freight Uniform Straight Bill of Lading (Original—Not Negotiable) | Managing ground freight shipments and defining carrier liability for FedEx services. | FedEx Freight (LTL and Ground). | NMFC freight class, hazardous materials certification, and specific billing terms. | Uniform straight bill of lading and binding contract of carriage. |
| Bill of Lading (BOL) and Supplement to the Bill of Lading | General documentation for receipt of goods and transport terms across carriers. | Any freight carrier (General LTL/Truckload). | Handling units, package weights, commodity descriptions, and order reference numbers. | Legal receipt of goods and evidence of a transportation agreement. |
Tips for freight forms
Using accurate NMFC (National Motor Freight Classification) or HTS codes is vital for correct rating and customs clearance. Inaccurate descriptions can lead to expensive re-classification fees from carriers or significant delays at international borders.
If shipping regulated items, you must provide a 24-hour emergency contact and properly identify the hazard class on the Bill of Lading. Failing to certify these details can result in heavy fines and the immediate refusal of the shipment by the carrier.
AI-powered tools like Instafill.ai can complete complex freight forms in under 30 seconds with high accuracy. Your data stays secure during the process, making it an essential time-saver for logistics managers dealing with high volumes of shipping paperwork.
Always specify whether the shipment is Prepaid, Collect, or billed to a Third Party on the BOL or Waybill. Clearly marking these terms ensures the carrier invoices the correct entity and prevents delivery delays caused by payment confusion at the destination.
When filling out the description of articles, distinguish between the number of pallets (handling units) and the total number of individual cartons. This clarity helps carriers verify the load during transit and simplifies the claims process if a shortage is discovered.
If your shipment includes more line items than the standard Bill of Lading allows, always use a formal Supplement form. This maintains the legal link between all items and the original contract of carriage, ensuring every commodity is covered by the carrier's liability.
Frequently Asked Questions
Freight forms serve as a legal contract between the shipper and the carrier, detailing exactly what is being transported, where it is going, and who is responsible for payment. They act as a receipt for goods and provide essential instructions for logistics providers to ensure safe and accurate delivery.
The choice depends on the mode of transport and the carrier's requirements. A Bill of Lading (BOL) is typically used for ground or sea transport, while an Air Waybill (AWB) is specific to air freight shipments, such as those handled by UPS Supply Chain Solutions.
Generally, the shipper or the party sending the goods is responsible for completing the documentation and providing it to the carrier at the time of pickup. Accurate completion is crucial because the information on these forms determines the shipping rates, liability limits, and delivery instructions.
Yes, AI tools like Instafill.ai can fill out complex freight forms in under 30 seconds by accurately extracting data from your commercial invoices or packing lists. This technology automatically places the information into the correct fields, reducing the risk of manual entry errors that could lead to shipping delays.
A Straight Bill of Lading, such as the FedEx Freight version, is non-negotiable, meaning the goods are delivered specifically to the named consignee and cannot be transferred while in transit. In contrast, a negotiable Bill of Lading allows the title of the goods to be transferred to another party, which is more common in international ocean freight.
While manual entry can take several minutes per form, using an AI-powered platform allows you to generate completed freight documents almost instantly. These tools can even convert non-fillable PDF templates into interactive forms, making the entire logistics workflow significantly faster.
The National Motor Freight Classification (NMFC) helps standardize the pricing of freight based on its density, handling, and liability. Providing the correct NMFC class on your Bill of Lading ensures that you are billed accurately and that the carrier understands how to properly handle your shipment.
A supplement is used when a single shipment contains more items, purchase orders, or commodity descriptions than the standard Bill of Lading form can accommodate. It ensures that all parts of the shipment are documented under the same primary BOL number for consistent tracking and auditing.
An SLI is a document where the exporter provides specific instructions to their freight forwarder or carrier on how to handle the shipment. It often acts as a written authorization for the carrier to file Electronic Export Information (EEI) on the shipper's behalf, ensuring customs compliance.
If your shipment contains regulated hazardous materials, you must disclose this on the Bill of Lading or Air Waybill, including the proper shipping name, hazard class, and emergency contact details. Failure to accurately report these items can result in significant fines and safety risks during transportation.
Typically, you should print multiple copies: one for your own records, one for the driver to sign and return as your receipt, and one or more to accompany the freight. Digital copies should also be stored for compliance, as freight documents are often required for tax and trade verification.
Glossary
- Bill of Lading (BOL)
- A legal contract between the shipper and the carrier that lists the goods being shipped, their destination, and serves as a receipt for the cargo.
- Consignee
- The individual or business officially designated as the recipient of the shipment.
- PRO Number
- A unique 7- to 10-digit tracking number assigned by a freight carrier to identify a specific shipment and track its progress.
- NMFC (National Motor Freight Classification)
- A standard system that categorizes freight into 18 different classes based on weight, size, and ease of handling to determine shipping rates.
- LTL (Less Than Truckload)
- A shipping method for freight that does not require a full 48- or 53-foot trailer, allowing multiple shippers to share space on one truck.
- Air Waybill (AWB)
- A non-negotiable document used for air freight that serves as a receipt for the goods and evidence of the contract of carriage.
- SCAC (Standard Carrier Alpha Code)
- A unique two-to-four-letter code used to identify transportation companies in legal documents and computer systems.
- Shipper’s Letter of Instruction (SLI)
- A formal document where the exporter provides specific directions to a freight forwarder regarding the transport and documentation of a shipment.
- Electronic Export Information (EEI)
- The digital data filed through the Automated Export System (AES) used by the U.S. government to track exports and enforce trade laws.