How to Fill a Bill of Lading (Field-by-Field)
A practical field-by-field walkthrough of bill of lading details exporters must get right before the carrier issues the B/L.
You rarely fill in the final bill of lading yourself — the carrier issues it — but you do supply the shipping instructions that become the B/L. Errors in those instructions are what force amendments and bank discrepancies.
This walkthrough covers the fields that must agree with your commercial invoice and packing list. For types of B/L, see types of bill of lading.
Before You Send Shipping Instructions
- Confirm whether the LC or buyer needs an order B/L, straight B/L, or sea waybill.
- Freeze invoice number, goods description, package count, and weights.
- Agree ports of loading/discharge and the exact consignee / notify party names.
Shipper
Use the exporter name and address as they should appear under the contract or LC. Do not invent a third-party shipper on the B/L unless the credit and carrier explicitly allow it — mismatched shipper details are a frequent examination failure.
Consignee
Follow the LC: to order, to order of a bank, or a named consignee. A named consignee on a straight B/L when the credit required to order is a classic discrepancy. Spell names exactly as in the credit.
Notify Party
List who the carrier should notify on arrival — often the buyer or their agent. Keep this consistent with buyer instructions; it should not contradict the consignee logic in the credit.
Ports, Vessel, and Voyage
Port of loading and port of discharge must match what you booked and what the credit allows. If the LC prohibits transhipment or names a specific route, your booking and B/L clauses must respect that.
Marks, Numbers, Packages, and Weight
Package count, marks and numbers, and gross weight should match the packing list. Customs, the carrier, and the bank all cross-check these. A B/L that says 100 cartons while the packing list says 98 is enough to stall payment.
Goods Description
The description should be consistent with the commercial invoice and LC. It does not always need to copy every marketing line, but it must not describe different goods. Under strict credits, closer wording is safer.
Freight Prepaid or Collect
Align with the Incoterm and LC. CIF/CFR-style seller freight arrangements often show freight prepaid; EXW/FOB structures may show collect — but only the credit and contract decide what the bank will accept.
On-Board Notation and Date
Many LCs require an on-board ocean bill of lading with a shipment date on or before the latest shipment date. Confirm the carrier's on-board notation before you present documents.
Checklist Before the Carrier Issues
- Consignee wording matches the LC.
- Shipper and notify details match agreed documents.
- Package count and weight match the packing list.
- Ports and on-board date fit the credit.
- Goods description does not conflict with the invoice.
Frequently Asked Questions
Who fills the bill of lading?
The carrier (or its agent) issues the B/L from your shipping instructions and their cargo receipt data. Your job is to provide accurate instructions that match the invoice, packing list, and LC.
Can I correct a bill of lading after it is issued?
Yes, through the carrier's amendment or reissue process. Correct it as soon as you spot an error — especially before bank presentation.
Get the instructions right once. Bilexor keeps buyer, goods, and package data on one shipment record so your invoice and packing list stay aligned with what you send the forwarder. Read the bill of lading guide for types and common mistakes.
Informational only — not legal, banking, tax, or customs advice. Always verify document and LC requirements with your bank, CHA / customs broker, and buyer before presentation.