What Is a Bill of Lading for Car Haulers and What’s On It?

While the Bill of Lading (BOL) is a fundamental document across all freight, its importance takes on an even greater significance—and a unique form—in the specialized world of car hauling. Unlike general cargo, vehicles require specific handling, detailed condition reports, and precise identification, making their BOL a critical tool for carriers and customers.

Today, we’ll dive deeper into the car hauler’s Bill of Lading nuances. We’ll start by reviewing the core purpose of a BOL, then explore how a standard BOL compares to the unique details you’ll find on one specifically designed for auto transport. We’ll also cover where to find reliable templates, the growing advantages of digital documentation, and how modern car freight operations work from start to finish.

• Review: What is a bill of lading, and why do you need it?
• What are you likely to find on a common bill of lading?
• What’s on a car hauler’s bill of lading?
• Where can you get templates?
• Can you handle these documents digitally? If so, how?

What is Car Freight?

Car freight refers to the professional transportation of vehicles—typically cars, SUVs, and trucks—by specialized auto carriers. Whether you’re relocating across the country, buying or selling a vehicle online, or moving a fleet for a dealership, car freight ensures that vehicles are shipped safely and efficiently from one location to another.

Unlike general freight, which includes various types of cargo, car freight is tailored to the needs of transporting automobiles, often involving dedicated equipment, trained drivers, and legally required documentation like the bill of lading (BOL).

How Car Freight Works

Shipping a vehicle involves several key steps, each designed to ensure safety, accountability, and delivery accuracy.

1. Quote and Carrier Selection

Customers begin by requesting a quote from an auto transport provider. Prices vary based on:

• Distance (local vs. cross-country)

• Type of vehicle

• Transport method (open or enclosed)

• Urgency of delivery

Once a quote is approved, pickup and delivery details are finalized.

2. Vehicle Prep and Inspection

Before the carrier arrives:

• The vehicle is cleaned and personal items are removed.

• Photos are taken to document its condition.

• Mechanical issues, leaks, or alarms are noted in advance.

3. Bill of Lading (BOL) Completion

At pickup, the driver performs a full inspection. The bill of lading is filled out with:

• Vehicle details (make, model, VIN)

• Condition notes

• Pickup and delivery addresses

• Signatures from both shipper and driver

The BOL acts as a receipt, inspection report, and contract—central to any car freight shipment.

4. Transport in Progress

The car is loaded onto an open or enclosed trailer. Many carriers offer GPS tracking or regular updates, especially for long hauls. Enclosed trailers protect luxury or classic vehicles, while open trailers are more common for standard transport.

5. Delivery and Final Inspection

At drop-off, the driver and customer inspect the vehicle again, referencing the original BOL. If everything matches, the customer signs off and completes the car freight process.

What’s on a Typical Bill of Lading?

You’ll find a few key elements on every bill of lading, regardless of commodity. Here they are:

• Origin and destination names, addresses, and phone numbers
• Type and quantity of goods being shipped
• Order or pickup number
• Weight of the cargo
• Payment amount to the carrier
• Signature lines for shipping and receiving parties
• Signature line for drivers

Each of these items is standard to a bill of lading and vital to the success of a transportation transaction. For this reason, having correct information on the bill of lading is absolutely essential for all parties involved.

What’s on a Bill of Lading Form for Car Transport?

A bill of lading form for car transport serves as the official record of a vehicle shipment. It includes all the key information required to protect the shipper, carrier, and receiver. Whether transporting a single vehicle or managing a fleet, a complete and accurate BOL is essential for operational success and legal compliance. You’ll find a few key elements on every bill of lading, regardless of commodity. Here they are:

• Origin and destination names, addresses, and phone numbers
• Type and quantity of goods being shipped
• Order or pickup number
• Weight of the cargo
• Payment amount to the carrier
• Signature lines for shipping and receiving parties
• Signature line for drivers
  

Every one of these items is standard to a bill of lading. And each one is vital to the success of a transportation transaction. For this reason, having correct information on the bill of lading is essential for all parties involved

You’re familiar with the concept of the bill of lading now. So let’s take a look at an example of a car hauler’s bill of lading.

Section One

First and foremost, you can see the order number, number of units, and date of the document all in the top-right corner. You’ll need that order number, most commonly when dealing with the shipper. You’ll also want to keep it for billing and invoicing purposes.

Section Two

Next, we’ve got origin and destination information. I’ve taken the liberty of washing over the name and street address of the locations. However, you can still see the cities and states for this particular order. Note that in between those, there’s a scheduling block. This block informs the carrier of the earliest and latest possible dates to pick up the order, as well as the latest date the order is due to arrive.

Here’s an important side note that separates car hauling from other freight. Many commodities deal in specific pickup times on specific dates. You’ll see that car hauling is most always dealt with only in terms of dates rather than specific times. Car haulers are quite labor intensive to load correctly and appropriately, making specific times very difficult to promise.

Lastly in this section, we see special instructions. Here you can see specific hours available for loading and delivery are noted, as well as the destination being a residential delivery. Drivers need to pay close attention to this section. Often special notes about modifications to the vehicles will be listed here as well, if applicable.

Section Three

You’ll see that section three is the true meat of the car hauler’s bill of lading. This example is for a single-vehicle order for the sake of simplicity. Here you’ll find the type of vehicle or vehicles being shipped and the vehicle identification number (VIN) of each.

The VIN is incredibly important in car hauling. You or your driver may arrive at a dealership to pick up a 2015 Chevrolet Colorado, as noted in this example. However, the dealer may have multiple 2015 Chevrolet Colorados, even in the same color.

What happens if the driver doesn’t verify the VIN? This can cause significant losses to both the customer and the shipper. The customer won’t receive the vehicle they ordered, and the shipper must arrange for yet another carrier to pick up the correct vehicle. Often, the incorrect vehicle will also need to be shipped back.

You can also find the operational status of the vehicle. You’ll see the tiny check boxes for “Keys,” “No Keys,” “Inop,” and “Operable.” Drivers should assume the vehicle runs and has keys unless there’s a check mark in the “No Keys” or “Inop” boxes. Note that “Inop” is shorthand for inoperable.

Lastly in this section, the drawings of a car are where drivers should note whether there are any damages to the vehicle and, if so, where they exist. Drivers should be noting this section both at pickup and delivery to verify whether damages are preexisting or occur in transit.

Section Four

Finally, we come to the conclusion of the pertinent information. You’ve got signature lines for all parties involved in the shipment. The driver, the shipper, and the receiving party all need to sign for the vehicle. Having the correct dates marked will also be very important. Correct dates will prevent any discrepancies in the future about whether a vehicle was picked up or delivered on time.

Where Can You Get Your Own Template?

Are you looking to generate your own bill of lading for car hauling? They’re extremely easy to find. Keep in mind that the example I discussed above is merely one sample. You’ll discover formats can vary widely, but the core information required will be the same.

I’ve come up with a few options for where you can get your own:

• Smartsheet.com
• Amazon.com (Various Options)
• Qualityforms.com
• Walmart.com 
• Printit4less.com

I’ve given just a few options here. You’ll find there are bountiful opportunities to create your own.

Can You Complete Your Bills of Lading Digitally?

Of course! You can do nearly anything digitally these days.

It’s possible to complete bills of lading through applications, including digital signatures. Drivers can immediately upload their completed load through digital imaging. In turn, drivers are able to get paid more quickly. Furthermore, shippers are able to verify their product has been delivered quickly. Lastly, shippers are able to bill their customers in a more timely fashion.

So, yes, you can handle your documentation digitally, even if they’re in bad shape physically. More importantly, you not only can, but you should! Your business will increase its speed and efficiency across the board.

Why Digital Bill of Lading for Car Transport Is the Future

Car hauling is a one-of-a-kind part of the transportation industry. Managing paperwork during vehicle shipping can slow operations, increase errors, and create communication gaps. Switching to a digital bill of lading for car transport offers a faster, more reliable way to handle documentation at every stage of the shipping process.

You’ll be primed for success in car hauling if you pay attention to detail. You’ll also benefit significantly from digitizing your business in whatever manner possible.

Car hauling will always provide a new challenge daily, from varying trailer types and sizes to the size, shape, and quantity. The bill of lading is the first weapon in your arsenal that will lead you to success. Now you have a much better understanding of how and why this paperwork matters.

Using a digital bill of lading car transport system not only makes operations more efficient but also helps reduce disputes by capturing and sharing detailed, time-stamped records. Tools like Vector can streamline your workflows while maintaining accuracy and transparency.

This post was written by Matthew Zandstra. Matt has been working in transportation and logistics dispatch for the past six years, both as a broker and direct to drivers. He’s familiar with various facets of relationships, technical systems, pricing mechanics, and commodities.