Car hauler BOL template: what it has to show, the damage codes, and a form you can print.

What a BOL has to show

Federal rules (49 CFR 373.101) require a motor carrier's receipt or bill of lading to show:

• the names of the consignor and consignee (who hands the cars over and who receives them),
• the origin and destination points,
• the number of packages, in car hauling the number of vehicles,
• a description of the freight: year, make, model, color and VIN for each car,
• weight, volume or measurement, where it matters for the rate.

Car haulers add what the rules do not ask for but every claim needs: the carrier's name and USDOT and MC numbers, whether each car runs, the agreed rate and how it is paid, and the condition of every car at pickup and at delivery, signed by both sides.

The inspection is the part that pays

Under federal law (49 U.S.C. 14706) the carrier is liable for loss or damage to the cars in its care. So when a receiver points at a scratch, the only question is whether it was written down at pickup. A clean inspection protects you; a rushed one makes every old ding yours.

• Walk every car at pickup, in daylight or under good light, before it goes on the trailer.
• Mark every mark: code, location and size. "S front bumper, 2 in." beats "minor scratches".
• Photograph the same angles at pickup and at delivery, so the two sets can be compared.
• Get the signature at pickup and at delivery. Any new damage is written on the BOL before the receiver signs.

A damage claim is decided on what the BOL says at pickup.

Damage codes

Most car hauling BOLs use short letter codes. A typical legend:

• S scratched · D dent · CH chipped · BR broken · B bent · T torn · M missing · GC glass cracked, plus a mark that a photo was taken.

New-vehicle and fleet work often uses the five-digit AIAG damage codes instead: two digits for the area of the car, two for the type of damage and one for the size. The damage types are 01 bent, 02 inoperable, 03 cut, 04 dented with paint damage, 05 chipped, 06 cracked, 07 gouged, 08 missing, 09 scuffed, 11 punctured, 12 scratched (not glass), 13 torn, 14 dented without paint damage, and 20 to 23 for glass. The size digit runs from 1 (under an inch) to 5 (over 12 inches), with 6 for missing or severe. Use whichever system your broker or shipper asks for, and use it the same way every time.

Free printable template

One page, up to four cars, with the condition at pickup and at delivery side by side. Print it, or save it as a PDF from the print dialog.

Print the template

Electronic BOLs are legal

FMCSA's rules let carriers keep the records required under parts 300 to 399, the bill of lading included, in electronic form and sign them electronically (49 CFR 390.32), and the federal E-SIGN Act says a record cannot be denied legal effect just because it is electronic. An electronic BOL also fixes paper's weak points: photos carry the time and place they were taken, the signature cannot be smudged, and the broker has the document before the driver leaves the lot.

The BOL in the loadez driver app

On loadez the driver opens the load on the phone and shoots the inspection photos at pickup, with GPS and time stamps. At delivery the driver shoots the same angles, the receiver signs on the phone, and the BOL and photos go to the broker the same minute. It runs in the phone's browser on any iPhone or Android, with nothing to install, and it is included in every plan, including the free one. Pricing.

Common questions

What does a bill of lading need to include?

Under 49 CFR 373.101 a motor carrier's bill of lading shows the names of the consignor and consignee, the origin and destination, the number of packages, a description of the freight and, where it affects the rate, its weight or measurement. For cars that means each vehicle's year, make, model, color and VIN. Car haulers add the vehicle condition at pickup and delivery, the rate and payment terms, and both signatures.

Is an electronic BOL legal for car haulers?

Yes. FMCSA's rule at 49 CFR 390.32 lets motor carriers keep required records, including the bill of lading, electronically and sign them electronically, and the E-SIGN Act says a record cannot be denied legal effect only because it is electronic.

What do the damage codes on a car hauler BOL mean?

The common letter codes are S for scratched, D for dent, CH for chipped, BR for broken, B for bent, T for torn, M for missing and GC for glass cracked, written with the location and size of the damage. Fleet and new-vehicle work often uses five-digit AIAG codes: two digits for the area, two for the damage type and one for the size.