Free tool
Bill of lading & condition report generator
A car shipping bill of lading is the carrier's receipt and contract for your vehicle; its condition report, signed at pickup and at delivery, is the key evidence in a damage claim. Fill in this free template in your browser, mark damage on the diagram with letter codes and print it on letter paper. Nothing you type is sent or saved.
Updated September 2026
Everything you type stays in this browser tab. It is not sent to HaulFare or saved, so print it or save it as a PDF before you close the page.
Not booked yet? Request a quote for this car and route; it goes to one licensed broker. The link carries only the pickup and delivery ZIP codes, the year, make and model, whether it runs and the carrier type (never names, addresses or the VIN), and opens in a new tab, so this form stays open.
Worked example: pickup and delivery reports compared
A sedan is picked up with three items already on it and delivered with two new ones. This is how the finished list reads when both inspections are marked on the same report.
| No. | Location | Code | Noted | Note | What it means |
|---|---|---|---|---|---|
| 1 | Front bumper | C Chip | At pickup | Two stone chips, lower center | Already there at pickup, so not transport damage. |
| 2 | Left rear door | S Scratch | At pickup | About 3 inches, below the handle | Already there at pickup, so not transport damage. |
| 3 | Right rear quarter panel | D Dent | At pickup | Small ding, paint intact | Already there at pickup, so not transport damage. |
| 4 | Hood | D Dent | At delivery | About 1 inch, center of the hood, not on the pickup report | New at delivery: mark it on the carrier's bill of lading before signing, photograph it, then file a written claim with the carrier. |
| 5 | Right mirror | CR Cracked | At delivery | Mirror glass cracked, not on the pickup report | New at delivery: mark it on the carrier's bill of lading before signing, photograph it, then file a written claim with the carrier. |
The pickup report lists 3 items and the delivery report 2 new ones. The chips, the scratch and the ding were on the car before the carrier took it. The hood dent and the cracked mirror glass appear only on the delivery report, signed by the driver, which makes them the subject of a claim to the carrier.
Damage code legend
These are this template's own codes. No federal rule fixes damage codes, and each carrier prints its own legend, which can use different letters for the same damage. On the carrier's bill of lading, use the codes it prints and add a word or two in the note.
- D: Dent
- A panel pushed in, with or without paint damage.
- S: Scratch
- A single line through the clear coat or paint.
- MS: Multiple scratches
- Several scratches on the same panel.
- C: Chip
- A small spot of missing paint, typically from road debris.
- G: Gouge
- A deep scratch that removes metal or plastic.
- CR: Cracked
- Glass, a lens, a bumper cover or trim with a crack.
- B: Broken
- A part that is broken but still on the vehicle.
- M: Missing
- A part that should be on the vehicle and is not.
- R: Rust
- Surface rust or rust-through on a panel.
- T: Torn
- Upholstery, a soft top or trim that is torn.
- L: Loose
- Trim, a bumper cover or another part that is not secure.
- X: Other
- Anything else; describe it in the note.
Field-by-field guide
| Section | Field | What to enter | Why it matters |
|---|---|---|---|
| Parties | Broker | The company that arranged the shipment and its MC and USDOT numbers, from your booking confirmation. | A broker arranges the move and a carrier performs it. Knowing both tells you who to call for what. |
| Parties | Carrier, MC and USDOT | The trucking company on the dispatch and its numbers, from the carrier's paperwork or the truck door. | Claims are filed with the carrier, and the numbers let you check its authority and insurance on file with FMCSA. |
| Parties | Driver and truck | The driver's name and phone and the truck or trailer number. | The driver is your contact on the road and signs both inspections. |
| Vehicle | Year, make, model, color | As shown on the registration or title. | A bill of lading must describe what is shipped (49 CFR 373.101); for a car, this is the description. |
| Vehicle | VIN | All 17 characters from the dashboard plate or the driver door jamb. The form flags a check-digit mismatch. | The VIN is what ties the paperwork to this exact vehicle. |
| Vehicle | Odometer and fuel | The mileage shown at pickup and the fuel level as a fraction of a tank. | A recorded reading lets you compare the mileage and fuel at delivery with what you handed over. |
| Vehicle | Runs, carrier type | Whether the vehicle runs and drives, and open or enclosed transport as booked. | A vehicle that does not run is loaded differently, usually with a winch, and the carrier type should match your booking. |
| Pickup and delivery | Names and addresses | Who releases the car, who receives it, and both full addresses with ZIP codes. | Consignor and consignee names and origin and destination points are required bill of lading items (49 CFR 373.101). |
| Pickup and delivery | Dates and times | The scheduled window and the actual date and time of pickup and of delivery. | Together they show when the carrier had the vehicle. |
| Pickup and delivery | Balance due at delivery | The amount and payment method the carrier expects at delivery, as on your booking confirmation. | Writing it down before pickup avoids a disagreement at the curb. |
| Keys and items | Keys, accessories, personal items | How many keys and fobs the driver gets, which accessories stay in the car, and any personal items left inside. | Carriers set their own rules on personal items, so the list records exactly what was in the car. |
| Condition report | Diagram and codes | At pickup, mark every existing chip, scratch and dent. At delivery, mark anything new with the delivery shape. | A claim compares the two reports: damage that appears only at delivery points to transit. |
| Condition report | Note | Size and position in plain words, for example "2-inch scratch below the handle". | A specific note is easier to match against photos later. |
| Signatures | Pickup and delivery | Sign only after the inspection is finished and the report matches what you see; print your name and the time. | Your signature at delivery confirms the condition as listed, so list new damage before you sign. |
What a bill of lading does in car shipping
In auto transport the bill of lading (BOL) is the document the carrier issues when it takes your vehicle. It is the receipt for the car, the record of its condition and the carrier's terms for the trip. Federal law requires a for-hire motor carrier to issue a receipt or bill of lading for property it receives, and makes the carrier that issues it and the carrier that delivers liable to the person entitled to recover under it (49 U.S.C. 14706(a)). A carrier can limit that liability to a value the shipper declares or agrees to in writing (49 U.S.C. 14706(c)), which is why the terms printed on the carrier's BOL matter.
FMCSA rules list what a motor carrier's bill of lading must show: the names of the consignor and consignee, the origin and destination points, the number of packages, a description of the freight and, when it affects the rate, its weight or volume (49 CFR 373.101). On a car shipment the description is the vehicle itself: year, make, model, VIN and a condition report marked on a diagram at pickup and again at delivery.
The broker and the carrier are different companies. A broker arranges transportation by an authorized motor carrier and may not present its operations as those of a carrier (49 CFR 371.2 and 371.7). HaulFare is neither: it is a price guide that refers quote requests to one licensed broker. The carrier assigned to your shipment issues the bill of lading, and its driver inspects the car with you. See licensing and insurance for how that works.
Why the delivery inspection matters for a claim
A damage claim is a comparison between the condition recorded at pickup and the condition at delivery. Damage marked on the pickup report was already there. Damage that appears only on the delivery report, signed by you and the driver, is the clearest record that it happened while the carrier had the car. If you sign a clean delivery report and find a dent the next morning, you can still file a claim, but you will have less to support it.
What 49 CFR Part 370 says about claims
A note on the BOL is not a claim. Damage notations on delivery receipts and inspection reports do not, standing alone, meet the claim filing requirements (49 CFR 370.3(c)). Mark the damage at delivery, then send the carrier a written claim.
A claim needs three things: facts that identify the shipment, a statement that the carrier is liable for the damage, and a claim for a specified or determinable amount of money, such as a repair estimate (49 CFR 370.3(b)).
File it with the carrier that received, delivered or issued the bill of lading for the shipment (49 CFR 370.3(a)), within the time limit in its bill of lading. Federal law does not let a carrier allow less than 9 months to file a claim or less than 2 years to sue after it denies a claim in writing (49 U.S.C. 14706(e)).
Expect written answers on a clock. The carrier must acknowledge a claim in writing within 30 days unless it has already paid or declined it (49 CFR 370.5), and must pay, decline or make a firm settlement offer in writing within 120 days, or explain the delay in writing then and every 60 days after that (49 CFR 370.9).
The bill of lading is one of the documents a carrier uses to investigate a claim (49 CFR 370.7(b)), so keep your copy of both inspections, your photos and the carrier's name, MC and USDOT numbers together.
A template, not the carrier's contract
This generator produces a customer copy and condition record. It does not replace the carrier's bill of lading and does not change the carrier's terms, liability limits or claim deadline. Use it to prepare before pickup (VIN, odometer, damage you already know about), to keep your own record, and to check that every mark also appears on the carrier's BOL before you sign it. If the carrier uses an electronic BOL app, ask the driver for a copy at pickup and at delivery. The Bill of Lading explainer walks through what to check on the carrier's form.
Everything you type stays in your browser tab: the form is not sent to HaulFare and is not saved, so closing the tab clears it. Print it or save it as a PDF from the print dialog. The printout is usually two letter-size pages: parties, vehicle, addresses and notes on the first, the diagram, damage list and signatures on the second, with blank lines for anything you add by pen.
How the VIN check works
Bill of lading & condition report generator FAQ
What is a bill of lading when you ship a car?
It is the carrier's receipt for your vehicle, the record of its condition and the carrier's contract terms for the trip. Federal law requires a for-hire motor carrier to issue a receipt or bill of lading for property it takes (49 U.S.C. 14706), and the driver fills in the condition report with you at pickup and again at delivery.
Does this template replace the carrier's bill of lading?
No. It is your own copy and condition record. The carrier's bill of lading and terms govern the shipment, including any liability limit and the deadline for claims. Use this form to prepare and to keep your own record, and make sure every mark on it also appears on the carrier's bill of lading before you sign.
What should I do if I find damage at delivery?
Before you sign, walk around the car in good light, mark each new item on the carrier's bill of lading, photograph it and have the driver sign. Then send the carrier a written claim: under 49 CFR 370.3 a damage notation on a delivery receipt or inspection report does not count as a claim by itself.
How long do I have to file a damage claim with the carrier?
The deadline is in the carrier's bill of lading, but federal law does not let a carrier allow less than 9 months to file a claim or less than 2 years to sue after it denies one in writing. The carrier must acknowledge a written claim within 30 days unless it has already paid or declined it, and must pay, decline or make a firm settlement offer within 120 days or explain the delay in writing then and every 60 days after that.
What do the damage codes on a condition report mean?
This template uses its own codes: D dent, S scratch, MS multiple scratches, C chip, G gouge, CR cracked, B broken, M missing, R rust, T torn, L loose, X other. No federal rule fixes damage codes, and each carrier prints its own legend, which may use different letters. On the carrier's bill of lading, use the codes it prints.
Is what I type saved or sent anywhere?
No. The form runs in your browser tab only: HaulFare does not receive it and nothing is stored, so closing the tab clears it. Print it or save it as a PDF before you close the page.
