How to Document Damage on the Bill of Lading

Properly documenting damage on the Bill of Lading is essential for any car shipping damage claim. Here's exactly how to note damage clearly, specifically, and effectively.

Why BOL Documentation Makes or Breaks a Claim

The Bill of Lading is the legal record of your vehicle's condition at pickup and delivery. Insurance claims live or die on what's documented in this form.

Vague documentation: "Possible damage on car" → hard to act on

Clear documentation: "New 4-inch scratch, right front fender, extends diagonally from headlight corner, paint through to primer" → actionable

At Pickup: Documenting Pre-Existing Damage

Your goal at pickup is to make sure every existing imperfection is recorded so nothing can later be attributed to transport.

How to Note Damage on the Pickup BOL

Be specific about:

• Location: Use clock positions (e.g., "rear left door at 9 o'clock position from center") or landmarks ("3 inches from the left headlight")
• Size: Measure if possible ("approximately 2 inches") or describe ("quarter-sized dent")
• Type: Scratch / chip / dent / crack / scuff / rust
• Depth: Surface scuff, paint scratch, scratch to primer, scratch to bare metal

Example pickup notation:

"Existing scratch: right rear quarter panel, approximately 6 inches, starting at lower edge of tail light, running horizontally. Paint layer only. Noted by both parties."

At Delivery: Documenting New Damage

At delivery, your goal is to document any damage that was not on the pickup BOL and was not present before shipping.

How to Note New Damage

Use the same specificity standards as above. Also:

• Reference what the area looked like at pickup: "This area was noted as clean on the pickup BOL, dated [date]"
• Use your pickup photos: "New damage confirmed by comparison to timestamped pickup photos"

Example delivery notation:

"New damage at delivery: left front bumper corner, approx 3-inch scuff with paint removed. Area was clean at pickup. Not on original BOL. Photos taken. Dispute filed with carrier."

Damage Notation Codes (If Your BOL Uses a Code System)

Some BOLs use standardized codes instead of written descriptions. Common codes:

If the driver uses codes, make sure you understand what each means before signing.

Tips for Effective BOL Documentation

• Write clearly legible, specific entries are harder to dispute
• Add your own notes if the driver misses something, initial your additions
• Take photos at the same time as the written notation for cross-reference
• Never leave fields blank if damage exists blank fields can be filled in later
• Get the driver's acknowledgment their signature confirms agreement, but their disagreement doesn't invalidate your notation

Q&A

Q: What if the driver says the damage isn't new?

Point to the pickup BOL. If the damage isn't listed there, it either wasn't noted (dispute) or it's new. Your pickup photos are the objective evidence.

Q: Can I add damage to the BOL after signing?

No. Once signed, the BOL is final for that stage. This is why you must inspect before signing.

Q: Should I take photos even if everything looks fine?

Yes. Timestamped delivery photos of a clean car are proof that it arrived in good condition, valuable if you discover something subtle later.

BOL questions at pickup or delivery? Call (760) 932-2886, use LiveChat or email info@webautotransport.com. USDOT# 4574725 | FMCSA Licensed and Bonded.