How does a moving company bill of lading work?
A bill of lading is a legally binding document used in many types of cargo shipping, from residential moves to international freight. The Federal Motor Carrier Safety Administration (FMCSA) requires companies to issue a bill of lading for most interstate moves of household goods.
For a covered interstate move, federal law requires the customer to receive, sign and date the bill of lading at least three days before the scheduled loading date. The bill must also be signed at pickup and delivery.
The bill of lading is essentially a contract between all parties involved in a shipment that details the terms of the service agreement. However, it also serves as a receipt of goods being shipped and an official outlet for reporting damages and losses that occur during the move.
Terms to know
- Shipper or consignor: That’s you — the person sending the belongings.
- Consignee: The person receiving the belongings. (That might be you, too.)
- Carrier: The moving company transporting your belongings.
Bill of lading requirements
Under FMCSA regulations, a bill of lading for an interstate move of household goods must include the following information:
- Moving company information: Your bill of lading must show the moving company’s legal or trade name and its registered physical address. The name should include any doing business as (DBA) name.
- Other carriers: If other carriers are involved in your move, the bill must provide their legal or trade names, phone numbers, addresses and U.S. Department of Transportation (USDOT) numbers.
- Customer information: The document must include your name, address and, if available, phone number. If you’re arranging the shipment for someone else, it should show that person’s information instead.
- Payment methods: The bill must state which forms of payment the moving company accepts at delivery. These must match the payment options provided in your estimate.
- COD contact: For a collect-on-delivery (COD) shipment, the bill must identify the person responsible for the shipping charges and provide that person’s name, address and phone number.
- Nonguaranteed shipment dates: For a shipment without guaranteed service, the bill must show the agreed-upon pickup and delivery dates or windows.
- Guaranteed service dates: For guaranteed service, the bill must show the agreed-upon pickup and delivery dates and any daily penalty rate that applies if the moving company misses them.
- Actual pickup date: The bill must record the date the moving company picked up your belongings.
- Transporting vehicle: The bill must include the company or carrier identification number of each vehicle transporting your belongings.
- Payment terms: The document must explain all payment terms and conditions, including any minimum charges.
- COD delivery payment: For a COD shipment, the bill must state the maximum amount you may have to pay at delivery before the carrier releases your belongings.
- Valuation selection: The valuation statement must show whether you selected full-value protection or the more limited released-value option, which bases the mover’s liability on the weight of your belongings.
- Third-party insurance: If you purchased insurance from an independent insurer, the bill must document the coverage and state the premium amount.
- Additional services and rates: The bill must describe and list the cost of any additional services you ordered. It must also show the mover’s shipping rates, whether based on minimum charges or final charges calculated using the shipment’s weight or volume.
- Related documents: The bill must include all documents associated with your shipment, such as estimates, inventory lists and signed waivers.
- Shipment number: The document must show any identification or registration number the moving company assigned to your shipment.
- Estimate confirmation: A statement must confirm that the bill of lading includes every service listed in your original estimate and any revised estimates.
Additional bill of lading information
Your bill of lading may include additional details to help you track the move, verify charges or resolve problems. These may include:
- Complete pickup and delivery addresses, including any stops in transit
- Estimated and actual shipment weight
- Estimated and actual shipment volume
- Names of the driver and crew members
- Instructions and deadlines for filing claims
- Summary of the moving company’s arbitration program
- Notice of your rights under the FMCSA
- Storage-in-transit terms, if applicable
- Space to note damage at delivery
When is a bill of lading not required?
Depending on where and how you move, your moving company may not need to provide you with a bill of lading. Some types of moving services are exempt from FMCSA bill of lading requirements.
Container moving services
Container-based moving services such as PODS and 1-800-PACK-RAT aren’t required to issue a bill of lading. Since carriers for these services don’t load or unload cargo, they fall under the federal Limited Service Exclusion (LSE) exemption that waives FMCSA documentation requirements. However, most other FMCSA safety regulations still apply to container-based movers.
In-state moves
If you’re moving between parts of the same state, federal law doesn’t require the moving company to issue a bill of lading since the carrier doesn’t cross state lines. However, individual states have their own transportation regulations, some of which require a bill of lading.
Moves within commercial zones
In some cases, a metropolitan commercial zone may include parts of multiple states. Federal bill of lading requirements typically don’t apply for shipments within one commercial zone, even if the carrier has to cross state lines. One example is the FMCSA New York City commercial zone, which extends into nearby New Jersey cities, such as Bayonne.
Noncommercial moves
Federal bill of lading requirements only apply to commercial pay-for-service shipments. So if a friend or family member drives your belongings across state lines in a moving truck for free as a favor to you, they don’t need to fill out a bill of lading.
Moving company bill of lading charges
The bill of lading provides a complete record of shipping charges, even those paid to parties other than the moving company. Here’s a list of some of the types of charges typically listed on the bill of lading:
- Linehaul: This is the main charge for transporting your belongings and is usually calculated by weight.
- Minimum weight or volume: Movers may apply a minimum charge when pricing is based on a set shipment weight or volume.
- Accessorial charges: These cover additional services the moving company provides, such as packing or carrying belongings up or down stairs.
- Advanced charges: These cover services provided by a third party, such as disconnecting an appliance or unmounting a television.
- Third-party insurance: This is the premium for a separate policy you purchased from an independent insurer to cover your belongings during the move.
- Valuation: This is the cost of increasing the mover’s financial responsibility if your belongings are lost or damaged.
Binding vs. nonbinding estimates
Professional moving services provide estimates to shippers in two ways: binding and nonbinding. This is a key factor in how final charges are calculated and listed on the bill of lading.
A binding estimate is a shipping quote in which the total cost of a move is based on the items shipped and the services required and guaranteed by the provider. Some moving companies charge a fee for drawing up a binding estimate. Providers are legally bound to the amount they quote unless the shipper requests additional services after the original estimate was issued.
A nonbinding estimate is a projected total cost based on the information a mover has about the amount of goods being shipped and the services required for the move. The final cost is based on the shipment’s weight or volume. In most cases, companies can’t require shippers to pay more than 110% of the nonbinding estimate to have their goods released and must bill the remaining balance after service is complete.
Accessorial vs. advanced charges
Accessorial and advanced charges are similar in that they both reflect additional services related to the move. The key difference is that accessorial services are provided by the moving company, while advanced charges are for services performed by a third-party provider.
For example, you may face accessorial charges if movers have to shuttle items from your home to a truck parked a few blocks away because the truck can’t get close enough, or move a large, heavy item like a piano. If the mover arranges for another company to disconnect your stove from a gas line, that would be considered an advanced charge.
Both of these charges must be listed on the bill of lading.
Moving valuation coverage
Another key consideration is the valuation method you choose. One option is Full Value Protection, which bases the carrier’s liability on the declared value you provide for your goods. Under this option, the carrier is liable for the full repair or replacement cost of any goods damaged, destroyed or lost in its custody.
The other option is the STB released rate. This rate is assigned annually to general cargo and determined by weight. Carriers are only required to pay back the weight-based value of any losses according to the rates set by the STB, which may be significantly less than the actual value of affected items.
The Full Value Protection option provides much more coverage for your shipment by comparison. Whichever option you choose, the selection and value must be clearly stated on the bill of lading.
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How to sign a moving bill of lading
A bill of lading provides documentation that can protect you in a dispute with your moving company. For an interstate move covered by FMCSA rules, the mover must provide the bill for your signature at least three days before your belongings are scheduled to be loaded. You have three days after signing to cancel the agreement without a penalty.
Before moving day
Review the bill of lading and ask the mover to correct any inaccurate or missing information before you sign. Never sign a blank document.
At pickup
Review the bill of lading again before the mover begins loading your belongings. Make sure it reflects the services and items included in your move. You and the mover must sign the bill at the origin.
At delivery
When the mover reaches your destination, they will once again give you the bill of lading. At this time, you should inspect the items in the shipment and note any damages you find. You won’t resolve a claim at the delivery site, but documenting problems before you sign can support a claim later.
After documenting any problems, you and the mover must sign the bill at the destination.
The moving company is required to keep a copy of the bill of lading for at least one year. Keep your own copy in case you have a dispute involving damage, payment or another part of the move.
Bill of lading checklist
There are a few things you should look for at both pickup and delivery, outlined in the checklists below:
Before pickup checklist
- Does the USDOT number in the bill match the number on the truck?
- Does the bill include all agreed-upon services?
- Do the accepted payment methods match those in your estimate?
- If you bought a third-party insurance policy, is it listed in the document?
After delivery checklist
- Are any of your items damaged or missing?
- Did the carrier arrive within the agreed-upon delivery window?
- If you have a binding estimate, does the final total match it?
- Are you being charged for services you didn’t approve?
FAQ
Is a bill of lading required for all moves?
No, a bill of lading isn’t required for all moves. Federal bill of lading requirements only apply to for-hire cargo shipments that cross state lines where movers load or unload goods. However, some states have their own bill of lading requirements.
Who is responsible for issuing the bill of lading?
The moving company is responsible for issuing the bill of lading and keeping a copy for at least one year. You’ll want to request a copy for your own records.
What is the difference between a bill of lading and an estimate?
One key difference between a bill of lading and an estimate is that a bill of lading provides far more information, such as carrier details and a valuation statement. The estimate projects the moving cost, while the bill of lading serves as the contract and final record of the shipment.
How long should I keep my bill of lading?
You should keep your bill of lading for at least one year after you move in case of a dispute. Moving companies are required to keep a copy of the document for at least one year, and it’s a good idea to keep your own copy at least that long.
Article sources
ConsumerAffairs writers primarily rely on government data, industry experts and original research from other reputable publications to inform their work. Specific sources for this article include:
- Federal Motor Carrier Safety Administration, "10.14 Bill of Lading Requirements." Accessed Aug. 9, 2026.
- Federal Motor Carrier Safety Administration, "§ 375.505 Must I write up a bill of lading?" Accessed Aug. 28, 2026.
- Federal Motor Carrier Safety Administration, "49 CFR Part 375 -- Transportation of Household Goods in Interstate Commerce; Consumer Protection Regulations." Accessed Aug. 9, 2026.
- Federal Motor Carrier Safety Administration, "General Requirements (Subpart A)." Accessed Aug. 9, 2026.
