The difference at a glance
| Bill of lading (BOL) | Proof of delivery (POD) | |
|---|---|---|
| Records | What's shipped, from whom, to whom, and on what terms | That the freight arrived, and its condition |
| Created | At pickup | At delivery |
| Signed by | Shipper and carrier | The person receiving the goods |
| Used for | The contract of carriage, and claims | Getting paid, and settling disputes |
| Legal role | Regulated in most provinces | Set mainly by your customer's requirements |
Is a signed BOL a POD?
In most domestic trucking, yes. The driver carries the BOL, and the receiver signs the delivery copy. That signed copy goes back with the invoice as the proof of delivery.
A separate POD form makes sense when:
- your customer or factor asks for one
- you want a place to record the delivery time, for detention
- you make several drops from one BOL
- the BOL has no room for condition notes
You can download a proof of delivery template for those cases.
What a good POD shows
- the load or reference number, matching the invoice
- the date and time of delivery
- the number of pieces received
- the receiver's printed name and signature
- any note about shortage, damage or refusal
A signature alone is weak if nobody can read it. Ask for a printed name.
Shortage and damage notes matter
If freight is short or damaged, the note should go on the delivery copy before anyone signs. A signature with no notes suggests the goods arrived in good order, and that's hard to argue with later. If the receiver writes a note, take a clear photo and tell your broker right away, because it will affect payment.
Which one do you need to get paid?
Usually the signed one. Brokers and factoring companies usually want the signed delivery copy with the invoice and rate confirmation. Invoices often get sent back because only the pickup copy was attached. See how to invoice a freight broker.
BOL, POD and delivery receipt
A delivery receipt is another name for a signed record of delivery. Many carriers use these terms to mean the same thing. If your customer asks for a "delivery receipt", ask if the signed BOL is acceptable.
How long to keep them
Rules vary. Quebec, for example, requires carriers to keep a copy of each bill of lading for two years. CRA says records usually need to be kept for six years, and these documents can support your invoices. Keep them together by load so you can find them when someone asks. See bill of lading requirements in Canada.
Matching PODs to loads
Sorting driver photos takes time. Our product matches PODs and BOLs to loads by reference number, and it shows what's missing before you invoice.
Sources
- Flock Freight: Proof of delivery vs bill of lading
- Bills of Lading Act (Canada)
- Québec: Regulation respecting the requirements for bills of lading
This guide doesn't replace the law or professional advice, and rules change. Check the sources above before you rely on it.