A practical freight load closing checklist covering delivery confirmation, POD collection, document review, billing readiness, exception follow-up and final TMS updates.
Use this checklist after delivery to make sure each shipment is properly documented, updated and ready for billing or final closeout.
1. Confirm Delivery
- Confirm the load was delivered
- Record the actual delivery time
- Verify whether any delivery issues were reported
- Update the final shipment status in the client’s system
2. Collect POD / BOL
- Request the signed POD or BOL
- Confirm the document is readable
- Check that required signatures are present
- Save or upload the document to the correct load record
3. Review Supporting Documents
Check whether any additional documentation is required, such as:
- Lumper receipt
- Detention documentation
- Scale ticket
- Damage photos
- Accessorial receipts
- Other customer-required documents
4. Check Open Exceptions
Before closing the load, confirm whether there are unresolved:
- Detention or layover requests
- Damage or shortage claims
- Billing discrepancies
- Missing documents
- Driver or carrier follow-ups
- Customer escalations
5. Verify Billing Information
Confirm that the load record contains the information required for billing, including:
- Final rate information
- Approved accessorial charges
- Delivery documentation
- Required reference numbers
- Customer-specific billing notes
6. Complete Final TMS Updates
- Update final delivery status
- Attach required documents
- Enter final notes
- Close completed follow-up tasks
- Make sure the load is ready for the client’s billing or settlement workflow
7. Escalate Incomplete Loads
If the load cannot be closed, document:
- What is missing
- Who has been contacted
- Current status
- Next required action
- Responsible team or person
Final Check
Before marking the load complete, confirm that the shipment record is accurate, required documents are available and unresolved issues are clearly documented for follow-up.
