What is a waybill?
A waybill is a document prepared by the transportation carrier responsible for a shipment. It records key information about the freight, such as origin, destination, transportation route and contact details for the shipper and receiver. Waybills are used for freight moved by truck, train, plane or boat.
Each waybill carries a unique tracking number, which lets shippers and receivers monitor a shipment from origin to destination. A waybill includes multiple copies so each party involved in the move can keep its own documentation.
Types of waybills
Freight transportation uses several waybill types:
Astray waybill: Used for shipments separated from the original shipment document
Blanket waybill: Covers two or more shipments on a single document
Interline waybill: Used for a shipment moved by two or more carriers
Waybill vs. bill of lading
A waybill and a bill of lading (BOL) both hold details about the shipment, the shipper, the receiver and the conditions for moving the cargo. The key differences lie in legal function:
Waybill: Non-negotiable and used for information. It acknowledges receipt of cargo and serves as evidence of the contract of carriage. It cannot be consigned to a third party or transfer ownership of the cargo — it names the entity that will receive the goods
Bill of lading: A legal document that serves as a contract of carriage and as title to the goods. It can be consigned to or endorsed by a third party during transport
How do you track a waybill?
Waybill tracking relies on the unique number a carrier assigns to each waybill. Depending on the carrier's capabilities, the number allows loads to be monitored in real time.
Tracking numbers can also trigger email and SMS notifications to the receiver and shipper. Logistics service providers (LSPs) often offer online portals for waybill tracking.
What is an air waybill?
An air waybill (AWB), also called an air consignment note, accompanies a freight shipment moved by an air carrier. It serves as the receipt of goods issued by the airline. The International Air Transport Association (IATA) designs and distributes air waybills.
Air waybills include contract conditions that describe the carrier's terms, such as liability limits, claims procedures, a description of goods and applicable charges. Once signed by the shipper (or the shipper's agent) and the carrier (or the carrier's agent), an air waybill is a legally enforceable contract. Unlike other bills of lading, an air waybill is non-negotiable.
What is a sea waybill?
A sea waybill is a non-negotiable contract of carriage between an ocean carrier and a shipper (or the shipper's agent) to deliver a shipment to a specific consignee. It also serves as the receipt of goods issued by the vessel operator to the shipper.
A sea waybill allows quick release of cargo. Also known as a straight bill of lading or express release bill of lading, it lets an exporter release cargo to the intended receiver without providing additional ownership documents.
What does a waybill contain?
Waybills, air waybills and sea waybills all include:
Shipper or consignor name, address and contact information
Receiver or importer name, address and contact information
Origin, destination and delivery location details
Identifying information for the transporting vehicle
Air and sea waybills add details that vary by mode. An air waybill includes the carrier name, logo and head office address, an 11-digit tracking number and eight copies in varying colors. A sea waybill includes the vessel name and voyage number, the International Maritime Organization (IMO) or Lloyd's Register number and the declared value of goods.
Paperwork piling up?
How technology supports waybill management
Waybills used in road, rail, air and ocean transportation add to the documents required in day-to-day logistics. Like bills of lading and freight invoices, waybills and their tracking numbers need careful management to support freight movement and financial settlement.
A transportation management system (TMS) supports waybill management by:
Combining imaging systems, cloud-based storage and on-demand access to manage all transportation documents in one place
Storing documents electronically in a unified multimodal platform, so teams can answer customs document requests quickly
Keeping waybills accessible alongside PRO numbers and Standard Carrier Alpha Code (SCAC) information to speed shipment execution
Supporting validation of requested services and accurate invoice payment