Preparing a Bill of Lading for USA to UAE Car Shipping

The first time I ever shipped a car from the United States to the UAE, I thought the hardest part would be negotiating with the seller or arranging the transport to port. I was wrong. The real headache came when I had to prepare the paperwork—specifically, the Bill of Lading. At first glance, it looked like just another form, a few boxes to fill in, maybe a signature or two. But anyone who’s been through it knows: this document is the backbone of your entire shipment. If something is off, even a single typo in the vehicle’s VIN, you could end up with delays at Jebel Ali Port, unexpected fees, or your car stuck in limbo for weeks.

Let me walk you through how I eventually learned to get it right—sometimes the hard way—and what you need to know if you’re preparing a Bill of Lading for shipping cars from the U.S. to the UAE.

What Exactly Is a Bill of Lading?

When I first heard the term, I thought it was some obscure maritime jargon. In reality, the Bill of Lading (often called the BOL or BL) is a legal document issued by the shipping company. It acts as three things at once:

A receipt – proving the carrier has received the vehicle in good condition.

A contract – outlining the shipping terms between you and the carrier.

A title of goods – which basically means whoever holds it has control over the cargo.

In short, no Bill of Lading, no car release in Dubai, Abu Dhabi, or Sharjah. It’s as simple as that.

Types of Bills of Lading You’ll Encounter

I didn’t know this at first, but there’s more than one kind of Bill of Lading. The type you choose can affect how smooth your shipment goes.

Straight Bill of Lading – This is issued to a specific consignee (for example, you or your shipping agent in Dubai). It’s not negotiable, meaning only the named party can claim the car. It’s the most common for personal car shipments.

Order Bill of Lading – This one is negotiable. You can endorse or transfer it to someone else. Dealers sometimes use this when selling cars that are still en route.

Seaway Bill – More digital and faster, but not always accepted in the UAE for customs clearance. I’ve found that traditional paper-based BOLs are still the safer bet.

Knowing which one you need is key. For most individuals shipping a car for personal use, the straight Bill of Lading is the way to go.

Key Details You Can’t Afford to Mess Up

Here’s where I tripped up once. I had bought a Dodge Charger from Houston, arranged RoRo (Roll-on/Roll-off) shipping, and thought I was on top of everything. But when the Bill of Lading came back, the VIN had a single digit wrong. It was the shipping line’s mistake, but because I hadn’t double-checked, the car sat in Jebel Ali for two extra weeks while corrections were made. Those storage fees? Painful.

The critical details that must be accurate include:

Shipper’s details – usually your U.S. exporter or dealer.

Consignee’s details – the person receiving the car in the UAE (could be you or an agent).

Notify party – often the clearing agent in Dubai or Abu Dhabi.

Vehicle information – VIN, make, model, year, and color.

Port of loading and discharge – e.g., Port of Houston to Jebel Ali.

Shipping marks and numbers – identifiers used by the carrier.

One small typo in any of these, and you’re in for delays. I’ve since made it a rule: triple-check every line before the ship even leaves U.S. waters.

The Role of the Shipping Line and Freight Forwarder

Most first-time shippers assume they have to prepare the Bill of Lading themselves. Not exactly. The shipping line or freight forwarder usually issues it. But—and this is crucial—you’re the one responsible for ensuring all details are correct before it’s finalized.

When I started, I thought the freight forwarder would automatically “get it right.” But freight forwarders often handle dozens, even hundreds, of shipments a week. They’re fast, but not perfect. If they misread your VIN or misspell your name, customs in Dubai won’t care that it wasn’t your fault. They’ll just say, “Fix the Bill of Lading and come back.”

This is why I now treat the BOL as if it’s my own passport: I don’t leave it in someone else’s hands without checking every line.

Original vs. Telex Release

This one tripped me up during my second shipment. I was waiting for my original Bill of Lading to arrive by courier before customs in Dubai would release my car. But because of delays in FedEx, the car sat at the port, racking up storage fees. That’s when I learned about the Telex Release.

With a Telex Release, the shipper in the U.S. surrenders the original BOL to the carrier, and an electronic release is sent to the destination port. No need to juggle physical documents. It speeds things up dramatically. The catch? Not every transaction allows it, and some consignees in the UAE still prefer originals for added security.

Now, whenever possible, I ask upfront: “Can we use a Telex Release?” If yes, I take it. If not, I make sure the courier delivery of originals is arranged well in advance of the vessel’s arrival.

Preparing Supporting Documents

The Bill of Lading doesn’t exist in isolation. It usually travels alongside a set of supporting documents. For a car shipment, you’ll often need:

Commercial Invoice – proof of purchase with car details and value.

Certificate of Title – showing legal ownership in the U.S.

Export Declaration (SED/EEI) – required for U.S. customs clearance.

Insurance certificate – optional but wise, covering the vehicle during transit.

Once, I forgot to include a properly notarized title for a car I shipped from New Jersey. Customs in the U.S. held the vehicle at port until I produced the right paperwork. That single oversight delayed the shipment by nearly three weeks. Ever since, I keep a checklist taped to my desk.

RoRo vs. Container Shipping and the BOL

The Bill of Lading also reflects the shipping method you’ve chosen. If it’s RoRo, the BOL will note the vehicle as “self-propelled cargo.” If it’s in a container, details about container number, seal number, and contents must be listed.

I once shipped two SUVs together in a 40-foot container bound for Abu Dhabi. The BOL listed both VINs, container ID, and weight. It felt like overkill until customs flagged the container for inspection. Thanks to the detailed BOL, the inspection was quick, and everything cleared smoothly. If it had been vague, I suspect it would have been a much longer ordeal.

Common Mistakes First-Timers Make

Looking back at my first shipment, I realize how easy it is to mess up. Some of the mistakes I’ve seen (and sometimes made) include:

Using a nickname instead of a passport-matching legal name.

Forgetting to list the Notify Party.

Not verifying port codes (Houston, for example, has multiple terminals).

Leaving the vehicle’s year blank, thinking VIN alone is enough.

Not confirming whether original BOLs are required in the UAE before shipping.

Each of these can cause unnecessary headaches. My rule of thumb: assume customs will be picky about everything. Because, well, they usually are.

Why Attention to Detail Pays Off

At times, the Bill of Lading can feel like a tedious piece of bureaucracy. But I’ve come to see it as the “golden key” to international shipping. The better prepared it is, the less stress you’ll face later.

One of my smoothest experiences was shipping a Lexus GX from Jacksonville to Dubai. My freight forwarder emailed me the draft BOL. I cross-checked every detail: VIN, consignee name, container number, even the spelling of Jebel Ali Port. When the final BOL was issued, everything matched perfectly. The car cleared customs in under 48 hours, and I was driving it down Sheikh Zayed Road within a week of arrival. That’s when I realized: the effort on the front end is worth every bit of hassle saved on the back end.

Final Thoughts

Preparing a Bill of Lading for car shipping from the U.S. to the UAE may sound like a boring clerical step, but it’s arguably the most important part of the process. Treat it casually, and you risk delays, added costs, or even disputes over ownership. Treat it with care, and you’ll be surprised at how smoothly things move on the other side.

If I could give one piece of advice to anyone starting this journey, it’s this: slow down and review everything—twice. Whether you’re shipping a single sedan or a container full of SUVs, the Bill of Lading is your lifeline. Respect it, and it will open doors—literally, the port gates in Dubai or Abu Dhabi. Ignore it, and it might slam those gates shut when you least expect it.

Published on: Sep 08, 2025

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