1. Purpose of the builder
1.1 The VEXO BOL builder is a document-preparation tool using information entered by the user. It does not book carriage, verify the cargo, issue an insurance policy or confirm that a provider has accepted the shipment. The preparer shall review the generated file before distributing or signing it. If the tool cannot represent the transaction accurately, obtain an appropriate document rather than forcing information into an unsuitable field.
1.2 Generating a straight, blind or cross-border form does not determine which legal regime governs. The document must identify the actual parties and movement, and shall be read with the accepted agreements and mandatory law. No template wording changes VEXO’s role merely because its logo appears on the form.
2. Required factual information
2.1 The preparer shall accurately identify the consignor, consignee, actual performing carrier, pickup and delivery locations, shipment reference, package count, description, gross weight and special instructions. Commodity descriptions shall be sufficiently specific for the shipment; unexplained generic labels may be inadequate. Dimensions, quantities and weight units shall be checked against the actual freight.
2.2 Hazardous-material information, temperature requirements, customs references and other regulated details must satisfy the applicable requirements independently of the form’s available fields. An omitted field does not excuse a required disclosure. Do not use estimated data as verified measurements or confuse package counts with handling-unit counts.
3. Signatures and event records
3.1 A shipper, driver or consignee signature shall be made by an authorised person and shall reflect the actual event and any recorded exceptions. Do not pre-sign for another party, insert a driver’s name as proof of pickup before collection or use a generated date as proof of delivery. An electronic signature should be attributable to its signer and retained with the document version signed.
3.2 Receipt language shall distinguish visible condition, quantities actually counted and sealed or inaccessible contents. An unqualified clean receipt can affect evidence, but its legal effect depends on the facts and governing law. Report a refusal to sign or inability to inspect honestly rather than creating a substitute signature.
4. Corrections and version control
4.1 Before pickup, distribute corrected instructions through the agreed contacts and clearly mark the change with its shipment reference and revision date. After signature, retain the original record and document any amendment, who authorised it and who received it. Do not silently replace an executed receipt with a revised file.
4.2 A revised BOL does not independently change price, route, consignee, liability limit or contractual terms without the approval required by the governing agreement. Suspected fraudulent diversions or payment changes require independent verification. Keep related emails and confirmations with the shipment record.
5. Blind shipments and truthful records
5.1 A blind-shipment arrangement may control which commercial details are disclosed to particular business parties, but must not falsify customs, safety, carrier or legally required shipment information. The parties shall agree which documents are sent to each recipient and who retains the complete operational record.
5.2 Carrier and VEXO must have the information needed to arrange and perform lawful carriage. Do not conceal dangerous-goods information, a prohibited commodity or the actual location from a party that must know it. Marketing confidentiality does not override a regulator’s lawful request or a safety obligation.
6. Declared value and cargo insurance
6.1 Entering an invoice value, commodity value or declared-value amount in a field does not automatically obtain additional insurance or override an agreed limitation. Where an increased liability election is available, the applicable provider must accept it and any corresponding rate before shipment as required by law and the governing contract.
6.2 The customer shall obtain written confirmation of an insurance placement or accepted value arrangement and review exclusions, deductibles and territorial limitations. A download acknowledgement or quote-request receipt is not that confirmation.
7. Damage, shortages and evidence
7.1 Record visible exceptions at delivery where possible and promptly preserve photographs, packaging, seals, quantities and receiving records. A notation on a BOL or delivery receipt may be important evidence but may not itself be a sufficient cargo claim. Follow the claim procedure and the applicable filing requirements without waiting for every supporting record.
7.2 Do not alter original photographs or destroy damaged goods before giving a reasonable opportunity for inspection, except where safety or law requires action. Document emergency disposal, testing or mitigation and the reasons for it.
8. Downloads, sharing and retention
8.1 Review the recipients before emailing or sharing a generated document. Shipment and signature information can be confidential. Downloaded copies remain on the user’s device and may be accessible to other users or backup services; use appropriate access controls and remove copies from shared devices when no longer needed.
8.2 Retain the executed BOL, delivery receipt, accepted instructions and amendments for the applicable contractual and legal recordkeeping period. The website does not provide an archival service for locally generated BOLs unless a separate storage service is expressly offered and accepted.