How to book a full truckload shipment

Booking a truck is not complicated, but the quality of the information you give the carrier or broker decides how smoothly the move goes. Follow these steps for each new lane.

Step 1: Gather the load details

• Pickup and delivery addresses, dock hours and whether appointments are required
• Ready date and required delivery date
• Equipment: dry van, reefer (with temperature), flatbed (with tarp needs)
• Pallet count, total weight, dimensions of any oversize pieces
• Loading method: live load, drop trailer, floor-loaded
• Special needs: load bars or straps, team drivers, hazmat placards, food-grade trailer

Step 2: Request and compare quotes

Ask two or three providers for an all-in rate on the same assumptions (our quote checklist lists them). Make sure each quote states whether fuel is included, what free time applies before detention, and what accessorials are pre-agreed. For a recurring lane, ask for both a spot and a contract rate. Our guide to comparing freight quotes explains how to compare like for like.

Step 3: Tender and confirm

Once you accept, send a written tender (load confirmation) with all the details above. You should get back a rate confirmation listing the agreed rate, the carrier's name and MC/DOT number, and the driver or dispatch contact. If a broker is involved, ask which carrier will actually haul the load.

Step 4: Pickup and loading

1. Have the BOL printed and the freight staged at the dock.
2. Check the trailer: clean, dry, no holes, odor-free (essential for food), and pre-cooled for reefers.
3. Load with weight distributed evenly across axles; heavy items at the floor.
4. Secure with load bars or straps, apply a numbered seal and record it on the BOL.
5. Get the driver's signature and keep a copy. Note pickup in and out times.

Step 5: Tracking in transit

Most carriers and brokers share location updates via an app link, ELD integration or check calls. Set expectations: how often updates are sent and who to call if the truck breaks down or the delivery appointment needs to move.

Step 6: Delivery and POD

The consignee checks the seal number, counts pallets and notes any damage on the delivery receipt before signing. Ask the carrier to send the signed POD promptly; you'll need it for billing and any claims.

Step 7: Invoice and payment

Match the invoice to the rate confirmation and supporting documents (detention logs, lumper receipts). Approve accessorials only with evidence. Paying carriers on time builds goodwill, which matters when capacity gets tight.

FAQ

What is detention?

A charge for keeping the truck waiting beyond the agreed free time (commonly two hours) at pickup or delivery, billed hourly.

What is a lumper fee?

A fee paid to a third-party crew that unloads trucks at some warehouses and grocery DCs. Agree in advance who pays and how it will be reimbursed.