As a carrier using load boards or working directly with brokers, understanding broker processes and documentation requirements is essential. Being organized and professional will help you secure loads faster and build long term relationships.
Carrier Packets
When hauling for a broker for the first time, you must complete a carrier packet, sometimes called a broker setup packet. This packet verifies that you are a legitimate and compliant motor carrier.
- Copy of your FMCSA operating authority showing active MC number
- Certificate of insurance showing liability and cargo coverage
- Completed W-9 form with EIN and business information
- Company profile sheet with contact information and DOT number
- Notice of assignment if using a factoring company
- Broker carrier agreement outlining contract terms
Preparing a digital carrier packet in advance allows you to quickly send documents to new brokers and demonstrates professionalism.
Rate Confirmation Sheets
Once you book a load, the broker sends a rate confirmation, often called a rate con. This document outlines pickup and delivery details, commodity information, instructions, and the total agreed payment amount.
The rate confirmation is a binding agreement between you and the broker. Always review it carefully before signing to ensure pickup times, locations, and rates match what was discussed.
Keep copies of all rate confirmations for invoicing and dispute protection. Any changes such as detention pay or additional stops should be documented in writing.
New Carrier Requirements
Many brokers require carriers to have active authority for a minimum period, often 30, 60, or 90 days. Some larger brokers may require six months or more.
While this can be frustrating for new carriers, many brokers do work with new authorities. Focus on maintaining professionalism and building references as you complete successful loads.
Be honest about your authority start date. Brokers can verify this information through your DOT number and insurance records.
Compliance and Professionalism
Brokers often review safety scores, inspection history, and insurance coverage before approving carriers. Maintain safe operations and keep all documentation current and clearly organized.
Ensure your insurance certificates are up to date and submitted as clear digital copies. Avoid sending unclear photos or incomplete paperwork.
Read broker carrier agreements carefully to understand payment terms, claims procedures, and other contractual obligations.