When to use: Run by whoever books the load, before signing and dispatching. Takes two minutes and prevents most short-pays.
The money
- Linehaul rate matches what was agreed on the phone.
- Fuel surcharge is stated (separate line or explicitly all-in).
- Detention: free time window and hourly rate are written, and acceptable.
- Layover amount is stated if the lane risks one.
- Stop-off charge per additional stop is listed and matches the stop count.
- Tarping, liftgate, or other equipment accessorials are priced.
- Lumper reimbursement terms and how the receipt must be submitted are stated.
- Total charges add up.
The load
- Pickup and delivery addresses are complete and will geocode.
- Appointment dates and windows are realistic for the miles and the driver’s hours.
- Appointment or PO numbers are included where the facility requires them.
- Commodity, weight, and piece/pallet count are stated and plausible.
- Equipment type and any special requirement (temp setpoint, hazmat, team) is correct.
The partner and the paperwork
- Broker MC number and name match your records; credit is acceptable.
- Bill-to party and where to send the invoice and documents are clear.
- Payment terms (days) are stated.
- Any detention/POD submission deadline is noted so billing hits it.
Anything not on the rate confirmation is hard to collect later. If a charge was discussed but is missing, get a corrected rate con before the truck picks up.
A free-time window or rate that is worse than you would accept is negotiable — ask before you sign.
Guides: A dispatch workflow for growing fleets
Questions: How do I price a load?, What causes chargebacks and how do I prevent them?
Terms: Rate Confirmation, Detention, Accessorial Charge
In Trailflow: dispatch.