Oversized Load Preparation Checklist

Record overall length, width, height (from ground including trailer deck), and gross combined weight. Add tractor + trailer tare to load weight; many permit denials come from carriers reporting load-only weight and missing the GVW threshold.

Superload thresholds vary by state but commonly trigger at >16 ft wide, >16 ft high, >150 ft long, or >200,000 lbs GVW. Superloads require engineering review, bridge analysis, and 2-4 week lead times — confirm classification before quoting the customer a pickup date.

List every state, county, and city the load will cross. Each issues its own permit through portals like ProMiles, J.J. Keller Permits, or state DOT systems (TxPROS, ILOH, PennDOT M-936A). Tolls (PA Turnpike, Ohio Turnpike, NJ Turnpike) require separate authority.

Submit applications through each state's portal or via a permit service (Comdata, EFS, J.J. Keller). Standard permits are valid 3-5 days; build in slack for amendments. Trip-and-load fees range $15-$400 per state plus per-mile fees on superloads.

For superloads, each state's bridge engineer reviews axle weights against the bridge formula and individual structure ratings. Provide axle spacing diagram, axle weights, and tire configuration. Allow 5-10 business days for review; some states (CA, NY) run longer.

Use PC*Miler Oversize, ProMiles, or Rand McNally MileMaker with height/weight overlays. Standard GPS routes drivers under 13'6" bridges with 15'6" loads. Cross-check state-published designated heavy-haul corridors.

For loads over 14'6" high or 14 ft wide, drive the route in a pickup with a measuring pole. Identify low bridges, low utility lines, tight intersections, traffic signal arms, and construction zones. Document with GPS-tagged photos.

Note locations where the load exceeds 17 ft and may contact overhead lines. Contact the local utility (typically 7-10 days notice) to schedule line-lift or de-energization. Cable/telecom lines usually lift; high-voltage transmission rarely does and forces a reroute.

Per-state thresholds: typically front pilot at >12 ft wide, front+rear at >14 ft wide, police escort at >16 ft wide or >150 ft long. High-pole car required when height >15'6". Confirm each state's table on the permit itself — they conflict.

States like UT, WA, FL, NY, and PA require pilot-car operator certification — not just any pickup with an amber bar. Verify cert numbers and collect COI naming the carrier as additional insured. Use vetted P/EVO providers from the state-approved list.

"OVERSIZE LOAD" banner (or "WIDE LOAD") on front and rear, 18-inch red/orange flags at all four corners of widest extremities, amber strobes/rotators on the cab and at trailer corners. Verify banner letter height meets state minimums (typically 10-12 inches).

Verify the trailer (RGN, step deck, double-drop, or stretch) is rated for the load weight and dimensions. Inspect deck boards, winches, stake pockets, chain rings, and tire condition. Check air ride and steer-axle dollies on multi-axle configurations.

Aggregate working load limit (WLL) must equal at least 50% of cargo weight. Use Grade 70 or Grade 100 chain rated for the load. Apply edge protectors at all contact points; check binder torque after the first 50 miles per FMCSA guidance.

Measure loaded height, width, and length one final time at the yard. Even 2 inches over permitted height triggers OOS at the first port-of-entry scale. Verify axle weights at a CAT scale match the permit's axle-weight declaration.

Each state permit printed and accessible, BOL, CDL, medical card, IRP cab card, IFTA sticker, insurance card, and route packet. Roadside inspectors will ask for the permit first; fumbling for a digital copy with no signal is a common citation.

Share Samsara/Motive or MacroPoint link with dispatch and the customer. Set geofence alerts at known low-clearance points so dispatch sees the driver approach in time to intervene by radio.