Truckload Shipment Dispatch and Delivery Checklist

Match origin, destination, pickup and delivery appointments, commodity, weight, equipment type, and all-in rate against the broker or shipper tender. Flag any accessorials missing from the rate con — detention free time, layover, TONU, lumper reimbursement — before the driver dispatches.

Hazmat loads trigger placard, shipping paper, and emergency response info checks. Reefer loads require a temperature set point and continuous vs. cycle sentry instructions on the rate con.

Check the driver's available HOS clock in the ELD before assigning — 11/14 must cover the dispatch with reasonable buffer. Confirm the trailer's annual DOT inspection sticker is current and the unit is empty and washed if the next load requires it.

Push the load into the ELD or driver app: rate con, pickup and delivery numbers, appointment times, contact phones, and any shipper-specific instructions (e.g., trailer wash certificate, food-grade seal, lumper policy). Confirm the driver acknowledged receipt.

Verify CDL class and endorsements match the load (H or X for hazmat, N for tank), medical card expiration is at least past the delivery date, and the driver is not flagged prohibited in the Clearinghouse. A lapsed med card on dispatch is an OOS violation at the first scale.

Per 49 CFR 172.602, shipping papers must list a 24/7 emergency response phone (CHEMTREC contract or equivalent) and proper shipping name, UN number, hazard class, and packing group. Confirm correct placards are on the truck before it leaves the yard.

Pre-cool the reefer to the set point on the rate con (commonly 34°F for produce, -10°F for ice cream) before arriving at the shipper. Confirm continuous vs. cycle sentry mode and that the fuel tank has range for the full transit. Pulp temp at pickup is the shipper's responsibility but the driver should witness and note on the BOL.

Driver performs the full Part 396.11 pre-trip: low-air warning at 60 psi, steer tires ≥4/32", drives ≥2/32", kingpin locked under the fifth wheel, brake chambers within stroke. Honest defect reporting — even minor items. A "no defects" signature on a tractor with a known issue destroys the defense in any later litigation.

Open a repair order in Fleetio or the shop system citing the CVSA OOS condition. Pull a replacement tractor, re-run the HOS and equipment check on the substitute driver, and notify the shipper of revised ETA before the appointment window closes.

Driver provides PO and pickup number, gets a door assignment, and logs the arrival time in the ELD or app. Arrival time is the start of the detention clock once free time (typically 2 hours) elapses.

Count pallets or pieces against the BOL where the shipper permits. If counting is refused, the driver writes "SLC" (shipper load and count) on the BOL — this preserves the carrier defense on overage, shortage, or damage claims. Inspect securement per Part 393 Subpart I before pulling off the dock.

Apply the seal, record the seal number on the BOL, and photograph the closed trailer. The seal number is part of the chain of custody — if it doesn't match at delivery, the consignee can reject and the claim falls on the carrier.

Log departure time. If shipper-side time exceeded free time, dispatch flags the load for a detention invoice line at billing — with arrival and departure stamps from the ELD as evidence. Drivers who forget to log departure cost the carrier $50-$100/hr in unrecoverable detention.

Activate MacroPoint, FourKites, project44, or Trucker Tools for the load if the broker or shipper requires it. Many large shippers will withhold the next tender if tracking compliance drops below 95% on the prior month's loads.

Dispatcher reviews the prior 24 hours of ELD logs for HOS violations, unassigned driving, and personal-conveyance abuse. Annotate edits, counsel the driver on patterns, and document in the driver file. A pattern of unreviewed violations is what FMCSA auditors look for in the HOS Compliance BASIC.

Driver calls or auto-pings at loaded, en route, and 1 hour before delivery — or per the shipper's tracking SOP. Weather delays, breakdowns, and traffic events get a same-shift notification to the customer with revised ETA. Silence is the worst answer to a tracking call.

Consignee verifies the seal number against the BOL before the driver breaks it. If the seal is missing or numbers don't match, the consignee can reject the load — note the discrepancy on the BOL and call dispatch before unloading.

If any piece is short, damaged, or refused, the driver writes the specific exception on the POD (e.g., "2 cases crushed, top of pallet 4") and gets the receiver's signature acknowledging the notation. A clean POD signed for an actually-damaged load is what makes Carmack claims indefensible.

Driver scans the signed POD, any lumper receipts (Comdata or EFS check copies), and accessorial paperwork into the TMS or driver app within 4 hours of delivery. Many brokers require POD within 24 hours for QuickPay eligibility.

Confirm rate con, signed BOL, signed POD, lumper receipts, and detention timestamps are all in the load file before invoicing. Missing paperwork is the #1 cause of broker payment delays and short-pays.

Include line items for linehaul, fuel surcharge, detention (with arrival/departure timestamps), lumper reimbursement, and any TONU or layover. Submit through the broker's portal or factoring company per the rate con instructions.

Carmack Amendment gives the claimant 9 months from delivery to file a written claim and 2 years to file suit. Open the file the day OS&D is reported — log the BOL, POD with exception notation, driver statement, photos, and seal record. Notify the cargo insurer if the exposure exceeds the deductible.