1. Before accepting the load
Check the pickup and delivery locations, appointment windows, equipment requirements, agreed rate, estimated miles, accessorial terms and driver availability. Flag unrealistic schedules before committing.
Most dispatch problems are not caused by a lack of information. They happen when appointment times, reference numbers, driver updates, and documents are scattered across texts, emails and folders.
2. After the rate confirmation arrives
Verify the load number, shipper and receiver, weight, commodity, PO or pickup references, temperature or seal requirements where applicable, and detention terms. Keep the RC attached to the load.
3. Before pickup
Share the exact pickup address, reference number and appointment with the driver. Confirm hours of service, check-in rules, equipment condition and any special instructions.
4. At pickup and while in transit
Record arrival, check-in, loading, departure, seal number if required, updated ETA and any delays. Send concise broker updates when plans change. Save the signed BOL.
5. At delivery
Confirm arrival and check-in, track unloading delays, document approved lumper charges and retain receipts. Get the signed proof of delivery before marking paperwork complete.
6. After delivery
Match the RC, BOL, POD, receipts and any revised rate confirmation. Confirm detention or accessorial requests, send the final paperwork through your normal process, and close the load.
Use one load record instead of scattered messages
LoadKit can keep load details, trucking documents and follow-up information together. Free includes basic workflows, while higher plans provide more advanced tools and team capabilities.
Frequently asked questions
Straight answers for carriers comparing dispatch workflows.
What documents should a dispatcher keep?
Usually the rate confirmation, bill of lading, signed proof of delivery and any lumper receipts or revised rate confirmations. Requirements can differ by broker and shipment.
What should a dispatcher verify before pickup?
Check the address, time, pickup reference, special loading requirements, truck availability and driver instructions.
When should the broker receive an ETA update?
Send an update when a meaningful delay or appointment risk occurs, following the broker or customer communication requirements.
What if the driver waits beyond free time?
Document arrival, check-in, loading or unloading times and contract terms. Contact the broker about detention procedures and obtain any required approvals.
Can I use a dispatch checklist with one truck?
Yes. A consistent process is helpful whether you manage one truck or a small fleet.