Why it matters
The rate confirmation is the document you will rely on if there is any dispute over payment or conditions. Check it carefully before you accept.
What to check
- Agreed rate, and whether it includes fuel surcharge or accessorials.
- Pickup and delivery addresses, dates and appointment times.
- Weight, commodity and equipment type.
- Detention, layover and lumper terms.
- Payment terms and how to submit paperwork.
- Contact details for the broker and the shipper.
Keep records
Save a copy of every signed confirmation and the proof of delivery. Organised records make invoicing quick and protect you in a dispute.
Ask before you sign
If anything differs from what you agreed on the phone, ask for a corrected document. It is much easier to fix before the truck moves.
Common problems to catch
Look out for a rate that is lower than agreed, unclear detention terms, missing delivery appointment times and clauses that make you responsible for unrelated costs. If you do not understand a clause, ask before signing.
Paperwork after delivery
Keep the bill of lading, proof of delivery and any receipts together with the confirmation. Submit them promptly, because late paperwork often means late payment.
Make it a habit
Use the same checklist for every load, even with brokers you trust. Consistency prevents expensive mistakes on the day you are rushed.
We review every rate confirmation for our carriers before they are accepted.
