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Carrier packet checklist

Every item below is one that experienced dispatchers learned the hard way. Tick them off, then print the page for your file. Nothing leaves your browser.

Carrier name (optional)

0 of 12 complete.

Authority & identity

Active operating authority (MC / USDOT)Pull the federal record yourself — never trust a screenshot the carrier sends you.
Not flagged out of serviceAn out-of-service carrier voids your coverage the moment the load moves.
Signed W-9You cannot pay them cleanly at year end without it.
Physical address matches the federal recordA mismatch is the most common early signal of a double-brokering setup.

Insurance

Certificate of insurance sent directly by the agentCertificates forwarded by the carrier are the ones that get altered.
Auto liability at or above your requirement$1M is the common floor; confirm the number your shipper demands.
Cargo coverage adequate for the commodity$100K covers general freight; high-value loads need far more.
You are listed as certificate holderIt is how you learn about a cancellation before a load is on the truck.

Agreements & payment

Signed carrier / dispatch agreementDefines your fee, the scope of work, and who is liable for what.
Explicit no double-brokering clauseIt is the clause you will actually need if a load disappears.
Banking details or factoring NOA on filePaying the wrong party on a factored invoice means paying twice.
Driver and after-hours contact numbersA load that goes quiet at 9pm is the one that costs you the account.

This checklist reflects common industry practice and is not legal or insurance advice.

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