In order to successfully dispatch a truck Once you accept a load from your customer, be sure to retrieve the following:

 

• Pick up location (Address); contact name; and phone number.
• Consignee (Address) same
• Call the shipper and consignee to lock in appointment dates and times
• Any special pickup or delivery requirements

 

Get this information now so that you can go back and negotiate these additional requirements to the carrier up front, add in your percentage and get approval for those additional charges so that you will not jeopardize having to bite the fees at the end.

 

1. Always call to let them know when you expect your truck arriving; ask the shipper if your driver need some sort of pick up number to get on the dock. Ask all necessary questions to alleviate any unexpected surprises, by doing so this will cut back on potential detention or layover charges accruing.

2. Now that you have all the accurate information needed for the truck to arrive and deliver successfully, now its time to get the driver on the line and dispatch for a successful trip.

3. Get Driver info such as name, truck number, trailer number, direct contact number and Make sure your driver is empty and fueled up.

 

 

Get Current Location and “Go Time”

 

1. Google the driver current location and the address to the pickup location to ensure that the driver has the best route in mind; by doing this you can also alert the driver for any unforeseen issues along their route.

2. Do an overview of the route then provide the driver with the shipper pickup location appointment time scheduled; advise the driver whether or not the shipper location have any special requirements up front.

3. Tell the driver to make sure that once the shipper loads the freight that the seal is intact prior to leaving the location; this will prevent carrier liability for damages during transit.

4. Update your system with a scanned copy of the bill of lading, the driver arrival and loading time and seal number, make sure that detention charges were not accrued because if so, most carriers charge around 60 bucks for each hour over their allotted time which is equivalent to $15.00 per increments of 15 minutes of each hour deemed late.

 

NOTE: If by chance the driver is late from loading and the expected delivery times are now altered, be sure to call the consignee and reschedule the delivery appointment.

Most companies honor their delivery appointment times, even a couple of minutes off schedule can cause some unforeseen problems. Additional fees can accrue if the driver has to hold the freight on the trailer until another appointment date is arranged.

 

 

 

 

 

 

Now That the Driver Is Loaded Successfully

 

•  Follow the same procedures from when you dispatched the driver to the pickup location, make sure that you have accurate information, do a route comparison with the driver and advise of any special requirements, appointment date and times, specific dock numbers, appointment numbers etc.

 

•  Find out when the driver will go on break, hours of rest and location. Depending on how far of a travel your driver has; make sure that the driver understands that you are their contact person and if any issues or delays arise during transit then you must be called immediately.

 

•  Request a courtesy check call twice a day (use your own judgment but if the driver has a 3-day trip then you will want to provide some sort of update to your customer; preferably daily.

 

•  Calculate the mileage of the driver’s current location to the final destination and take in consideration the driver rest hours and fuel stops.

 

•  Aim to provide the most accurate estimated arrival time when giving your status updates to your customer and Range every 50 miles equivalent to an hour of travel time for your driver during transit.

 

 

Now That Your Driver Is All Set and Ready to Go;

 

• Give your customer a courtesy call letting them know that the shipment is picked up and is on schedule for “on time” delivery. Assure your customer that you are on top of their shipment and that you will be tracking it around the clock and will advise if there are any issues along the way.

 

• The quickest way to get paid for your shipment is to make sure that your driver calls you when the shipment is empty. Make sure that you get that signed BOL copy which is commonly known as POD (proof of delivery).

 

• By providing your customer the signed POD copy and your invoice, this completes the shipment and is typically the only thing needed so that you can get paid.
  Once you successfully conclude this shipment with your customer, this is the perfect time to ask about extra available loads and projects!

 

• Also, take the time to reach back out to the shipper and consignee once your driver completes the full shipment; make sure that they had a nice experience with your driver; then ask if they need any assistance with any future shipments; find out if they are working on any projects, so that you can start putting together a cost-effective strategy plan for them.

 

 

 

Every opportunity counts towards higher load volumes and profit gain so make sure you utilize all resources effectively towards becoming a successful freight broker.