Carrier guide · Getting started
Truck dispatch onboarding checklist
A useful onboarding process establishes what the truck can do, when it can work and how the carrier approves freight. Gather the business documents first, then give your dispatcher the operating details needed for a realistic load search.
By Rai Dispatch · Published · Updated · 5 minute read
Sources, examples and corrections- Documents and equipment details
- Operating preferences
- Written terms and approval process
1. Prepare the carrier business information
Have your legal business name, contact details, relevant USDOT and MC information, W-9 and current insurance information available. The documents requested depend on your operation and the brokers involved. Send sensitive documents only through the submission process agreed with the team.
Check that the business name and contact information are consistent across the documents. If an insurance certificate is required, coordinate with your insurance provider rather than editing the certificate yourself. Onboarding assistance does not create authority or insurance coverage.
2. Record the actual equipment specifications
Provide trailer or cargo space dimensions, usable payload and the current equipment condition. Include loading and handling capabilities such as liftgate, pallet jack, tarps, ramps or temperature control when relevant.
Be specific about restrictions. A truck’s advertised length, a generic equipment label or a photo is not enough to establish whether every load will fit. For power only, explain the tractor configuration and trailer arrangements you can accept.
- Dry van: interior condition, trailer dimensions and handling preferences.
- Reefer: unit capabilities and relevant temperature limitations.
- Open deck: deck space, payload, tarps and securement equipment.
- Box truck or cargo van: door openings, interior measurements and loading access.
3. Define a workable search area and schedule
Share the truck’s current location, first available pickup time, preferred regions and home time goals. Identify destinations you avoid, maximum empty miles and whether overnight or weekend appointments fit the operation.
The driver’s availability must be accurate. A load search based on a future empty time needs to be updated if the current delivery changes. Avoid promising availability just to expand the search; an unworkable appointment can create problems for everyone.
4. Review the dispatch agreement
Confirm the service scope, equipment percentage, billing base, invoice timing and cancellation terms. Rai Dispatch charges equipment specific dispatch fees of 4 to 12%. Rai Dispatch uses percentage only pricing for every truck type. There are no setup fees, fixed weekly or monthly charges, or other Rai Dispatch fees.
Set the load approval process and identify authorized carrier contacts. Discuss how rate confirmations, signed delivery records and accessorial documents will be exchanged. If you use factoring, clarify any relevant document and broker approval process with that provider.
5. Separate onboarding readiness from load availability
Having a complete packet makes review easier, but it does not guarantee broker approval or immediate freight. Authority history, insurance, equipment, location and shipment requirements can affect the options, particularly for a new carrier.
Specialized equipment support should be confirmed before onboarding. Ask what happens if the proposed service does not fit your operation and avoid planning revenue around a load that has not been approved and booked.
Questions carriers ask
Practical answers before you start
How long does onboarding take?
Timing depends on document completeness, your operation and broker requirements. We provide a start date estimate after reviewing your equipment, documents and preferred lanes.
Can a new authority request dispatch service?
Yes, a new carrier can request a review. Some brokers have authority history requirements, so available loads and approval timing may be more limited.
Should I upload my documents through an ordinary contact form?
Start with the business and equipment information requested by the form. Arrange document submission directly with the team rather than adding sensitive documents to an unrelated field.