Hotshot load planning: a checklist before accepting freight

Use the actual combination, not a generic trailer label

Provide trailer type, usable deck dimensions, loading access and the carrier confirmed capacity of the complete combination. Include ramps, tarps and other available gear. Manufacturer ratings, vehicle configuration, cargo placement and the requirements of the actual operation need carrier review; an advertised trailer length is not a payload determination.

Keep the profile current after a truck, trailer or equipment change. If a dispatcher has been searching from the previous setup, say clearly what has changed before another load is proposed. A saved photo can help explain the configuration, but measurements and verified details are still needed.

Review pieces, loading method and destination access

Ask whether each piece is self propelled, palletized, crated or otherwise packaged, and obtain its actual dimensions and weight. Confirm who loads and unloads, which equipment the facilities provide and what access is available at each stop. “Equipment move” can describe very different work.

If ramps are involved, the carrier must assess the relevant equipment ratings, configuration and method. Dispatch should not promise that a machine can be loaded merely because ramps are present. Resolve an uncertain loading plan with the responsible parties before the carrier commits the truck.

Confirm protection and securement capability

Clarify written tarping or other protection requirements and give the carrier the complete cargo details. FMCSA’s cargo securement guidance includes general and commodity specific requirements. The carrier and driver make the securement and safe operation decisions for the actual shipment.

Where dimensions, weight or the route suggest specialized restrictions, obtain the appropriate review before booking. State requirements and the actual route matter. Dispatch support does not itself supply permits or establish that a combination is legal for every road. Treat that review as a defined responsibility rather than an assumption attached to the hotshot label.

Test urgency against realistic readiness

State when the truck can actually reach pickup, including completion of current work, equipment preparation and the drive to the facility. Confirm whether the requested time is an appointment, a ready time or a delivery deadline. Identify the time zone and the contact authorized to discuss changes.

For example, a truck expected to finish unloading late in the morning cannot be treated as already empty when reviewing a nearby urgent pickup. Update the estimated release time and have the carrier assess the whole trip. A deadline does not justify an unsafe schedule or skipping necessary preparation.

Review the whole route before adding a partial load

Spare deck space is only one part of a partial load decision. Check remaining capacity, cargo compatibility, access to each piece, stop order, appointments and written co loading restrictions. The carrier must approve the combined plan, and each booking must permit the intended arrangement.

A second pickup can make a first delivery unworkable even if both pieces physically fit. Write down the complete sequence before discussing the extra revenue. Include detours, waiting, additional handling and any need to remove or replace cargo protection.

Compare compensation across all known miles

Consider a hypothetical $1,200 load with 400 loaded miles, 60 empty miles to pickup and 40 miles to the required next location. The known trip totals 500 miles. Gross compensation is $2.40 per known mile, rather than the $3.00 figure obtained using loaded miles alone.

At Rai Dispatch’s published 6% hotshot fee on an agreed $1,200 billing base, dispatch would cost $72. The remaining $1128 is about $2.26 per known mile before operating expenses. These figures are illustrative, not offered rates or an income forecast.

Add loading work, appointment time, tolls and your actual operating costs to the decision. A higher gross amount can still leave a poor fit for your working day or home time plan. Keep unconfirmed reloads separate from the compensation already agreed.

Approve the final written plan and update changes promptly

Review the rate confirmation against the cargo details, appointments, instructions and compensation the carrier approved. Keep the driver’s version current. If weight, dimensions or the loading method changes at pickup, raise the difference and obtain carrier review before relying on the original acceptance.

After delivery, retain the signed records and update actual availability for the next search. Share the difference between planned and actual miles or handling time. That feedback helps the dispatcher refine the next proposal for the particular truck and trailer you operate.