Carrier guide · The details behind the rate
Rate confirmation checklist: review the load before booking
A rate confirmation, often called a ratecon, records important terms for a brokered shipment. Review it with the related agreement and load instructions before committing the truck. A clear rate does not resolve a wrong appointment, unsuitable cargo or an unclear payment process. Use this checklist to find questions that need an answer.
By Rai Dispatch · Published · Updated · 5 minute read
Sources, examples and corrections- Match the parties and shipment
- Review the full pay and work
- Keep approved changes in writing
Match the carrier, broker and load references
Confirm that the document names your actual carrier business and the intended contracting party. Check the load number, pickup references and contact details against the conversation that led to the offer. A familiar looking logo alone does not verify the sender or the load.
If a company name, email address or payment instruction unexpectedly changes, verify it through a previously established or independently verified contact. Keep the final version where the authorized carrier contact and driver can find the relevant instructions. Avoid relying on screenshots that omit additional pages or terms.
Read the total compensation and its components
Identify the agreed total and clarify whether the quoted amount includes fuel surcharge, stops, tarping, driver assist or another required task. Check for document submission requirements, payment timing and any proposed deductions. Ask which agreement controls if the documents appear inconsistent.
Keep an expected accessorial request separate from approved compensation. Detention, layover, truck ordered not used and lumper reimbursement can have specific notice, approval and evidence requirements. Clarify those steps before the event rather than assuming a standard amount will be paid afterward.
| Review area | Question |
|---|---|
| Compensation | Does the written total match the agreed work? |
| Appointments | Are the dates, local times and stop sequence clear? |
| Cargo | Do dimensions, weight and handling fit the truck? |
| Extra work | What approval and evidence does each request need? |
| Documents | Where and when must signed records be submitted? |
Check every stop against the actual truck
Read complete pickup and delivery addresses, appointment dates, time zones, check in references and contact instructions. Distinguish an appointment from facility opening hours. Include time for the drive to pickup, loading, travel and unloading when deciding whether the schedule is workable.
Check commodity, piece dimensions, weight, equipment type and loading method. Review temperature instructions, tarps, liftgate needs, driver labor, exclusive use conditions or other restrictions when relevant. A generic description such as “pallets” is not enough if the dimensions or handling determine whether the freight fits.
A hypothetical mismatch worth resolving
Imagine the phone discussion describes a $1,800 dry van shipment with one delivery on Friday. The confirmation shows the same total but adds a second delivery on Monday. Matching pay does not make these offers equivalent: the extra stop and weekend commitment change the work and availability.
Pause the approval, ask the broker to clarify the intended plan and request corrected written terms if necessary. Then reassess the entire trip and obtain carrier approval. This example illustrates document review; it is not a suggested freight rate or a promise of compensation.
Keep an understandable record when plans change
Save the approved version and any subsequent written changes with the load's records. Identify what changed, who approved it and which driver instructions need updating. If a call changes a material detail, ask for written confirmation so the office and driver do not work from different versions.
After delivery, pair the signed delivery record and approved receipts with the correct shipment reference. Follow the agreed submission process and keep a copy. Rai Dispatch can help organize rate confirmations and follow ups, while the carrier retains its load decision and should seek clarification on terms it does not understand.
Questions carriers ask
Practical answers before you start
Is a rate confirmation the same as a bill of lading?
No. The rate confirmation records agreed commercial and shipment terms; a bill of lading is a separate shipment document. Keep the relevant documents together and check their load references and instructions for consistency.
What if the posted load and rate confirmation disagree?
Ask the responsible broker contact to clarify the discrepancy before approval. Keep corrected written terms and reassess any change to compensation, cargo, stops or schedule.
Are detention and other extra charges automatically included?
No. Read the actual load terms and related agreement. Approval, notice and evidence requirements can differ, so do not treat an expected request as approved pay.
References
Check the current source for entity specific information. This guide explains dispatch preparation and is not a substitute for professional advice on your operation.