Truck dispatch and freight glossary

A truck dispatcher performs agreed work around a carrier’s loads, such as searching freight, discussing rates, coordinating bookings and following up on documents. The carrier supplies accurate operating information and retains its load decisions; whether particular dispatch activities require broker authority depends on the actual arrangement.

A motor carrier is the business that transports goods or passengers using commercial motor vehicles. In a freight dispatch arrangement, the carrier remains responsible for its transport operation, equipment, drivers and applicable requirements.

A freight broker arranges transportation by a motor carrier for compensation. Brokerage and carrier dispatch are different roles, so confirm the contracting party and responsibilities rather than relying on a business name or job title.

An owner operator owns or leases the equipment they operate as a business. Some run under their own carrier authority and others operate under an arrangement with another carrier; the dispatch setup must match the actual business relationship.

Operating authority is the registration that authorizes applicable transportation activities and cargo types. It is distinct from a USDOT identification number, and requirements vary by the operation; verify the relevant registration and status before treating a carrier as eligible for a shipment.

New authority describes a carrier whose operating authority has recently become active, rather than a separate dispatch product or guaranteed broker category. Broker requirements vary, so a complete carrier packet does not establish acceptance for every posted load.

A rate confirmation records the agreed load details and compensation between the parties to a booking. Check the locations, appointments, equipment, pay, accessorial conditions and special instructions before approving it, and retain written revisions when the arrangement changes.

A bill of lading identifies a shipment and records details such as the shipper, receiver, freight description and quantity. Compare it with the freight and instructions provided, document discrepancies through the agreed process, and keep the completed copy with the load records.

Proof of delivery is the record showing the shipment was delivered, often a signed delivery receipt or completed bill of lading. Preserve the delivery date, signatures and any recorded exceptions, then send the document through the carrier’s agreed billing process.

A certificate of insurance summarizes policy information such as the insured business, coverage types, limits and dates. It is not the policy itself or a guarantee that a particular shipment is covered; obtain accurate documentation from the insurance provider and clarify the load’s requirements.

Form W-9 supplies a U.S. payee’s taxpayer identification information and certifications to an appropriate requester. It can be requested during business onboarding; use the current IRS instructions and the agreed secure document process rather than a public website comment or unrelated contact field.

A carrier packet is the collection of business documents and agreements requested to set up a carrier relationship. It may include registration details, insurance evidence, tax information and payment instructions, but the recipient’s current requirements determine the actual contents and acceptance.

Loaded miles are the distance traveled while carrying a shipment. When comparing offers, identify whether a quoted rate uses only those miles or also accounts for the empty travel needed to complete the trip.

Deadhead is truck travel without freight, such as the drive to a pickup or repositioning after delivery. Include those miles in your trip comparison because fuel, time and other operating costs continue while the truck is empty.

A backhaul is a return direction load following an outbound trip. A possible return load can inform planning, but it should remain an unconfirmed option until its terms, timing and booking are approved.

A freight lane is a particular origin to destination movement. The reverse direction is a different lane, so evaluate the outbound and return opportunities separately rather than assuming the same freight or pricing in both directions.

Over the road trucking generally describes longer trips that can keep a truck away from its base for multiple days. Agree the actual destinations, time away and return deadline because the OTR label alone does not define a particular schedule or mileage threshold.

Hours of service rules limit driving and working time and require qualifying rest for drivers subject to them. Applicable rules and exceptions depend on the operation; plan appointments around the driver’s actual available time, and use current FMCSA guidance rather than a dispatcher’s estimate as the compliance reference.

Linehaul is the base transportation charge before separately stated fuel surcharges and accessorials. Confirm whether an offered amount is linehaul only or an all in total so the same costs are not added twice when comparing loads.

A fuel surcharge is a fuel related amount added to a base rate or identified within an agreed total. Methods vary by arrangement, so confirm the calculation, effective period and whether it is already included instead of assuming one universal fuel formula.

An accessorial is a charge for agreed work or circumstances beyond the basic transportation movement, such as an extra stop or liftgate service. Confirm the rate, approval process and supporting records before assuming the item will be paid.

Detention describes waiting at a pickup or delivery beyond the free time allowed in the agreement. Eligibility, notice requirements and payment depend on the written terms, so retain check in, check out and communication records.

Layover is a longer delay that holds a truck over beyond the planned schedule, often into another day. It is distinct from an ordinary stop’s detention calculation; clarify the agreed payment and approval requirements for the actual event.

TONU describes a situation where a truck has been arranged but the planned load is no longer used. A cancellation does not automatically earn a standard fee; the booking terms, timing, notices and supporting records determine the request.

Rate per mile is a stated revenue amount divided by the miles used in the calculation. For example, a hypothetical $1,200 across 500 loaded miles is $2.40 per loaded mile, but it is $2.00 per total mile when 100 empty miles are added; neither figure is profit.

Gross load revenue is the load’s revenue before the carrier’s operating expenses and agreed service fees are deducted. A larger gross amount does not establish a better profit, and a dispatch agreement should specify which revenue components form its billing base.

A dry van is an enclosed freight trailer without an active refrigeration system. Review usable space, payload, trailer condition and loading instructions; a standard trailer label does not guarantee that every posted van load will fit.

A reefer is refrigerated equipment used for freight with specified temperature control requirements. Obtain clear written handling instructions and confirm the unit’s capabilities, preparation and appointments before approving the load.

A flatbed is an open deck trailer that can allow loading from the sides or above. Cargo dimensions, loading method, tarping and securement requirements all affect whether the work fits the carrier’s equipment and agreed scope.

A box truck has an enclosed cargo body mounted on a straight truck chassis rather than a separate semitrailer. Truck length alone is insufficient for booking: confirm interior space, door opening, payload, dock access and any liftgate or driver assist needs.

Power only work uses a carrier’s tractor to move a trailer supplied through another party’s arrangement. Check trailer compatibility, condition, pickup and return instructions, insurance requirements and the written responsibilities before accepting.

A liftgate is a lifting platform used to move freight between the vehicle and ground level when the loading arrangement calls for it. Check its rated capacity and platform dimensions against the actual shipment, and confirm who supplies the equipment and performs the work.

Hotshot trucking commonly uses a pickup style truck and trailer for smaller freight, including some time sensitive shipments. The actual truck and trailer ratings, usable deck space, payload and carrier eligibility determine the load fit; the label does not establish one standard capacity.

A step deck has upper and lower deck sections, giving different loading heights and usable spaces than a conventional flatbed. Review the complete cargo dimensions, trailer configuration and loading method rather than assuming taller freight automatically fits or needs no permits.

Full truckload service assigns a truck or trailer to a shipment, even when that shipment does not use every available pound or cubic foot. Confirm exclusivity and handling instructions; unused space does not by itself authorize adding another customer’s freight.

LTL service consolidates smaller shipments within a carrier’s freight network rather than assigning an entire truck to each one. It has its own rating, handling and service arrangements; dispatching a suitable partial load is not the same as offering an LTL network.

A partial truckload uses only part of a truck’s available capacity under the agreed shipment arrangement. Combining compatible freight still requires approval of space, weight, loading order, appointments and any exclusive use restrictions; spare deck space alone is not enough.

A load board is a platform where freight opportunities and available truck capacity can be listed or searched. A listing begins the review: current availability, carrier acceptance, shipment details and agreed booking terms still need confirmation.

Drop and hook involves leaving one trailer and connecting to another instead of waiting for that same trailer to be loaded or unloaded. Confirm the trailer identifiers, condition, interchange arrangement and appointments; the method does not guarantee an immediate departure.

A dispatch fee pays for the work specified in the carrier’s dispatch agreement. Rai Dispatch’s published rates are 4 to 12% depending on the equipment category, with the revenue base and scope confirmed before service.