Expedited truck dispatch support

Establish when the truck can actually load

Give the dispatcher the truck's present location and the earliest realistic arrival at pickup. Include time to finish an existing delivery, prepare the equipment and reach the facility. An estimated empty time should be identified as an estimate and updated when circumstances change.

Readiness also includes the driver, usable payload, door opening and loading equipment. A cargo van near the shipper may still be unsuitable for a tall pallet. A box truck may need a liftgate or dock compatible floor height. We collect these details before treating proximity as a reason to book.

Translate an urgent request into a workable schedule

Ask whether the pickup is ready now, whether the stated delivery time is an appointment or a deadline, and who can receive the freight. Clarify the time zone, check in process and any limits on early or late arrival. A message saying “ASAP” leaves too much unresolved.

The carrier and driver must decide whether the trip fits their availability and safe operating limits. We coordinate the information and seek clarification when the schedule changes. Expedited dispatch does not authorize speeding, skipped rest or a delivery promise based only on map mileage.

• Confirm freight readiness and pickup contact.
• Record the delivery time zone and receiving hours.
• Check driver availability and all planned stops.
• Agree the contact for changes during the trip.

Choose equipment from the shipment requirements

Time sensitive freight can call for a cargo or Sprinter van, box truck, hotshot combination or full size trailer. The correct choice depends on the cargo and instructions, not simply on which vehicle is smallest. Provide piece dimensions, total weight, stacking restrictions, loading method and any temperature or securement requirements.

Clarify exclusive use instructions before considering other freight. If the load must travel alone or follow a specified sequence, spare cargo space is not permission to add a pickup. Special handling, high value cargo or other unusual requirements need a separate capability review.

A hypothetical deadline review

Suppose a box truck is expected to finish unloading at 10 AM and an urgent pickup is 50 miles away. Before agreeing to an 11 AM pickup, verify the actual release time, facility exit process, travel conditions and loading appointment. A delay at the first stop can invalidate the proposed schedule.

We would seek a confirmed pickup window and present the revised details for carrier approval. If the timing does not work, the next step is to decline or discuss an alternative. This example describes a decision process, not a service time guarantee.

Confirm communication and the dispatch fee

Identify who needs pickup, departure and delivery updates and how those updates should be sent. Keep the written instructions accessible to the driver. If a problem develops, report the actual status promptly so the responsible parties can decide what changes are possible.

Rai Dispatch provides a dedicated dispatcher for the agreed work. Published fees: Dispatch fees are 7% for box trucks, 6% for hotshots, 4% for reefers and Conestoga trailers, 12% for cargo vans, and 5% for dry vans, flatbeds, power only, step decks, Sprinter vans, RGN and lowboy trailers, car haulers, tankers, dump trucks and trailers, and curtain side trailers. Fees apply to gross revenue on loads we book. 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. Confirm the applicable equipment category, billing base and service scope in writing. Confirm the billing base, service scope and communication arrangements before booking.