Carrier Onboarding Packet — Checklist

1. Documents to Collect from Carrier

• Signed Dispatch Service Agreement — including Exhibit A rate selection, initialed
• MC Authority Letter — FMCSA operating authority document
• Certificate of Insurance (COI) — auto liability $1M and cargo $100K typical; note expiration date; insurance agent contact on file
• W-9 — Carrier’s taxpayer information, used in broker setup packets
• Notice of Assignment (NOA) — only if Carrier uses a factoring company; collect factoring company contact
• CDL copies — each driver who will run dispatched loads
• Equipment list — truck and trailer year, type, dimensions, weight capacity, VIN, plate
• ELD provider and login contact — for HOS awareness when planning loads
• Voided check or ACH details — confirm payment path is broker-to-Carrier, never through Dispatcher

2. Operating Preferences to Record

• Preferred lanes and regions
• Minimum acceptable rate per mile
• Home time requirements — days, frequency, home base city
• Freight restrictions — no hazmat, no reefer, weight limits, etc.
• Driver contact info and consent — confirm each driver consents to calls and texts for dispatch coordination
• Preferred communication channel and hours

3. Dispatcher Setup Actions

• Verify authority status on FMCSA SAFER — authority ACTIVE, no pending revocation
• Verify insurance with issuing agent — confirm COI is genuine and current
• Create carrier folder — all documents filed; COI and authority expiration dates calendared
• Load board profile ready — truck posting template prepared with equipment details
• Broker packet kit assembled — Letter of Authorization + authority letter + COI + W-9 + NOA ready to send as one package
• Welcome call completed — walk through how dispatch works, first-week plan agreed