For many new truckers or small trucking business owners, the first time calling a freight broker can be a nerve-wracking experience. You’re eager to secure that first load, but you also want to make sure you’re getting a fair deal and setting yourself up for success. The key to a successful first call with a broker is preparation. Knowing what to say, what to expect, and how to negotiate will give you the confidence you need to start building profitable relationships in the industry.

1. Do Your Research

Before you even pick up the phone, it’s essential to do some research on the broker you’re planning to contact. Find out as much as you can about their reputation, the types of loads they typically handle, and the rates they offer.

Knowing the average rates for the lanes you’re interested in is also critical. Check current market conditions and rates on load boards like DAT at

DAT Freight & Analytics

or Truckstop.com at

Being informed about the going rates will help you negotiate better and avoid underpricing your services.

2. Have Your Paperwork Ready

Brokers are going to ask for certain documents to ensure that you are a legitimate and compliant carrier. Before making that first call, make sure you have the following documents ready:

• – MC Number: This is your Motor Carrier Number, issued by the FMCSA. It’s proof that you’re
  authorized to operate.
• – Insurance Certificates: Brokers will want to see that you have the required insurance coverage.
  This typically includes liability and cargo insurance.
• – W-9 Form: This is an IRS form that brokers use to collect your tax identification information.
• – Carrier Packet: Some brokers may require you to fill out a carrier packet, which includes
  information about your company, payment details, and the services you provide.

Having all these documents at hand not only makes the process smoother but also shows the broker that you’re professional and prepared.

3. Know What You Want to Say

When you’re calling a broker for the first time, it’s important to be clear and concise. Here’s a simple script you can follow:

• 1. Introduce Yourself: Start by introducing yourself and your company. For example, “Hi, my name is
  John, and I’m with ABC Trucking. I’m calling to see if you have any available loads in the [specific
  lane or region].”
• 2. Ask About the Load: Inquire about the details of the load, including the pick-up and drop-off
  locations, weight, type of cargo, and any special requirements.
• 3. Discuss Rates: If the load sounds like a good fit, ask about the rate. Use the information you
  gathered during your research to ensure that the rate aligns with the market. You might say, “I see
  that the average rate for this lane is around $X per mile. Is that what you’re offering?”
• 4. Negotiate if Necessary: If the broker’s initial offer is below your expectations, don’t be afraid to
  negotiate. You can mention factors like fuel costs, tolls, or additional stops that might justify a higher
  rate. Be polite but firm, and remember, it’s okay to walk away if the rate doesn’t meet your needs.
• 5. Confirm the Agreement: Once you’ve agreed on the rate, confirm the details of the load and ask
  when you can expect the rate confirmation and carrier packet. Ensure that you have the broker’s
  contact information in case you need to follow up.

4. Understand the Terms

It’s crucial to understand the terms and conditions before agreeing to haul a load. Pay close attention to:

• – Payment Terms: How and when will you get paid? Some brokers offer quick pay options, while
  others may have longer payment terms.
• – Detention and Layover Policies: What happens if you’re delayed at the pick-up or delivery location?
  Make sure you understand the broker’s policies on detention and layover pay.
• – Cancellation Policy: Find out what happens if the load is canceled after you’ve accepted it. Some
  brokers may offer a truck order not used (TONU) fee, while others may not.

Understanding these terms upfront can save you from unpleasant surprises down the road.

5. Follow Up

After the load is delivered, it’s good practice to follow up with the broker. Thank them for the opportunity, confirm that the paperwork is in order, and ask when you can expect payment.

Following up shows professionalism and helps build a strong working relationship with the broker, increasing the likelihood of future loads.

Conclusion: Be Confident and Prepared

Calling a broker for the first time can be intimidating, but with the right preparation and mindset, you can turn that first call into a long-term business relationship. Do your research, have your paperwork ready, know what to say, and understand the terms before agreeing to any load. With these steps, you’ll be well on your way to successfully booking your first load and many more to come.

For more personalized advice on building and growing your trucking business, check out our 1:1 mentorship