Booking loads is the lifeblood of any trucking business. Whether you’re an owner-operator or managing a fleet, securing profitable loads is essential to maintaining cash flow, maximizing your equipment’s usage, and keeping your business running smoothly. However, booking loads is not as simple as it may seem, especially for those new to the industry. There are several key elements you need to have in place before you can successfully book a load. This guide will walk you through everything you need to go.

1. Active Operating Authority (MC Number)

Before you can start booking loads, your trucking business must have an active Motor Carrier (MC)
Number, also known as your operating authority. This number is issued by the Federal Motor Carrier
Safety Administration (FMCSA) and allows you to transport goods across state lines. Without it,
brokers and shippers will not work with you.

To obtain your MC Number, you’ll need to apply through the FMCSA, which involves filling out the

necessary forms and paying the associated fees. The process typically takes a few weeks, so it’s
important to get started as soon as possible if you’re launching a new trucking business.

For more information on obtaining your MC Number, you can visit the official FMCSA website at

https://www.fmcsa.dot.gov/registration/get-mc-number-authority-operate

2. Insurance Coverage

Insurance is another critical component you must have in place before booking loads. The most common types of insurance required in the trucking industry include:

– Liability Insurance: This covers damages to other people or property caused by your truck. The FMCSA requires a minimum of $750,000 in liability coverage, though many brokers and shippers will require at least $1 million.

– Cargo Insurance: This covers the goods you are transporting in case of damage or loss. The amount of cargo insurance required varies depending on the type of goods being hauled, but $100,000 in coverage is a common standard.

– Physical Damage Insurance: While not always required by brokers, physical damage insurance covers your truck and trailer in the event of an accident or other incident.

Without the proper insurance, you will not be able to secure loads, as brokers and shippers require proof of insurance before working with you.

To understand more about the types of insurance you need, check out this guide on trucking insurance by The Balance Small Business at

https://www.thebalance.com/what-insurance-do-you-need-for-your-trucking-business-5181447

3. Signed Broker-Carrier Agreement

Once you have your MC Number and insurance in place, the next step is to sign a broker-carrier agreement. This contract outlines the terms and conditions under which you will haul loads for a broker. The agreement typically includes payment terms, liability clauses, and the responsibilities of both parties.

It’s important to read these agreements carefully and understand the terms before signing. Some agreements may have clauses that are not favorable to you, such as extended payment terms or unclear liability provisions. If in doubt, consider seeking legal advice to ensure that the contract is
fair and protects your interests.

4. Electronic Logging Device (ELD)

As of December 2017, the FMCSA requires most commercial motor vehicles to be equipped with an Electronic Logging Device (ELD). This device tracks the hours your drivers are on the road, ensuring compliance with Hours of Service (HOS) regulations. Most brokers and shippers will require confirmation that your trucks are ELD-compliant before booking loads.

The ELD mandate is in place to prevent driver fatigue and promote safety on the road. Non-compliance can result in hefty fines and penalties, so it’s crucial to have a compliant ELD system in your trucks.

5. Load Board Subscription

Load boards are online platforms where brokers post available loads and carriers can search for freight that matches their capacity and routes. To consistently find loads, you will need to subscribe to a reputable load board. Some of the most popular load boards include:

– DAT Load Board: One of the largest and most widely used load boards, offering thousands of loads daily.
– Truckstop.com: Known for its comprehensive features and user-friendly interface.

By using these load boards, you can easily search for loads, negotiate rates, and book freight that
fits your operational needs.

6. Rate Confirmation

After you’ve found a load on a load board or through a broker, and you’ve agreed on the terms, you will receive a rate confirmation. This document is a binding agreement that outlines the payment details, pick-up and delivery locations, and any special instructions for the load. Make sure to review
the rate confirmation carefully before accepting, as it serves as the final agreement between you and the broker.

7. Proof of Delivery (POD)

Finally, after delivering the load, you will need to provide the broker with a Proof of Delivery (POD) document. This is usually a signed Bill of Lading that confirms the load was delivered as agreed. The POD is essential for receiving payment, as it serves as proof that you completed the job.

Conclusion: Be Prepared to Succeed

Booking loads is a critical process that requires preparation, compliance, and attention to detail. By ensuring you have all the necessary components in place-an active MC Number, insurance coverage, broker-carrier agreements, ELD compliance, access to load boards, rate confirmations, and Proof of Delivery-you can position your trucking business for success.

For more personalized advice on setting up your trucking business and securing profitable loads, check out our 1:1 mentorship program

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