How to read a rate confirmation

This guide describes what rate confirmations generally contain in US trucking. Every broker uses its own layout and wording, so treat this as a checklist, not a template. The section near the end explains how HIR Dispatch Academy covers the topic.

What a rate confirmation usually contains

Broker and carrier details

The names of both companies and their US registration numbers, plus a contact for the load. The carrier named must be the one actually hauling it.

Load or reference numbers

The broker's load number and often pickup or purchase-order numbers the driver will need at the dock.

Pickup and delivery

Full addresses, dates, and either appointment times or the hours when the facility will load or unload.

Freight and equipment

What is being moved, its weight, and the trailer required, such as a dry van, a refrigerated trailer with a set temperature, or a flatbed with securement needs.

The rate

The agreed pay for the load, sometimes split into a line-haul amount and a fuel surcharge.

Accessorial terms

Extra pay or charges outside the line haul, for example detention after a stated number of free hours, a lumper fee for unloading, layover, or a fee if the load is cancelled after the truck is dispatched.

Requirements and penalties

Check-call or tracking rules, what happens if the truck is late, and any fines the broker may deduct.

Payment terms and documents

When and how the carrier is paid, and which signed documents, usually the bill of lading and proof of delivery, must be sent to get paid.

Checking it line by line

1. Compare it with your notes from the call. The rate, pickup and delivery times and any extras you agreed should all appear in writing. If something you agreed is missing, ask the broker to correct and resend the document before signing.
2. Check the addresses and times against the truck's plan. Confirm the driver can legally reach the pickup on time with their available driving hours, and that the delivery window is realistic.
3. Check the equipment and weight. The trailer type, temperature or securement requirements and the weight must suit the truck that is going.
4. Read the accessorial and penalty terms. Note how detention is counted and claimed, and which tracking or late rules could reduce the pay.
5. Note the paperwork needed for payment. Knowing this before pickup avoids an unpaid load later.
6. Sign and return it, then brief the driver. Send the driver the pickup details and reference numbers they will need.

Common beginner mistakes

• Signing without checking that the written rate matches the agreed rate.
• Missing a delivery appointment time because only the date was read.
• Not noticing that detention is paid only after the free time and only if it is reported in a certain way.
• Sending the driver without the pickup or reference number the shipper asks for.
• Losing track of which documents the broker needs before it will pay.

This guide is general information. Contract terms vary by broker; if a clause is unclear, ask the broker in writing before you sign.