This guide explains how the work is generally done in the US trucking industry. The section near the end describes what HIR Dispatch Academy itself teaches.
Who is involved in a load
- Shipper: the business that needs goods moved.
- Receiver (consignee): the business that takes delivery.
- Carrier: the trucking company that moves the freight. In the US, carriers that haul for hire across state lines are registered with the Federal Motor Carrier Safety Administration (FMCSA) and hold a USDOT number and operating authority.
- Owner-operator: a driver who owns their truck and runs as a very small carrier, or leases onto a larger one.
- Freight broker: a licensed intermediary that arranges transport for shippers by finding carriers for their loads.
- Dispatcher: the person who plans the carrier's loads and keeps the driver, broker and carrier coordinated.
What a truck dispatcher does
Most loads pass through the same steps, whatever the size of the carrier:
- Find a load that fits the truck. The dispatcher starts from where the truck is, its trailer type (for example dry van, refrigerated "reefer" or flatbed) and when the driver is free, then searches load boards and broker contacts for freight that fits.
- Check whether the load is worth taking. That means the rate per mile including empty miles to the pickup, the pickup and delivery windows, the weight, and whether the driver has enough legal driving hours.
- Agree the terms with the broker. The dispatcher negotiates the rate and any extras, such as detention pay if the truck is kept waiting.
- Check the rate confirmation. This is the written agreement for the load. The dispatcher checks the rate, addresses, times and requirements before the truck moves.
- Coordinate pickup and delivery. The driver gets the load details, and the dispatcher tracks progress, sends updates to the broker and deals with delays.
- Complete the paperwork. After delivery, the signed delivery documents are collected so the load can be invoiced and paid.
The dispatch walkthrough on our home page follows one illustrative load through these stages.
Key terms you will hear
- Load board
- An online marketplace where brokers and shippers post available loads and carriers or their dispatchers search for them.
- Rate confirmation
- The broker's written confirmation of the agreed rate and load details. It is the document both sides work from.
- Bill of lading (BOL)
- The shipping document that describes the freight and travels with it from pickup.
- Proof of delivery (POD)
- The signed paperwork showing the receiver accepted the load. It is usually needed before the carrier can be paid.
- Deadhead
- Miles driven empty, for example to reach a pickup. They cost fuel and time, so dispatchers include them when judging a rate.
- Rate per mile
- The total pay for a load divided by the miles, used to compare loads quickly.
- Detention
- Extra pay a carrier may be able to claim when a truck is held at a shipper or receiver beyond the agreed free time.
- Factoring
- A service some carriers use to get paid quickly by selling their invoices to a factoring company for a fee.
Driving-hour rules dispatchers plan around
US drivers carrying property must follow the FMCSA hours-of-service rules. In outline, a driver may drive up to 11 hours after 10 consecutive hours off duty, may not drive after the 14th hour since coming on duty, must take a 30-minute break after 8 hours of driving, and is limited to 60 or 70 on-duty hours over 7 or 8 days. Most drivers record their hours with an electronic logging device (ELD). Canada has its own, different hours-of-service rules.
Rules change and have exceptions. Before relying on any rule in real work, check the current version with the FMCSA, Transport Canada or the relevant authority. This guide is general information, not legal advice.
How the work is done from India
Because dispatching happens by phone, email and software, some US and Canadian carriers and dispatch companies employ dispatchers who work remotely, including from India. Two practical points stand out:
- Time zones. US business hours fall in the Indian evening and night. US Eastern time is 9 hours 30 minutes behind India during US daylight saving time and 10 hours 30 minutes behind the rest of the year, and the Pacific coast is three hours further behind.
- Communication. Most of the job is spoken and written English with drivers and brokers, often under time pressure.
Whether you can work for a particular US or Canadian company, including remotely, depends on that employer and on your eligibility for the role.
What HIR Dispatch Academy teaches
HIR Dispatch Academy offers one course, the Complete Truck Dispatch & Logistics Training Program, with four modules that every student takes: Truck Dispatching, Freight Brokerage, Billing & Invoicing, and Safety & Compliance, focused on US and Canadian trucking.
The course is taught in online batches and in classroom batches at our centre on Narwana Road, near HDFC Bank, Patran, Punjab. Course fees, duration, batch timings and the confirmed syllabus are shared on enquiry. See the course for example topics in each module.
Completing the course does not guarantee a job. The course disclaimer explains what the training does and does not include.