Carrier Packet Form Template
Onboard new carriers with all the compliance documentation you need before the first load.
Hiring a carrier without verifying their authority, insurance, and compliance history is a liability risk that no freight broker or shipper should take. This carrier packet form gives your team a structured process for collecting and verifying everything required before dispatching the first load.
The template covers the carrier's legal name and MC or DOT number, operating authority status, insurance certificates and coverage amounts, W-9 for payment processing, factoring company information if applicable, safety rating and inspection history, and carrier agreement acknowledgment.
A standardised onboarding process protects your business, demonstrates professionalism to new carrier partners, and creates a record that supports audits and dispute resolution.
Operating authority confirmation (MC/DOT), general liability and cargo insurance certificates, W-9, company information, banking or factoring details for payment, and a signed carrier agreement or terms of service.
Check FMCSA's SAFER system using the carrier's MC or DOT number. Look for active authority, the safety fitness rating, inspection history, and any out-of-service orders.
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At minimum: $1 million in auto liability and $100,000 in cargo insurance, with your company listed as certificate holder. Hazmat, refrigerated, or high-value freight may require higher limits.
A conditional rating doesn't automatically disqualify a carrier, but it requires more due diligence. Review inspection history, out-of-service rates, and any enforcement actions before making a dispatch decision.
At minimum annually, and automatically when your monitoring system flags a change in authority status or insurance. Insurance certificates should be confirmed before each contract period.
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