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MODULE 3: BOOKING THE LOAD DIALOGUE WITH BROKERS OR SHIPPERS:
In Module 2, you were introduced to the concept of a Load Board and the idea of finding loads for your carriers based off of their particular carrier profile they provided when they returned the dispatcher packet to you. Once you have found a load for your carrier according to their carrier profile (very important), now you contact the company that posted the load, either a Broker or a Shipper directly:
Simply get their contact information and call to speak to the Broker or Shipper.
The following is a sample dialogue that can be used to inquire or ask about a load:
ABC TRUCKING: “Hello, James (the Broker, according to the above screen shot and phone number listed), this is Chuck calling with ABC Trucking checking on a flatbed load for today, going from Ft. Huachuca, AZ to Ft. Bliss, TX. Is that load still available? If so, I need some details about the load before deciding on booking it.”
The reason you ask if the load is still available is because sometimes loads are booked and gone, but have not been taken down or removed from the load boards.
Typically, the Broker or Shipper now either asks you for an MC number to see if you are set up with them or not OR begins giving you some details about the load in order to try and book it with you.
BROKER: “What is your MC number?”
If you are calling for a carrier in which you already have a dispatcher agreement with, give them the MC number. After you have given the MC number, the Broker will check their system to see if the load is still available or not. They will respond with 1 of 2 types of responses usually: It has been covered (load is booked and gone) OR load is still available.
They are also checking your carrier's MC number in their system to see if your carrier is set up and approved with their Brokerage or not.
BROKER: (For the sake of this example, let’s assume that the load is still available) “Yes, that load is still available. Do you want to book it?”
Prior to deciding to book the load with the Broker, here is where you ask for as much load details about the load so that you can let your carrier know in order for your carrier to make a more informed decision on whether or not they can successfully run that load.
Refer to your LOAD DETAILS cheat sheet, available in the Back Office of DISPATCHER 101 under “FORMS and DOCUMENTS” AND refer to your carrier’s PROFILE SHEET in order to get as much details about the load in order to make sure it matches your carrier’s requirements.
ABC TRUCKING: “Can you give me some more details about the load so I can decide if we want to book it?”
Here is where the Broker begins to describe the load details of the load.
BROKER: “It picks up at Ft. Huachuca, AZ at 0930 on Saturday on the base. Your carrier needs a TWIC (Transportation Worker Identification Card) and a clean background check; it delivers Monday on base at Ft. Bliss, TX at 0800; it weighs 20,000 pounds, 48 ft. flatbed; it is 316 loaded miles; and it pays $1,000 to the truck.”
At this point of the dialogue refer to your load details cheat sheet and carrier’s profile to see if there are any details missing that you need covered for your carrier, such as the commodity, tarps or any special instructions.
ABC TRUCKING: “Does the load need tarps? And if so, what size? Are there any special instructions about the load? What is the commodity?”
BROKER: “The load needs 6 ft. drops and it is a load of Military Equipment. No special instructions other than TWIC and Background check required. Do you want to book the load?”
At this point, refer to your carrier to see if he/she wants to book the load according to the load details and their profile. Let’s assume your carrier wants this load booked.
ABC TRUCKING: “Yes we want to book this load.”
BROKER: “Great. After running the MC number of your carrier, I see you are not set up or an already approved carrier with us. No problem. What email address do I send the carrier packet to in order for it to be completed and returned? Also, please list us as a certificate holder on the insurance when you return it. Thank you.”
At this point, as the dispatcher for your carrier, you would give the Broker your email address because you want to be in the middle of the booking process to stay abreast of what is going on.
ABC TRUCKING: “Email is [email protected]. Name is Chuck Johnson; phone is 555-123-4567.”
At this point, Broker will email a carrier packet in 1 of 2 formats usually: a PDF file attached to the email OR a link to a website to fill out the packet online.
BROKER: “When filling out the packet, please return a copy of the carrier’s W9, MC authority and certificate of insurance, listing us as a certificate holder. Also, what is the driver’s full name, cell number, truck and trailer numbers?”
He is asking these preliminary questions as he is informing his customer in order to build a load in his TMS system to produce a Rate Confirmation later.
ABC TRUCKING: “Driver on the load will be Mark Smith, cell is 555-234-9876; truck number is 123; trailer number is 456.”
BROKER: “Thank you. Packet is on the way.”
ABC TRUCKING: “Thank you. We will complete it and get it back to you shortly.”
If you have your carrier’s consent (Limited Power of Attorney) or if your dispatcher agreement reflects the fact that your carrier allowed you (by them signing and initialing) to fill out the carrier packets and rate confirmations for them, this will speed up the process.
CARRIER PACKETS
Carrier packets are the Broker/Carrier agreements that get the carrier approved under brokerages to run loads for that specific broker. Once a carrier is approved by the Broker, only one packet needs to be completed. Only outdated documents such as MC authority or certificate of insurances need to be updated in order for the carrier to remain an approved carrier under the brokerage. Be mindful of your carrier’s expiration dates of various documents to ensure that there is no overlap or delay in renewing.
The Carrier Packets lay out the Certificate of Insurance requirements (minimum of $100,000 Cargo and $1,000,000 Liability), Broker Payment options (Quick-Pay at 5%, ACH at 3% or Standard 15 to 30 day check for FREE) or Factoring, Detention pay requirements, Lumper fees (if applicable) and any other requirements.
The carrier packets also contain the Broker’s credentials as well, so that the carrier can check them out. READ OVER IT CAREFULLY BEFORE SIGNING!!!
BROKER/CARRIER AGREEMENT
CARRIER SUPPORTING DOCUMENTS
There are other documents that are included in order to effectively book loads with brokers:
Carrier’s MC AUTHORITY certificate letter, issued from FMCSA (Federal Motor Carrier’s Safety Administration) in conjunction with DOT (Department of Transportation), showing the carrier as having a unique DOT# and MC#. The most common type of authority for owner operators is a common carrier authority. Other types of authority include: Contract, Passenger, and Household Goods (HHG).
Carrier’s Certificate of Insurance (COI), showing the carrier having minimums of $100,000 cargo insurance and $1,000,000 liability insurance.
Carrier’s W9, showing that they have a Federal ID# or EIN (Employee Identification Number) # and business name.
Carrier’s Credit Application & Notice of Assignment (NOA). This is a form that a carrier’s “factoring company” presents to the broker in order to run their credit to see if they pay on time & to identify to the Broker that the carrier now has a factoring company.
MC Authority
C.O.I.
W9
Credit App
N.O.A.
RATE CONFIRMATIONS (RATE CONS)
Rate confirmations (Rate Cons) are the document(s) that, once signed and returned to the Broker, finalizes the load and make it BOOKED/COVERED/GONE! Be sure that the information in the Rate Confirmation matches what the load was posted for on the load board unless you (dispatcher) and Broker made changes to the rate, etc.
The load is not officially booked until the rate confirmation is signed and returned to the Broker.
If after the Rate Con is signed and the Broker cancels the load, a T.O.N.U. (Truck Ordered, Not Used) can be invoiced to the Broker to cover the expense that the carrier incurred by driving to a shipper location and using their fuel, as well as time wasted.
Another name for Shipper (pick up location) is Consignor. Another name for Receiver (delivery location) is Consignee.