What is a rate confirmation and why do I need one before moving freight?

A rate confirmation is the written contract between a freight broker and a carrier governing a specific load. It identifies the parties, the shipper and consignee, pickup and delivery details, equipment type, the agreed rate, payment terms, and accessorial conditions. Moving freight without a signed rate confirmation means the commercial terms of the load are not documented in writing — creating disputes about what was agreed when it comes time to invoice.

What happens if the BOL contradicts the rate confirmation?

The rate confirmation governs commercial terms (pay, accessorials, equipment, appointments). The BOL governs the freight contract (commodity, weight, count, condition at tender). If they conflict on addresses or commodity details, resolve the discrepancy with the broker before the truck moves. Driving to the wrong pickup location or discovering the freight does not match what was booked is harder to fix mid-transit. Small discrepancies in freight counts between the rate confirmation and BOL should be noted at pickup on the BOL.

Can a broker change the rate after the rate confirmation is signed?

Only through a written amendment both parties agree to. A verbal rate change from a broker dispatcher has no enforceability without documentation. If a broker promises an additional charge or rate increase verbally, ask for a revised rate confirmation or an email confirming the change before completing the load. At invoice time, the signed rate confirmation and any written amendments are what govern payment — undocumented verbal agreements are routinely disputed and unpaid.

What are accessorial charges on a rate confirmation?

Accessorials are additional charges beyond base linehaul for specific services: detention, liftgate, layover, driver assist, extra stops, tarping, hazmat handling. The rate confirmation should list which accessorials are pre-approved and at what rate. Accessorials not listed on the rate confirmation typically require broker approval before they are billable. Billing unauthorized accessorials is one of the most common reasons invoices are disputed and short-paid.

Guide

How to read a rate confirmation

A rate confirmation is the legal agreement between a carrier and a broker for a specific load. Before dispatch sends a driver, every field on this document should be read, checked, and questioned if something looks wrong. A driver who leaves without a signed rate confirmation has no written agreement protecting their pay, their accessorials, or their right to dispute a short payment.

What a rate confirmation is — and is not

A rate confirmation (also called a rate con, load confirmation, or carrier confirmation) is issued by the freight broker after the carrier verbally agrees to haul a load. It sets the enforceable terms of the move. It is not a BOL. It is not a load tender. It is not a verbal promise. The rate confirmation is the document that controls payment disputes, accessorial approvals, and any post-delivery claim about what was agreed.

Some carriers receive dozens of rate confirmations per week and sign them quickly. That is a mistake — a single overlooked clause about detention approval requirements or chargeback terms can cost significant money on one load.

The key fields and what to check in each

Carrier name and MC/DOT number

Confirm the document names the correct carrier and the right authority numbers. A rate confirmation issued to the wrong entity — a different DBA, a related company, or an outdated name — can create payment problems. If the document shows the wrong name or number, request a corrected confirmation before the driver moves.

Shipper name and pickup address

Verify the pickup address matches the actual facility location and cross-check the contact name and phone number. Rate confirmations sometimes have outdated or incorrect addresses, especially when the broker templates the information from a prior load. A driver who goes to the wrong gate or wrong building at a large facility can lose hours.

Check the pickup number or PRO number if one is listed. Arriving without it at some facilities means starting over with the front office.

Consignee name and delivery address

The delivery address should match the appointment details. If the delivery is to a residential address, a small business, or a facility requiring a liftgate or inside delivery, that should appear in the instructions — and those services should be noted as approved accessorials if they carry a charge.

Pickup date and appointment time

Look at the pickup window closely. "First come, first served" (FCFS) means no appointment, but you can still check whether there is a facility open-hours window. A scheduled appointment should have a specific time and a contact for confirmation or changes. If the window is tight and the driver is coming from a distance, verify that the time is realistic.

Delivery date and appointment time

The delivery appointment controls whether the load delivers on time. If it requires a 6:00 a.m. appointment and the drive is 11 hours from pickup, the driver needs to pick up by a specific time or the appointment is at risk. Check the math. Note whether the delivery appointment requires a call-ahead or has a receiver who needs a trailer number in advance.

Equipment type

Dry van, reefer (with temperature set point), flatbed, step deck, power only — confirm the trailer type matches what the driver is actually dispatching. A flatbed load dispatched to a van driver, or a reefer load with no temperature requirement on the confirmation, should be questioned before the truck rolls.

Commodity, weight, and dimensions

The commodity should be specific enough to confirm no special handling, endorsement, or equipment is required. A vague commodity like "general freight" or "machinery" can hide a load requiring a hazmat endorsement, specialized blocking, or a permit. Weight should be checked against the truck's legal and GCWR limits before dispatch. If dimensions are listed, verify the trailer can accommodate them.

Rate — linehaul and fuel surcharge

The rate section should clearly separate linehaul from fuel surcharge (FSC). If the rate shows as "all-in," confirm whether FSC is included or will be added. The difference matters for accounting and for comparing loads accurately.

Also check whether the rate is by the mile (and which mileage guide applies) or a flat rate. Verify that the mileage shown matches what you calculated. A discrepancy of 20 miles on a $2.10/mile load is $42 — on a contract lane running weekly, that adds up.

Accessorial terms

This section is where carriers lose money through inattention. Look for:

Detention: The free time before detention starts (typically 2 hours), the rate (often $25–$50/hour), and the approval process. Some brokers require an email or text approval before detention starts counting. If you do not get approval, you may not get paid.
Layover: Whether overnight delays are covered and at what rate. If layover is not listed, it is unlikely to be approved later.
TONU: Whether a truck ordered not used fee is included if the load is canceled after dispatch.
Lumper reimbursement: Whether the carrier is reimbursed for lumper fees and whether a receipt is required.
Extra stops: Whether additional pickup or delivery stops carry a fee and whether they are pre-approved.

Payment terms

Payment terms control how long you wait. Net-30 is standard. Some brokers offer quick pay at a discount (typically 1.5–3% off the invoice). If you factor invoices, confirm the factoring company has approved this broker — not all factors accept all debtors.

Note whether the rate confirmation has a chargeback clause (you may owe the broker money for a short-pay or disputed load) and what the dispute resolution process is.

Special instructions

Read these fully. Special instructions often contain requirements that are not in any other section: seal number requirements, trailer specifications, driver check-in procedures, dress codes for facility entry, photography restrictions, or post-delivery paperwork requirements. Missing a special instruction creates problems after the load is delivered.

Before signing: three things to confirm

The appointment is real. Confirm the pickup and delivery appointments directly with the shipper and receiver if the load requires them — especially if the rate confirmation was issued late or if appointments are uncommon for that facility type.
The rate matches what was verbally agreed. Rate confirmations occasionally have errors. If the verbal agreement was $1,900 and the confirmation shows $1,750, fix it before signing — not after delivery.
You have a signed copy before the driver leaves. A driver who moves a load without a signed rate confirmation has no written agreement. If a dispute arises, the carrier is negotiating from a very weak position.

What to do when something is wrong

Call the broker and request a corrected confirmation. Do not move the load until the corrected version is signed. A common mistake is moving the load with the understanding that "the broker will fix it later" — that rarely happens after the freight is delivered and the carrier needs payment.

If an accessorial situation arises during the load — detention, a lumper fee, a damaged delivery — refer back to the rate confirmation language before calling the broker. Know what the document says about approval requirements and proof before making the call.

This guide explains common rate confirmation terms and practices for general reference. Specific terms, payment conditions, and dispute processes vary by broker and rate confirmation. Always read the actual document that controls your load.

Common questions

What is a rate confirmation and why do I need one before moving freight?: A rate confirmation is the written contract between a freight broker and a carrier governing a specific load. It identifies the parties, the shipper and consignee, pickup and delivery details, equipment type, the agreed rate, payment terms, and accessorial conditions. Moving freight without a signed rate confirmation means the commercial terms of the load are not documented in writing — creating disputes about what was agreed when it comes time to invoice.
What happens if the BOL contradicts the rate confirmation?: The rate confirmation governs commercial terms (pay, accessorials, equipment, appointments). The BOL governs the freight contract (commodity, weight, count, condition at tender). If they conflict on addresses or commodity details, resolve the discrepancy with the broker before the truck moves. Driving to the wrong pickup location or discovering the freight does not match what was booked is harder to fix mid-transit. Small discrepancies in freight counts between the rate confirmation and BOL should be noted at pickup on the BOL.
Can a broker change the rate after the rate confirmation is signed?: Only through a written amendment both parties agree to. A verbal rate change from a broker dispatcher has no enforceability without documentation. If a broker promises an additional charge or rate increase verbally, ask for a revised rate confirmation or an email confirming the change before completing the load. At invoice time, the signed rate confirmation and any written amendments are what govern payment — undocumented verbal agreements are routinely disputed and unpaid.
What are accessorial charges on a rate confirmation?: Accessorials are additional charges beyond base linehaul for specific services: detention, liftgate, layover, driver assist, extra stops, tarping, hazmat handling. The rate confirmation should list which accessorials are pre-approved and at what rate. Accessorials not listed on the rate confirmation typically require broker approval before they are billable. Billing unauthorized accessorials is one of the most common reasons invoices are disputed and short-paid.