Dispatch / Onboarding
Carrier Packet in trucking
Plain-English explanation
A carrier packet is the bundle of documents and information a carrier submits to a broker or shipper during setup — the intake paperwork that establishes the business relationship, payment terms, and compliance documentation before the first load is dispatched. Standard carrier packet contents: - FMCSA operating authority documentation (MC number confirmation) - W-9 tax identification form - Certificate of insurance (COI) showing primary auto liability and cargo coverage, with the broker named as additional insured and loss payee - ACH payment authorization or factoring company notice of assignment if the carrier uses a factor - Signed carrier agreement or broker-carrier agreement A carrier packet differs from a broker packet: the broker packet is what the broker sends to the carrier (explaining their company, payment terms, and load requirements); the carrier packet is what the carrier sends to the broker (demonstrating authority, insurance, and payment setup). Incomplete carrier packets delay setup. A COI that does not show the required minimum coverage ($750,000 primary liability for general freight under FMCSA regulations, though many brokers require $1M) stops setup until an updated certificate is issued. A missing or unsigned W-9 prevents payment processing. Sending a complete, correct carrier packet on the first submission avoids the back-and-forth that delays getting the first load. Owner-operators who work with factoring companies need to include the factor's notice of assignment, which instructs the broker to send payment to the factor rather than directly to the carrier.
Dispatch language is useful only when it turns into a clear next step: call the shipper, update the driver, confirm the appointment, send the broker packet, or add a note to the load file.
Why it matters in trucking
A complete carrier packet on the first submission is the difference between getting set up and dispatched in hours versus days. Brokers work with dozens of new carriers at any given time; the ones who submit complete, correct packets quickly get prioritized over those who send incomplete documents and require multiple follow-up emails.
A good dispatch note saves time later because billing, safety, and customer service can see what was promised, changed, or approved while the truck was moving.
Example in real use
A dispatcher wants to haul a load for a broker they have not worked with before. They send the carrier packet: COI showing $1M primary liability and $100K cargo with the broker as additional insured and loss payee, W-9 with EIN and correct legal name, copy of MC authority letter from FMCSA, and signed carrier agreement. The broker sets up the carrier the same day. Contrast: a carrier who sends a COI with the wrong broker name on the additional insured line requires a certificate correction from the insurance agent — a delay of hours to days.
Where it shows up
Carrier packets show up in setup and onboarding. They should prove the carrier identity cleanly enough that the broker can match documents later.
What to check first
- Carrier legal name, DBA, DOT or MC details, insurance, and tax form.
- Payment details that match the carrier or factoring notice.
- Dispatch, safety, billing, and after-hours contact information.
- Whether old packet details need to be replaced before the next load.
Common mistakes or confusion
- Sending a COI that does not name the specific broker as additional insured and loss payee — a generic certificate or one naming a previous broker requires a corrected certificate from the insurance agent.
- Omitting the factoring company notice of assignment when using a factor — the broker will attempt to pay the carrier directly, creating a payment routing problem.
- Not keeping the carrier packet updated — if insurance renews, coverage amounts change, or a new factoring company is added, the broker's file must be updated to reflect current information.
Related terms
Related guides
Dispatch Terms is the best next place to keep learning this topic.
Sources and last updated
Last updated: 2026-05-10