Carrier Packet Checklist: Documents Brokers Ask For

A carrier packet is the set of documents a broker needs before it can give you a load. Every broker has its own setup process, but they all ask for roughly the same things. If your packet is complete, accurate and ready to send, you can get approved in minutes instead of losing a good load while you hunt for paperwork.

What a carrier packet is for

Brokers are responsible for choosing carriers carefully. The packet lets them confirm that:

• You are a real, active motor carrier with operating authority
• Your insurance meets their requirements
• They know who to pay and where
• You have agreed to their terms in writing

Many brokers now use online onboarding systems, but the documents behind them are the same. For how setup fits into booking loads, see broker setup, rate confirmations, spot vs contract.

The carrier packet checklist

Keep a digital folder with clear PDF scans of each item below, named so you can find them quickly.

Core documents

• [ ] Operating authority letter (your MC authority grant from FMCSA)
• [ ] USDOT number and MC number written the same way on every document
• [ ] W-9 with your legal business name and EIN, signed and dated
• [ ] Certificate of insurance (COI) showing auto liability and cargo coverage, policy numbers, limits and dates
• [ ] Signed broker-carrier agreement (the broker provides this)

Payment documents

• [ ] Voided check or bank letter if the broker pays you directly
• [ ] Notice of assignment (NOA) from your factoring company, if you factor
• [ ] Remit-to address and email for invoices and payment notices
• [ ] Quick pay preference if the broker offers it

Contact and company information

• [ ] Company legal name, DBA (if any) and physical address
• [ ] Main contact, dispatch contact and after-hours phone
• [ ] Billing and accounting email
• [ ] Equipment list: truck and trailer types, sizes and any special features
• [ ] Preferred lanes or regions
• [ ] Driver and truck count

Sometimes requested

• [ ] Copy of your BOC-3 confirmation or process agent details
• [ ] Hazmat registration or permits for hazmat freight
• [ ] TWIC card copies for port work
• [ ] References from other brokers or shippers
• [ ] Safety rating or recent inspection information

Requirements vary, so read each broker's instructions and send exactly what they ask for.

Getting your certificate of insurance right

The COI is the item that causes the most setup delays. Tips:

1. Ask your insurance agent to issue a COI for each broker, listing the broker as certificate holder with their exact legal name and address.
2. Check the limits against the broker's requirements before you apply. If a broker needs higher cargo coverage than you carry, ask your agent about the cost before agreeing.
3. Match the names. Your insured name on the COI should match the name on your authority and W-9.
4. List equipment correctly. Some policies list scheduled vehicles or exclude certain freight. Know your exclusions so you do not book a load your policy does not cover.
5. Send it from the agent when asked. Many brokers want the COI to come directly from the insurance agency to prevent fake certificates.

Learn more about coverage types in trucking insurance explained.

Factoring and the notice of assignment

If you factor your invoices, the factoring company will send brokers a notice of assignment telling them to pay the factor instead of you. Make sure:

• Every broker has the NOA before you invoice the first load
• Your W-9 and remit-to information match what the factor expects
• You understand how to change factors later, since brokers need a release letter

Paying the wrong party is a common cause of late payments. Our guide to freight factoring explains the process.

Protect yourself while sharing documents

Your carrier packet contains information criminals can use to impersonate your company. A few habits help:

• Verify the broker's authority and contact details through FMCSA records before sending a packet
• Send documents only to email domains that match the broker's official website and records
• Be cautious with unexpected setup requests or links from people you have not worked with
• Watch for anyone booking loads in your name that you did not authorize

Read double brokering and freight fraud for the warning signs.

Keep your packet current

An outdated packet causes rejections and payment holds. Review it on a schedule:

• When your insurance renews: request new COIs and update every broker you work with
• When you change banks or factors: update payment details and send a new NOA or release letter
• When you add trucks or trailers: update your equipment list and insurance schedule
• When your address or contact changes: update FMCSA records first, then brokers
• Every January: check that your W-9 and contact details are still accurate

Also confirm that your authority and registrations stay active, since an inactive status will stop setups immediately.

How Texas Solutions can help

Texas Solutions is a dispatch service, not a broker or motor carrier. Our dispatchers keep your carrier packet organized, handle broker setup and paperwork 24/7, find and negotiate loads, and you approve every load. New carriers can start with our dispatch for new authority service or talk to a dispatcher.

Frequently asked questions