What Is a Carrier Packet? A Dispatcher's Complete Guide
The Short Answer
A carrier packet (or carrier setup packet) is the collection of documents a broker requires from a carrier before booking the first load together. It typically includes the signed broker-carrier agreement, the carrier's MC/DOT authority, a W-9, a certificate of insurance, and a voided check or factoring notice of assignment. Dispatchers keep these ready so they can get a carrier set up with a new broker in minutes.
Before a broker hands a carrier its first load, they need to verify who they're dealing with — that's the carrier packet. A dispatcher who has these documents organized and ready can onboard with a new broker faster than the competition and lock in the load.
A carrier packet is the set of documents a broker requires to set up a carrier before booking freight. It generally includes the signed broker-carrier agreement, MC/DOT authority, a W-9, a certificate of insurance (COI), and banking or factoring details. It establishes the carrier's identity, authority, insurance, and how they'll be paid.
What's Inside a Carrier Packet
| Document | Purpose |
|---|---|
| Broker-carrier agreement | The signed contract governing the relationship |
| MC / DOT authority | Proof the carrier is authorized to haul freight |
| W-9 | Tax identification for payment and 1099 reporting |
| Certificate of insurance (COI) | Proof of auto liability and cargo coverage |
| Voided check / banking info | Where to send payment |
| Notice of assignment (if factoring) | Directs payment to the carrier's factoring company |
Why Speed Matters
Good loads move fast. When a dispatcher finds a strong rate, the broker often won't hold it while the carrier scrambles for paperwork. A dispatcher who can return a completed packet within minutes — because the documents are already saved and organized — frequently wins the load over a carrier that takes hours. Preparation is a competitive advantage.
Keep a Ready-to-Send Folder
Smart dispatchers keep each carrier's current authority, COI, W-9, and banking docs in one folder, with the COI updated before it expires. When setup is requested, you fire it off in one email instead of chasing documents.
The Dispatcher's Carrier-Setup Checklist
- Confirm the carrier's MC/DOT authority is active and in good standing
- Verify the certificate of insurance is current and lists adequate cargo coverage
- Have the W-9 signed and on file
- Keep banking details or the factoring notice of assignment ready
- Read the broker-carrier agreement before signing — watch for back-solicitation and payment terms
- Store everything in a single, clearly labeled folder per carrier
Watch the Insurance Requirements
Brokers often require specific minimums — commonly $1M auto liability and $100K cargo. If the COI doesn't meet the broker's threshold, setup stalls. Check the requirement before sending so you're not bounced back.
Frequently Asked Questions
What documents are in a carrier packet?
A typical carrier packet includes the signed broker-carrier agreement, the carrier's MC/DOT authority, a W-9, a certificate of insurance, and banking details or a factoring notice of assignment. Some brokers add their own forms.
Who fills out the carrier packet?
The dispatcher usually completes the packet on the carrier's behalf, using the carrier's documents. The broker provides the packet and the carrier (or dispatcher as their agent) returns the signed, completed set.
How long does carrier setup take?
With documents organized in advance, setup can take just a few minutes. Without them, it can stretch to hours and cost you the load — which is why dispatchers keep a ready-to-send folder for each carrier.
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Michael Rivera
3PL freight broker with 10+ years experience and the lead instructor at Dispatcher Pro Academy.