A strong freight claim package tells one consistent story: what the agreement allowed, what happened on the load, what evidence supports it, what amount remains unpaid and who controls the payment route.
1. Rate confirmation or governing agreement
- Carrier and broker/customer names.
- Load, PO or shipment number.
- Pickup and delivery locations.
- Detention or accessorial terms.
- Free-time allowance and hourly or flat rate.
- Notice requirements.
- Submission deadline.
- Maximums, exclusions or special conditions.
2. Signed POD, BOL or delivery record
- Correct load and facility.
- Arrival/check-in time.
- Departure/check-out time.
- Signature or electronic confirmation.
- Legible image or PDF.
3. Tracking or operational evidence
- ELD or GPS history.
- Broker tracking record.
- Dispatch notes.
- Facility check-in messages.
- Driver communication.
Tracking can support the file, but it may not replace broker-specific paperwork requirements.
4. Required notice or approval
- Email or text sent when detention began.
- Portal request.
- Broker response or approval.
- Revised rate confirmation.
- Written instruction for added work or route changes.
5. Receipts and supporting expense documents
- Lumper receipt.
- Scale ticket.
- Redelivery or storage receipt.
- Other approved load expense.
6. Original billing and settlement status
- Carrier invoice.
- Factoring submission status.
- Broker settlement or remittance.
- Quick-pay deduction details.
- Evidence the accessorial was not already included.
7. Factoring route
If the load was factored, identify the factoring company and its process for revised or supplemental invoices. Some brokers instruct factored carriers to send all final documents through the factor.
Do not submit a claim packet simply because documents exist. The times, terms, notice, amount and payment status must agree.
Free 10-load review checklist
- Choose 10 recent brokered loads
- Include the rate confirmation for each load
- Include signed PODs/BOLs
- Add detention notices, approvals and receipts
- Include invoice or settlement status
- Tell us whether the invoices were factored