10 Essential Items Every Carrier Packet Should Include in 2025
A complete carrier packet contains 10 essential items that brokers must collect from carriers: current MC authority and insurance certificates, signed W-9, broker-carrier agreement, operating authority documentation, safety rating verification, company profile, equipment list, driver qualifications, and banking information. Missing items create delays and liability risks for brokers.
What Is a Carrier Packet?
A carrier packet is a collection of documents a trucking company provides to brokers and shippers to verify credentials, establish legal agreements, and streamline payment processes. Think of it as a carrier's professional resume and legal portfolio combined that brokers must thoroughly review before working with them.
The 10 Must-Have Elements Brokers Should Request From Carriers
1. MC/DOT Authority Verification
Active operating authority is non-negotiable. Carriers must provide their MC and DOT numbers, which brokers should then verify through the FMCSA website. Common issues include recently activated authority (less than 30 days old), authority under suspension or revocation, and mismatched information between documents and FMCSA records.
Our Carrier Search tool automates this verification process and flags potential issues instantly.
2. Certificate of Insurance
Insurance documentation must be requested from carriers and should include auto liability (minimum $1M, though many shippers require $2M in 2025), cargo insurance (minimum $100K), worker's compensation, general liability coverage, and current policy dates with the carrier listed as the certificate holder.
Brokers should never accept expired certificates or policies with insufficient coverage. In my experience owning trucks, insurance certificates are the #1 reason carriers get rejected during onboarding.
3. W-9 Form
Brokers must obtain a completed, signed, and dated W-9 from carriers for tax purposes. Common problems include missing signatures, outdated forms (not using current IRS version), name/address inconsistencies with other documentation, and incorrect tax classification.
4. Signed Broker-Carrier Agreement
This legal contract establishes the business relationship between broker and carrier. It must cover payment terms and procedures, liability allocation, insurance requirements, dispute resolution process, detention/accessorial charges, and confidentiality provisions.
I've seen too many brokers use outdated agreements that don't address current regulations or market conditions. Make sure yours is up-to-date and comprehensive.
5. Operating Authority Documentation
Beyond the MC/DOT numbers, brokers should request from carriers their MCS-150 filing confirmation, BOC-3 filing verification, SCAC code (if applicable), and their operating authority grant letter.
The MC Authority document itself establishes what type of freight and routes the carrier is authorized to handle.
6. Safety Rating Documentation
Safety matters. Brokers should require carriers to include CSA scores, safety rating (Satisfactory, Conditional, or Unsatisfactory), accident history report, and compliance review documentation.
Our Carrier Verification feature automatically flags carriers with poor safety ratings or concerning CSA scores.
7. Company Profile and Contact Information
Brokers should collect from carriers their company name, physical address, mailing address, 24/7 dispatch contact information, executive/management contacts, after-hours emergency contacts, and years in business.
The dispatch contact is particularly critical – I've lost count of how many loads were delayed because brokers couldn't reach anyone after hours.
8. Equipment List and Capabilities
Brokers should request from carriers detailed information about number and types of trucks, trailer types and quantities, specialized equipment capabilities, average age of fleet, and tracking technology used.
For brokers targeting specific niches, equipment details help identify valuable carrier partners.
9. Driver Information
While respecting privacy concerns, brokers should require information about number of drivers, driver qualification processes, training programs, HOS compliance procedures, and team capabilities.
When I owned trucks, I included anonymized driver experience levels, which helped win specialized freight contracts.
10. Banking/Payment Information
Brokers must collect complete payment details from carriers including bank name and account information, payment remittance address, factoring company information (if applicable), and QuickPay preferences and requirements.
If the carrier uses factoring, brokers should require them to provide a Notice of Assignment and factoring company details.
How to Protect Your Brokerage from Carrier Fraud
A rigorous carrier packet review process is your first defense against fraud. Verify phone numbers by calling carriers using publicly listed numbers, not just what's on the packet. Check for SCAM indicators – our system assigns carriers a SCAM score based on multiple risk factors.
Brokers should validate information through multiple channels including FMCSA, insurance verification, and industry databases. Watch for red flags like new authority, frequent name changes, or inconsistent contact information. And always trust your instincts – if something feels off during onboarding, it usually is.
Streamline Carrier Onboarding with Technology
Modern brokerages use technology to manage carrier documentation more efficiently. Automated verification systems instantly validate MC authority and insurance status. Document extraction pulls key data points automatically from submitted documents.
Expiration alerts notify you when carrier documents are approaching expiration dates. Integration with your transportation management system (TMS) connects carrier data directly. And fraud detection uses pattern recognition to identify potential carrier fraud.
With Foreigh's carrier verification, these processes happen automatically, allowing you to onboard legitimate carriers faster while identifying potential problems before they become costly mistakes.
Conclusion
A complete, well-organized carrier packet with these 10 essential items is the foundation of a strong broker-carrier relationship. By establishing clear expectations, using technology to streamline the process, and being vigilant about potential fraud, brokers can build a network of reliable carrier partners to keep freight moving safely and efficiently. The extra effort upfront pays major dividends in reduced risk and increased operational speed.