Check the company, the permission, and the actual pickup. A valid USDOT number is only an identifier. It does not prove the contact represents that company, that the company has the authority for your load, or that the truck arriving at the dock belongs to the booking arrangement.
This checklist is for a broker tendering a typical interstate, for-hire property load. Intrastate, exempt-commodity, hazmat, household-goods, and cross-border moves can need different checks. Resolve an exception before using this sequence as approval.
Before sending the rate confirmation
- Identify the legal entity. Match the packet’s USDOT number and legal name to the FMCSA Company Snapshot. A DBA can be legitimate; connect it to the registered legal name.
- Check the right authority. Review the specific property-carrier operating authority and status. FMCSA explains which operations require authority. A carrier running only exempt freight or a state-only movement may have a different answer, so document the basis instead of assuming.
- Read USDOT status and any out-of-service order separately. A current company-level out-of-service order is a stop. An inactive USDOT number also needs resolution; do not assume it is merely an administrative lapse. See the status explainer and DOT versus MC.
- Verify insurance for the actual load. Confirm the named insured, policy dates, required liability and cargo coverage, and any relevant exclusion with the insurer or an authorized certificate channel. FMCSA’s minimum filing is not a guarantee that your customer’s cargo requirement is met.
- Verify the contact. Call a number obtained independently from a reliable carrier record, especially for a first booking or a recent change in instructions. Ask who will dispatch and operate the truck. Do not rely only on the number in the email that sent the packet.
- Resolve anomalies, then record the decision. New registration, shared contact details, an unusual fleet claim, or a mismatched name may have an ordinary explanation. Ask, check, and document it. Our risk check identifies items to review; it does not prove fraud.
If a status is missing or sources disagree, pause rather than selecting the screen with the answer you prefer. Contact FMCSA about an unresolved federal status.
At pickup
Ask the shipper to confirm the company and equipment that actually arrived. Compare the driver, tractor, and trailer with the booking information. A substitute can be legitimate, but get a consistent explanation and any required written consent before loading. This is a separate control from checking the carrier’s record at tender.
Keep a short load-level note
Write down the carrier’s USDOT number and legal name; the authority and registration status; out-of-service result; insurance confirmation; source links and times; who answered any exception; and the pickup confirmation. This documentation guide gives a reusable record format.
This process can be quick when the sources agree, but it is not a guaranteed ten-minute check. An unresolved insurance or identity question takes as long as it takes. Do not treat a clock target as a reason to skip it.