Carrier Documents Freight Broker Guide: What to Collect
You need a clear list of carrier documents because missing one item can stall a load or create risk in an audit. With limited time and many moving parts, it is easy to miss a date or file.
This guide explains exactly which documents to collect, why each one matters for FMCSA and customer requirements, how often to update them, and simple ways to keep everything audit ready. You will also learn how to verify documents and what to do when something is expired.
Insurance certificates
What it is
Proof of current insurance coverage issued by the producer. Common lines are automobile liability, cargo, and general liability. Certificates list limits, effective and expiration dates, and endorsements.
Why it matters
It protects the shipper and the public and shows the carrier meets coverage terms in tenders and contracts. Missing or expired coverage is a major cause of service failures and disputes.
Minimums and reading tips
- Many shippers require one million in auto liability and one hundred thousand in cargo for general freight. Requirements vary by commodity and lane.
- Check dates, insured name, policy numbers, limits, and required endorsements. Confirm cancellation notice terms if the contract requires them.
For official filings and status, verify in the FMCSA Licensing and Insurance system: FMCSA Licensing and Insurance.
Update cadence
Collect new certificates before expiration. Set alerts at thirty, fourteen, and seven days.
Red flags
- Mismatched insured name and DOT or MC profile
- Hand edits on certificates or missing producer contact details
- Limits below contract terms or endorsements missing
W 9 form
What it is
Tax form that provides legal name and taxpayer identification number for payment and reporting.
Why it matters
Prevents name or TIN mismatches at year end and supports clean vendor setup.
Update cadence
Collect at onboarding and when name, entity type, or address changes. Many brokers refresh yearly during vendor reviews.
Reference: IRS Form W 9.
Red flags
- Name on W 9 does not match certificate or authority records
- Illegible or unsigned form
Operating authority
What it is
Proof that the motor carrier has legal authority to operate. You will use the MC and USDOT numbers to check status.
Why it matters
Active authority and filings are baseline eligibility. Revoked or inactive status is a stop event.
How to verify
Search the carrier in the FMCSA Licensing and Insurance system. Confirm active authority and required filings.
Update cadence
Verify at onboarding and at least monthly for active carriers or when risk signals appear.
Red flags
- Revoked, inactive, or pending authority
- Insurance filing canceled or not on file
Safety ratings and performance
What it is
Federal safety rating when available and performance indicators such as inspection history and violations. You may also review crash history and out of service rates.
Why it matters
Shows risk profile and helps you decide when to disqualify or require extra controls.
How to interpret
- Safety rating: Satisfactory, Conditional, Unsatisfactory, or No rating. Conditional or Unsatisfactory calls for management review.
- Trends: Repeated violations, recent serious incidents, or rising out of service rates require caution.
Update cadence
Check at onboarding and monthly for active carriers, or before awarding high value or high risk loads.
Red flags
- Unsatisfactory rating or acute violations
- Sharp negative trend in roadside results
Contracts and agreements
Broker carrier agreement
- What it is: Master terms for work with the carrier, including insurance limits, indemnity, and duties.
- Why it matters: Aligns expectations and sets enforcement rights when issues arise.
- Update cadence: Review yearly or when laws or customer requirements change.
- Red flags: Missing signature pages, unclear limits, or conflicting terms with tenders.
Rate confirmations
- What it is: Load level agreement with price and service terms.
- Why it matters: Provides the record needed under 49 CFR 371.3 to show transactions and payments.
- Update cadence: One per load. Store with bills and proof of delivery.
- Red flags: Missing accessorial terms or mismatched dates and equipment.
Practical verification
How to confirm documents are legitimate
- Cross check carrier name and numbers on all documents.
- Call the insurance producer if details look off. Keep a short note of the call.
- Compare dates across certificates, tenders, and rate confirmations.
What to do with expired items
- Freeze the carrier for new tenders until documents are current.
- Notify affected parties if a load is at risk. Record actions and approvals.
- File the expired document in an archive folder marked with the period closed.
Organization for audit readiness
- Create a profile for each carrier with tabs for authority, insurance, W 9, and contracts.
- Name files clearly, for example CarrierName Document Type YYYY MM DD.
- Store PDFs and emails together. Add notes with dates and who made the change.
- Run a monthly check for upcoming expirations and a quarterly mini audit.
Quick reference checklist
- Current insurance certificates and required endorsements
- W 9 on file and current
- Active operating authority and filings verified
- Acceptable safety rating or review on file
- Signed broker carrier agreement and current rate confirmations
Closing
Collect the right documents, verify status, and keep a clean record. With clear folders, alerts, and a short monthly review, you can pass audits and protect customers with confidence. If you are new to our tool, start with How to Add Your First Carrier and How to Track Carrier Insurance Without Excel.