A check call is a status update the carrier gives the broker during a load, such as arrived at the shipper, loaded, on the road, or delivered. Dispatchers make or arrange check calls so the broker always knows where the freight is, and so any delay is reported early.
Good check calls build trust with brokers, protect detention pay and prevent fines. Here is when to make them, what to say, and how to track several loads without losing one.
Key takeaways
- A check call is an update on where the load is, when it will arrive and whether anything has gone wrong.
- Make one at each stage of the load: on the way, at the shipper, loaded, in transit, at the receiver and delivered.
- Report problems as soon as you know about them, not when the appointment is missed.
- Read the rate confirmation for check call and tracking rules, because some brokers deduct pay when they are missed.
- Keep a simple tracking sheet so every load, time and document is in one place.
What is a check call in trucking?
A check call in trucking is a regular update on a load, sent from the carrier’s side to the broker. It can be a phone call, an email, a text or an update through a tracking app, depending on what the broker asks for.
Many brokers also use tracking apps, but they still expect a person to tell them about delays, problems and arrival times. As the dispatcher, that person is usually you. The driver focuses on driving safely, and you keep the broker informed.
The broker’s rules for check calls are often written on the rate confirmation, under special instructions. Some list deductions for missed updates or for turning off a tracking app, so read that section before the carrier signs.
When should check calls happen?
Check calls should happen at every stage of the load and whenever something changes. This table shows the usual stages and what to report at each one.
| Stage | What to report | Why it matters |
|---|---|---|
| Dispatched | The driver is on the way to pickup, with an ETA | The broker knows the truck is real and moving |
| Arrived at shipper | The check-in time | Starts the clock for detention if the wait runs long |
| Loaded | Time out, pieces, weight, seal number and BOL number | Confirms the freight matches the paperwork |
| In transit | Current location and ETA, at least once a day or as the broker asks | Lets the broker update the shipper and receiver |
| Problem | Delay, breakdown, weather, or freight issue, as soon as you know | Gives the broker time to move appointments |
| Arrived at receiver | The check-in time | Starts the detention clock at delivery |
| Delivered | Time out, signed proof of delivery, any shortage, damage or lumper receipt | Starts the invoice and payment |
What should a good check call include?
A good check call is short and gives the broker everything they need without follow-up questions. Include these details every time:
- The load or reference number from the rate confirmation.
- Where the truck is, as a city and state or a nearby landmark.
- The status, such as loaded and rolling, or waiting at the dock.
- The ETA for the next stop, and whether the appointment is still on time.
- Any problem and what you are doing about it.
A simple script works: “Hi, this is the dispatcher for the carrier on your load number [load number]. The driver is loaded and rolling, currently near the state line, and on time for tomorrow’s 8am delivery.” Keep the same format for every call so nothing gets missed.
A worked example
The times below are an example only.
Your driver has a pickup at 7am and a delivery the next day at 2pm. Here is how the check calls might go:
- 6:15am: You email the broker that the driver is 30 minutes from the shipper.
- 6:50am: Driver checks in. You send the arrival time.
- 9:40am: Loaded. You send the time out, seal number and BOL number, and note that the wait was longer than usual in case detention applies.
- Afternoon: You send a location and ETA. Everything is on time.
- Next morning: The driver hits a road closure. You call the broker at once with a new ETA of 3pm, an hour late, and ask if the receiver can take the load then.
- 3:05pm: Driver checks in at the receiver. You send the time.
- 4:20pm: Delivered. You send the signed proof of delivery and start the invoice.
Because the delay was reported early, the broker had time to call the receiver. A late delivery with no warning is a much bigger problem than a late delivery the broker knew about.
How do you keep track of several loads at once?
You keep track of several loads by putting every load on one tracking sheet and checking it on a schedule. A spreadsheet is enough when you are starting out.
- Give each load a row with the load number, broker contact, pickup and delivery times, and driver.
- Add columns for each check call stage and fill in the time as you send it.
- Set reminders before each appointment so you check in with the driver first.
- Note any wait time at the shipper and receiver, with check-in and check-out times.
- Save the BOL, proof of delivery and receipts with the load, ready for invoicing.
Our guide to what a truck dispatcher does each day shows where tracking fits in a normal workday. To practice the steps before a load, from picking it to checking the broker, try our free Dispatch Your First Load game.
Frequently Asked Questions
How often should a dispatcher make check calls?
Follow the broker’s instructions on the rate confirmation. If none are given, update at each stage of the load, at least once a day in transit, and right away when something changes.
Who makes check calls, the driver or the dispatcher?
It depends on the carrier. Often the dispatcher makes them so the driver can focus on driving, using updates from the driver.
Is a tracking app the same as a check call?
Not quite. A tracking app shares location, but brokers still need a person to explain delays, problems and documents.
What happens if a check call is missed?
The broker may lose confidence in the carrier, and some rate confirmations list deductions for missed updates. Read those terms before the carrier signs.
Learn the full load, start to finish
Tracking a load from pickup to delivery is part of the daily work Dispatcher 101 teaches, with sections on Logistics and Booking Your First Load. If you are wondering what learning looks like, Your First 30 Days shows a suggested pace through the course. Students on both plans can ask Joe Piazza questions through 1-on-1 mentorship, and the Gold plan adds the agreements, scripts and templates, 12 months of load board access and a 14-day money-back guarantee.
