A rate confirmation is the written agreement a freight broker sends a carrier for one specific load. It lists who is involved, where and when the freight moves, what the truck will be paid, and the rules for that load, and the carrier signs it before the driver rolls.
If you dispatch for a carrier, the rate confirmation (or “rate con”) is the document you will read most. Here is how to read it line by line and what to check before anyone signs.
Key takeaways
- A rate confirmation is the broker’s written terms for one load: the route, the dates, the freight, the pay and the rules.
- Once signed, those are the terms the carrier agreed to.
- Compare it with what you agreed on the phone: rate, dates, weight, equipment and extra charges.
- Check the broker’s MC number and contact details before you send the truck.
- Never let the driver roll on a verbal promise. Get the signed rate con first.
What is a rate confirmation in trucking?
A rate confirmation is a load-specific agreement between a freight broker and a motor carrier. The broker books the load with a shipper, finds a carrier, and sends the rate con to confirm the terms. It sits alongside the broker-carrier agreement the carrier signs the first time it works with that broker.
As a dispatcher, you work for the carrier. Your job is to make sure the rate con matches what you negotiated before it is signed. You can hear how that negotiation usually goes in our sample conversation between a dispatcher and a broker.
What is on a rate confirmation? Line by line
Layouts vary by broker, but almost every rate con has these parts.
| Section | What it tells you | What to check |
|---|---|---|
| Broker details | Broker name, MC number, address, phone, and the agent who booked the load | The MC number and company name match the broker you spoke to |
| Carrier details | Your carrier’s company name, MC and USDOT numbers | The carrier’s name and numbers are correct, not another company’s |
| Load or reference number | The broker’s ID for this load | You and the driver have it, because it goes on invoices and check calls |
| Pickup | Shipper name, address, date and time window, pickup or PO number | Whether it is a set appointment or first come, first served |
| Delivery | Receiver name, address, date and time window, delivery number | The driver can legally reach it in time under hours of service rules |
| Freight | Commodity, weight, pieces or pallets, and any hazmat | The weight and commodity fit the truck and the carrier’s insurance |
| Equipment | Trailer type and length, plus temperature for reefer loads | The temperature and whether it is continuous or start/stop |
| Rate | Line haul, fuel surcharge, or an all-in total | The total matches the number you agreed on the phone |
| Accessorials | Detention, layover, lumper, truck ordered not used (TONU) | When detention starts, how it is paid, and what proof is needed |
| Payment terms | How many days until payment and any quick pay fee | The terms are what the carrier expects |
| Special instructions | Tracking app, check calls, seals, tarps, driver assist | Any fines or deductions for missing them |
| Signature | Where the carrier signs and dates | Nothing is signed until everything above is right |
What should a dispatcher check before the carrier signs?
Read the rate con against your notes from the call. It takes a few minutes and prevents most problems.
- The money. Is the rate exactly what you agreed? Is it all-in, or is fuel listed separately?
- The dates and times. Can the driver make both appointments with the hours they have left? Ask now, not at the dock.
- The freight. Does the weight fit the truck, and does the carrier’s insurance cover the commodity?
- The equipment. Is the trailer right? For reefer, is the temperature and mode written clearly?
- The extra charges. When does detention start, at what rate, and how is a lumper reimbursed?
- The fines. Are there deductions for late check calls, missing tracking or late paperwork?
- The broker. Does the MC number match the company you spoke to, and did the email come from its domain?
Our free Broker Check tool walks you through six checks on a broker before you book with them.
A worked example
The numbers below are an example only, not a typical rate.
You agree on the phone to haul a load of packaged food from Dallas, Texas to Atlanta, Georgia in a 53-foot dry van. The weight is 40,000 pounds, pickup is tomorrow between 8 and 10am, delivery is the next morning at 7am, and the agreed rate is $2,000 all-in.
The rate con arrives. Reading it line by line, you notice three things:
- The rate says $2,000, but the fine print says $100 will be deducted if the tracking app is not active for the whole trip.
- Detention pays only after three hours at the receiver, not two as the broker said on the phone.
- Delivery is listed as 5am, not 7am.
Each one is a reason to ask the broker for a corrected rate con before signing. Most brokers fix honest mistakes quickly. If a broker will not put its promises in writing, that tells you something too.
What are the red flags on a rate confirmation?
Slow down and verify if you see any of these:
- The rate con comes from a free email address instead of the broker’s company domain.
- The broker name or MC number on the rate con does not match the company you spoke with.
- The pickup details point to a different broker or company than the one on the rate con.
- The rate, dates or freight are different from what you agreed, and the broker pushes you to sign quickly anyway.
- Important terms, like detention or payment timing, are missing or vague.
These signs can point to fraud, including double brokering, where a load is passed on without the shipper’s knowledge. When in doubt, call the broker using the phone number listed for them on the FMCSA website, not the number in the email.
This is general information, not legal advice. If a contract term worries you, ask a transportation attorney.
How is a rate confirmation different from a bill of lading?
- Rate confirmation: between the broker and the carrier. It covers price and terms, and is signed before the load starts.
- Bill of lading (BOL): between the shipper and the carrier. It describes the freight and is signed at pickup. The signed copy at delivery becomes the proof of delivery.
The carrier usually needs both, plus any lumper receipts, to invoice and get paid.
Where do dispatchers learn to read rate cons?
It gets faster with practice. Our guide to what a truck dispatcher does each day shows where the rate con fits in a normal workday. In the Dispatcher 101 course, the Booking Your First Load section covers rate confirmations alongside negotiation, and students on both plans can ask Joe Piazza about a real rate con through 1-on-1 mentorship. If you are weighing up the course, Before You Enroll answers the common questions in one place.
Frequently Asked Questions
Is a rate confirmation a legally binding contract?
Once both sides sign it, a rate confirmation is generally treated as the agreement for that load, alongside any broker-carrier agreement. The exact effect depends on its wording, so read it fully before signing.
Who sends the rate confirmation?
The freight broker sends it to the carrier, usually by email, after the rate is agreed on the phone. The dispatcher reviews it on the carrier’s behalf.
What does TONU mean on a rate confirmation?
TONU stands for truck ordered not used. It is a payment some brokers agree to when a load is cancelled after the truck has already been dispatched. It only applies if it is written on the rate con.
Should a dispatcher sign the rate confirmation for the carrier?
Only if the carrier has authorized you to sign on its behalf, ideally in your written dispatch agreement. Many carriers prefer to sign themselves after you have reviewed it.
Learn the whole job, step by step
Dispatcher 101 is a self-paced online course with 1-on-1 mentorship from Joe Piazza. The Gold plan adds the agreements and templates, 12 months of load board access, the Certificate of Completion and a 14-day money-back guarantee.
