Quick answer
Before a dispatch consultation, have your operating authority details, insurance certificate, equipment specifications, preferred lanes, home-time needs, and minimum acceptable rate ready. Having these ready makes the conversation specific and gets dispatching started sooner.
Documents to have ready
- USDOT number and MC number (operating authority)
- Certificate of insurance showing auto liability and cargo coverage
- IRS Form W-9 for your business
- Notice of assignment, if you use a factoring company
Details about your equipment
- Truck and trailer type, length, and door configuration
- Maximum legal payload
- Special equipment: liftgate, tarps, load bars, reefer unit
- Any restrictions, such as no hazmat or no oversize
Your operating goals
Step 1: Lanes
Which regions do you want to run, and which do you want to avoid?
Step 2: Home time
How often do you need to be home, and on which days?
Step 3: Rate floor
What is the minimum rate per mile that covers your costs and target margin?
Step 4: Growth
Are you planning to add trucks or drivers?
Know your cost per mile
The most useful number to bring is your cost per mile: fuel, insurance, truck payment, maintenance, permits, and your own pay, divided by miles driven. It turns rate negotiation from guesswork into a clear yes-or-no decision.
This guide is general information, not legal, tax, or insurance advice. Check current requirements with FMCSA and your own advisers.