New authority, what paperwork should I have ready for all brokers?

Most use RMIS, which is nice so you only have to upload your insurance certificate to them. All they usually want is your certificate of insurance, A couple wanted the Letter of Authority.

 

90% of the time you will respond for new setups with 4 documents:
- filled up setup pocket
- insurance certificate
- w9
- authority letter

I have w9 and authority letter saved. While waiting on email from broker I start getting insurance certificate. And once I get email I start filling it up.

 

I have the following items in a pdf attachment. Anytime I sign up with someone, this is what I start off with.

1. Authority letter
2. Ins certificate
3. Ins broker contact info
4. CARB compliance cert
5. W-9
6. Trade reference list with 3 names and contact information
7. Worker's comp exemption letter (if exempt)
8. Photo of truck & trailer.

I also have a saved attachment of a voided check I can easily forward if they offer ACH direct deposit.

 

I'd scan your Authority, Ins Cert and W9 into one PDF. Almost all with want those 3 things and then they'll sent you a packet to fill out. The rest are hit and miss, just keep them handy.

 

I run my entire operation out of the truck. I work on my phone when I'm waiting somewhere away from my truck and on a laptop (with printer) in the truck when I'm in it. I have exactly what AlexanderK recommends above in a file on my phone AND on my laptop, so when I bid on a load with a new broker I can get this to them instantly. Then I fill out their packet. The more organized you are the better.

Scooter's advice is above and beyond, all good stuff to provide.

Luckily, lots of places are using Truckstop, Mcloed, RMIS, etc. and have automated all of this. I've even done full packets on my phone in the last few months in about 10 minutes.

 

I might add all that info is included in 1 single attachment. So, it's easy to just attach it into an email and send.

The CARB compliance certificate (if one goes into to CA) is crucial. Many brokers now are requiring it. One processor told me a couple of weeks ago that's the one piece of info that hangs up a lot of carriers from being approved/having the ratecon sent, because they can't provide it.

 

That's what I do, one file with 4 pdf's