A rate confirmation looks simple — a number, a pickup, a delivery — but it's a binding document, and the fields most carriers skim past are usually the ones that end up costing money. Reading it carefully takes five extra minutes and can save hundreds of dollars per load.
The fields that matter most
- Line-haul rate — confirm it matches what was verbally agreed, not a rounded or adjusted figure.
- Accessorial terms — what's billable separately (detention, layover, lumper, stop-off pay) and at what rate.
- Pickup and delivery windows — appointment vs. FCFS (first come, first served), and what happens if you're late due to factors outside your control.
- Weight and commodity — mismatches here can trigger disputes or even refused delivery at the receiver.
- Detention start time — when the clock starts (arrival vs. appointment time) materially changes how much detention you're owed.
Detention pay: the most commonly misread term
Detention terms vary more than almost any other field on a rate con. Some brokers start the clock at your scheduled appointment time; others start it only after a grace period — often two hours — has passed from actual arrival. If the document doesn't specify which, ask before you sign, not after you've been sitting for four hours.
Layover terms
Layover pay compensates you when a load requires an overnight stay that wasn't part of the original plan. Some confirmations omit layover terms entirely, which effectively means none is owed unless you negotiate it in writing before accepting the load.
What to flag back to a broker
Before signing, it's reasonable to ask a broker to clarify or amend: undefined detention start times, missing layover terms, vague accessorial language ("subject to approval" with no rate attached), and any weight or commodity description that doesn't match what you were told verbally. A broker working in good faith will clarify these in writing without pushback.