Why Carrier Vetting Matters

When you’re dispatching freight, your name and your carrier’s reputation ride with every load. A single mistake—like dispatching to an unqualified or unreliable carrier—can cause delays, damage, or worse. As a dispatcher, it’s your job to protect your driver, your client relationships, and your operation. That all starts with carrier vetting.

What to Check When Vetting a Carrier (or Subcontractor)

Even if you’re dispatching for your own carriers, you may occasionally need to work with partners—whether to subcontract overflow freight, coordinate with other dispatchers, or onboard new MCs. Here’s what you need to review every time:

• MC and DOT Status:
  
  Use the FMCSA SAFER system to confirm their MC and DOT numbers are active and authorized for the type of freight and lanes they’re running.
  
• Insurance Coverage:
  
  Always request a Certificate of Insurance (COI). Double-check coverage levels and verify it includes both cargo and liability insurance that matches your freight value.
  
• Safety Ratings:
  
  Review their FMCSA safety data for issues like unsafe driving, frequent roadside violations, or out-of-service percentages.
  
• Equipment Type & Condition:
  
  Don’t assume anything. Confirm the equipment is appropriate and in working order—especially for specialized freight like reefer or flatbed.
  

Operational Area Experience:

Make sure they’re familiar with the lanes they’ll be running and capable of handling weather, terrain, and legal requirements in those areas.

Red Flags to Watch Out For

• Paperwork Delays or Incomplete Packets:
  
  If someone drags their feet sending a W-9, COI, rate confirmation, or other paperwork, take note. Professional carriers and partners move quickly and cleanly.
  
• Evasive Communication:
  
  If they avoid direct answers, are vague about their business, or change their story, proceed with caution. Transparency is essential.
  
• No Online Presence or Negative Reviews:
  
  A quick online search can be eye-opening. Look for reviews, MC details, or other business info. A complete lack of visibility can be a warning sign.
  

• Lack of Professionalism:

The way someone communicates—tone, punctuality, willingness to provide documents—says a lot about how they’ll handle your freight or driver relationships.

Tools to Help You Vet Carriers Faster

• FMCSA SAFER & Company Snapshot – Confirm DOT/MC status, insurance, and operating authority.
  
• Carrier411, RMIS, MyCarrierPackets – Platforms that automate vetting and compliance tracking.
  

• Your TMS (Transportation Management System) – Use it to record and organize vetted carriers.

Build a Trusted Network

Even if you’re only dispatching for one or two carriers now, it’s never too early to build your trusted circle. Keep detailed notes about every interaction with brokers, other dispatchers, or outside carriers—whether they ran a load or not. Over time, you’ll develop a go-to list that saves you time, boosts reliability, and protects your peace of mind.

Conclusion

Vetting isn’t just for brokers—it’s a smart dispatcher’s superpower. Whether you’re working with new MCs, subcontractors, or potential partnerships, your vetting process is your first line of defense. Done right, it helps you move freight safely, legally, and consistently—and keeps your dispatch operation growing with fewer surprises.

About the Author

Built from the ground up.

J. Bloom is the founder of Dispatch Millionaire, a logistics educator and former Class A CDL route delivery driver with nearly a decade in the trenches. After navigating the industry from behind the wheel to behind the desk, he now helps aspiring dispatchers and trucking entrepreneurs skip the guesswork and build real businesses through proven strategies, training, and tools. Whether you’re just getting started or scaling up, he’s here to help you do it smarter.