6 Questions to Ask Before Signing a Freight Contract
Quick answer: Before signing any freight contract, ask about on-time delivery performance, who actually touches your freight, insurance coverage limits, how rates and fuel surcharges are calculated, what happens if something goes wrong, and whether dispatch is reachable after hours. A carrier that answers these clearly and in writing is one you can plan around. A carrier that hedges or points you to a broker for answers is a warning sign worth taking seriously.
Key takeaways
- Ask for on-time delivery data as a specific number, not a general assurance — a carrier that tracks it will have it ready.
- Confirm whether your load changes trucks or drivers mid-route, since transfers add handling risk and delay.
- Get insurance certificates and coverage limits in writing before freight moves, not after a claim.
- Clarify how fuel surcharges are calculated and how often rates can change mid-contract.
Freight contracts look routine until something goes wrong — a missed appointment, a damaged pallet, a rate that jumps without warning. By then, the questions you should have asked upfront are the ones costing you money. Here are the six that matter most.
1. What's your actual on-time delivery rate?
Ask for a number, not a reassurance. Any carrier can say "we're reliable" — far fewer can tell you their on-time percentage and explain how they measure it. PST Logistics, based in Naperville, Illinois, tracks and stands behind a 99% on-time delivery rate, and a carrier that's confident in its numbers will share them without hesitation.
Push further than the headline figure. Ask what counts as "on time" — pickup, delivery, or both — and whether that number includes appointment loads, which are harder to hit than open delivery windows. A carrier that can't break this down probably isn't measuring it closely, which tells you something on its own.
2. Does my freight change trucks or drivers along the way?
This matters more than most shippers realize, and the answer should be a direct yes or no. Every time freight gets transferred between trucks — a practice sometimes called cross-docking or transloading — there's another chance for damage, delay, or a pallet that doesn't make the next truck. A single driver running your load from pickup to delivery removes that risk entirely.
Some carriers use relay systems where drivers swap loads partway through a route to stay within hours-of-service limits. That's a legitimate model, but it's not the same as one driver, one truck, no handoffs. Ask specifically: "Does the same truck and driver carry this load the entire way?" If the answer is vague, assume the answer is no.
3. What insurance do you carry, and can I get a certificate today?
You need this answer in writing before freight ever leaves the dock, not after a claim. Ask for the carrier's cargo insurance limits, general liability coverage, and how quickly they can produce a certificate of insurance — same-day turnaround should be the standard, not a special request. If a broker or shipper needs proof of coverage for their own compliance file, waiting three days for a document is its own kind of failure.
Also ask what's excluded. Cargo policies often carry commodity-specific limits or exclusions for high-value freight, and a carrier that's upfront about those limits is one worth trusting with the rest of the contract. We cover the fuller list of questions to run through before committing to any carrier in How to Vet a Freight Carrier and Avoid Hidden Costs.
4. How are rates and fuel surcharges calculated?
Ask for the formula, not just the quoted number. Fuel surcharges typically move with diesel prices, and the U.S. Energy Information Administration and AAA both publish regular fuel price data that reputable carriers reference when adjusting surcharges — ask which index your carrier uses and how often it updates. A contract that's silent on this leaves the door open for surcharge increases you can't predict or verify.
Beyond fuel, ask about accessorial charges — the add-on fees for things like detention time, liftgate service, or multi-stop loads. These line items are where freight contracts quietly get expensive.
| Question to ask | Why it matters |
|---|---|
| What index sets the fuel surcharge? | Determines how surcharges move with diesel prices |
| How often can base rates change? | Protects you from mid-contract rate shocks |
| What accessorial fees apply? | Detention, liftgate, and stop-off fees add up fast |
| Is detention time billed per hour or flat rate? | Affects cost when loading or unloading runs long |
| Are multi-stop loads priced per stop? | Impacts total cost on consolidated shipments |
5. What happens if something goes wrong?
A carrier should be able to walk you through their claims process without needing to check with someone else. Ask what happens if freight arrives damaged, if a delivery appointment is missed, or if temperature-sensitive freight falls outside its setpoint range during transit. The answer should include a timeline for filing a claim, who investigates it, and how documentation — like temperature logs on reefer loads — factors into resolution.
For temperature-controlled freight specifically, ask whether the carrier logs temperature continuously or only checks periodically. Continuous, end-to-end temperature logging gives you a paper trail if a claim ever needs one; spot checks don't.
Don't skip this: Get the claims process in writing before you sign, not after a shipment goes wrong. Verbal assurances about "we'll take care of it" mean nothing once a damaged load is sitting on your dock and you're trying to figure out who's responsible.
6. Can I actually reach dispatch when something changes?
This is the question shippers skip and regret skipping most. Freight rarely moves exactly as planned — a receiver pushes back an appointment, a delivery window shifts, a driver hits weather delays — and when that happens at 9 p.m. on a Friday, you need to know someone will pick up the phone. Ask directly whether dispatch operates 24/7 or only during business hours, and ask what happens to your load if a problem comes up outside that window.
A dispatcher who knows your load, your lane, and your history is worth more than a call center reading off a screen. If you're evaluating whether your freight needs a dedicated setup with a consistent dispatch contact rather than a one-off carrier relationship, 5 Signs You Need Dedicated Freight Services walks through how to tell.
What to do if a carrier won't give straight answers
Walk away, even if the rate looks good. A low quote from a carrier that dodges questions about insurance, on-time performance, or claims handling almost always costs more once something goes sideways — a missed delivery, a damaged load, or a surcharge dispute you can't untangle because nothing was in writing.
Before you sign anything, run through this checklist:
- Request the carrier's on-time delivery percentage and how it's measured
- Confirm whether one driver and truck handle the load start to finish
- Collect a certificate of insurance with coverage limits stated in writing
- Get the fuel surcharge formula and accessorial fee schedule in the contract
- Ask for the claims process and expected response timeline before freight moves
- Verify dispatch availability outside standard business hours
- Save all rate confirmations and contract terms in one place before pickup day
If you're getting ready for a shipment and want a sense of what else to have in order before the truck arrives, the Freight Pickup Day Checklist covers the operational side once the contract is signed.
Reliable freight transportation isn't a marketing phrase — it's a specific, checkable set of answers a carrier should be able to give you before you ever sign. PST Logistics runs a small fleet out of Naperville with 24/7 dispatch, one driver per load from pickup to delivery, and same-day insurance certificates because shippers and brokers shouldn't have to guess at any of these answers. If you're weighing a freight contract and want straight answers on rates, coverage, or lane availability across dry van or temperature-controlled freight, reach out to PST Logistics before you sign anything.