How to verify a carrier before every load (checklist)

Carrier status changes constantly. A carrier that was fine last month can have its insurance cancelled or its authority suspended today. Use this checklist every time you tender a load.

1. Match the USDOT and MC numbers

Ask the carrier for both numbers and confirm they belong to the same entity. Mismatched or recycled numbers are a common sign of identity theft.

2. Confirm active operating authority

For-hire interstate carriers need active common or contract authority. Check that it's active today and that there is no suspension notice scheduled. FMCSA usually serves an involuntary suspension notice before it takes effect, often because insurance lapsed.

3. Check insurance on file

Confirm BIPD (liability) coverage is on file and meets the required minimum. For general freight the federal minimum is typically $750,000; some hazardous materials require $1,000,000 or $5,000,000. Watch for pending cancellations and ask for a certificate of insurance directly from the insurer or agent.

4. Verify contact details against FMCSA records

Call the phone number listed in FMCSA records — not the one in an email signature. Changes to phone, email or address shortly before a load are a classic double-brokering pattern.

5. Look at age and history

Very new authorities, outdated MCS-150 updates and a history of revocations deserve extra scrutiny.

6. Keep a dated record

Write down what you checked and when. If a claim happens, a dated verification record shows the steps you took.

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