Carrier Due Diligence Checklist for Freight Teams

1. Match the carrier's identity

Start with identifiers, not a familiar-looking logo. Compare the legal name, DBA, USDOT number, applicable authority record, and contact details across the registration record and the documents supplied.

• Record the USDOT and any applicable MC/FF/MX identifiers.
• Call an independently verified phone number when details conflict.
• Investigate a changed email domain, address, or payment instruction before dispatch.

2. Confirm the authority needed for this movement

An active USDOT record alone does not establish that a carrier has the operating authority required for a particular movement. Requirements depend on the operation; do not apply one blanket rule to private, exempt, and for-hire operations.

• Check the relevant current registration and authority status.
• Resolve pending, revoked, or contradictory records before assigning freight.
• Document who checked the record, the source, and the time of the check.

3. Review filings and verify the policy separately

A federal insurance filing and a certificate of insurance answer different questions. Confirm your shipper's requirements with the insurer or authorized agent; a filing does not show every exclusion or guarantee cargo coverage.

• Check effective dates and pending cancellation or replacement filings.
• Verify the named insured, limits, cargo type, and relevant exclusions.
• Use independently obtained insurer contact details for questionable documents.

4. Put safety information in context

Read available inspections, out-of-service information, safety ratings, and indicators together. A missing percentile is not a clean bill of health, and an estimated score is not an official FMCSA safety rating.

• Check the observation period and amount of available data.
• Escalate unresolved concerns under your written carrier-selection policy.
• Do not substitute a color badge for a documented decision.

5. Confirm operational fit and keep a record

• Confirm equipment, freight handling, route, and customer requirements.
• Record the reviewer, date, evidence, exceptions, and approval decision.
• Recheck relevant information before subsequent dispatches; assign an owner for change alerts.