How to Gather Documentation

Documentation turns a frustrating experience into an enforceable record. Regulators act on specifics, not impressions.

• The rate confirmation for the load, and the bill of lading and proof of delivery.
• Your signed contract or carrier and broker agreement.
• The transparency request exactly as you sent it, with date and time.
• The broker's response, or clear proof of no response, including emails, texts, or load board and portal screenshots.
• The broker's legal name and USDOT number, plus your own MC or DOT number.
• Load or pro number with pickup and delivery dates.

• Save everything as PDF or a clear image, and keep the originals in place. Do not crop or edit screenshots.
• Note the date and time of every request and every response.
• Stick to facts. Accurate and boring beats dramatic and vague.