By Luis Lopez, AI transportation consultant, CEO of Go Hub.io Holdings Corp and subsidiaries, and host of the Freight Guru Podcast
Flatbed freight leaves little room for guesswork. There are no trailer walls to hide a bad load plan, no dock plate to fix a missing forklift, and no roof to keep the weather off. When a flatbed booking goes wrong, it usually traces back to a question nobody asked before the truck was dispatched.
This is a shipper’s checklist for flatbed load booking. If you need background on how flatbed works in general, start with our flatbed freight explainer. The ten questions below are what to settle before you tender the load.
1. What Are the Exact Dimensions and Weight?
Give the length, width, height and weight of every piece, not just the total. Carriers need individual piece dimensions to plan placement on the deck and to check whether the load stays within legal limits once it is on the trailer. Remember that height on a flatbed is measured from the road, so the trailer deck height adds to the freight’s own height.
Estimates cause problems. A piece that is slightly taller or heavier than stated can force a change of equipment, a permit, or a refused pickup.
2. Which Trailer Type Does the Freight Need?
Flatbed is a family of equipment, not a single trailer. In general terms:
- Standard flatbeds suit freight that fits within legal height on a regular deck and can be loaded from the sides or top.
- Step decks have a lower rear deck that allows taller freight to stay within legal height.
- Conestoga trailers use a rolling tarp system that covers the load while still allowing side loading.
- Lowboys and other specialized trailers handle very tall or heavy equipment.
Our guide to step deck, lowboy and RGN trailers explains the differences. Booking the wrong type is one of the most common and costly flatbed mistakes.
3. What Equipment Will Load and Unload the Freight?
Flatbed freight is usually loaded by forklift, crane or overhead crane from the side or top. Confirm what equipment is available at both the pickup and delivery locations, and whether it can handle the weight and size of each piece. If the receiver has no forklift big enough, the load cannot come off the truck, and the driver waits while someone figures it out.
Ask who operates the equipment and whether the driver is expected to help. Make sure both ends agree on the plan.
4. Does the Load Need Tarping?
Some freight can ride uncovered. Other freight, such as finished goods, lumber, or anything sensitive to moisture or road debris, needs tarps. Tell the carrier upfront whether tarps are required and what kind, because tarping adds time, labor and equipment. Many carriers charge for it separately. If tarping is decided at pickup, the truck may not have the right tarps on board.
5. Where Are the Securement Points, and Is Dunnage Needed?
Every flatbed load has to be secured with chains, straps or other devices according to cargo securement rules. Shippers can help by identifying lifting and tie-down points on machinery, noting fragile surfaces that need edge protection, and stating whether the freight needs dunnage such as wood blocks to keep it off the deck or allow forks underneath.
Ask who supplies dunnage. Drivers often carry some, but not always the size or amount a particular load requires.
6. Is the Load Over Legal Dimensions or Weight?
If the freight exceeds legal width, height, length or weight once loaded, the move requires permits, and some loads also require escort vehicles or specific travel times. Permit rules vary by state, so a multi-state move can involve several permits with different conditions. Settle this before booking, because permit lead time affects the pickup date. Our article on oversize and overweight permits covers the general process.
7. Can a Flatbed Physically Reach Both Sites?
Flatbeds are long, and loading often happens beside the trailer rather than at a dock. Ask whether each site has room for the truck to enter, turn and park alongside the loading equipment. Construction sites, residential areas and older industrial properties may have narrow gates, soft ground, overhead wires or low branches. Share site photos or a description with the carrier when access is unusual.
8. What Are the Appointment Times and Site Hours?
Confirm pickup and delivery windows, receiving hours, and whether appointments are required. Job sites may only accept deliveries during certain hours or on certain days. If the crane operator or forklift crew is only available at a set time, the truck needs to arrive within that window. Clear timing reduces detention and missed deliveries.
9. How Many Pieces, and What Paperwork Goes With Them?
State the exact piece count and describe each piece so the driver can verify the count at pickup and the receiver can confirm it at delivery. Make sure the bill of lading matches what is actually loaded, including weights and descriptions. If the freight needs permits, special handling instructions or delivery receipts signed by a specific person, say so in advance.
Accurate paperwork protects both sides if there is a dispute about what was loaded or delivered.
10. What Is the Declared Value, and What Insurance Applies?
Flatbed freight is often heavy machinery, steel or building materials, and the value can be significant. Ask what the carrier’s cargo coverage includes and whether it fits the value of your load. Check for exclusions that might apply to your type of freight. If the value is high, consider separate cargo insurance. Our article on cargo insurance vs carrier liability explains why those are different things.
For domestic motor carrier moves, carrier liability for cargo loss and damage is generally governed by the Carmack Amendment, 49 U.S.C. 14706, subject to the terms of the shipment, including any released value agreed in writing.
A Quick Pre-Booking Checklist
- Piece-by-piece dimensions and weights confirmed.
- Trailer type matched to freight height and loading method.
- Loading and unloading equipment confirmed at both ends.
- Tarping and dunnage requirements stated.
- Securement points identified.
- Permit needs checked.
- Site access reviewed.
- Appointment windows set.
- Piece count and paperwork prepared.
- Value and insurance reviewed.
As an AI transportation consultant, the first thing I look at when a flatbed move goes sideways is the original booking information. In most cases, the problem was visible before the truck arrived. Answering these ten questions up front saves time, money and frustration for everyone involved.
For more conversations on freight and AI, subscribe to the Freight Guru Podcast.
About the author: Luis Lopez is a Miami-based AI transportation consultant and logistics entrepreneur, the CEO of Go Hub.io Holdings Corp and subsidiaries, and host of the Freight Guru Podcast.