Hermes Logistics Resource · Carrier Back Office
Broker Setup Packet Checklist for Carriers
Prepare one controlled core packet so business identity, authority, insurance, equipment, payment, factoring, communication, and document information stay consistent when a broker requests setup.
Controlled preparation
Build a verified core packet, then adapt it to each broker.
A repeatable packet reduces conflicting names, expired certificates, incorrect payment instructions, unclear dispatch authority, and unnecessary exposure of sensitive data.
Packet areas
Eight areas to verify before submission.
This checklist is operational information, not legal, tax, insurance, banking, safety, regulatory, or accounting advice. Confirm requirements with the broker and qualified professionals.
Business identity
- Legal business name is consistent
- Approved DBA is identified where applicable
- Business address and contact route are current
- Authorized signer and role are clear
Tax information
- Current W-9 uses the correct name and classification
- Tax information matches approved business records
- Document date and version are controlled
- Sensitive tax documents are shared only through an approved route
Authority verification
- MC and USDOT numbers match the carrier
- Operating authority status is checked through an official source
- Authority effective date is documented
- Pending, inactive, or uncertain status is resolved before representation
Insurance certificate
- Policies and effective dates are current
- Coverage and equipment limits are understood
- Certificate-holder requests follow the insurer's process
- No unsupported coverage claim is added manually
Equipment profile
- Truck and trailer type are accurate
- Practical capacity and dimensions are documented
- Inoperable or specialty capability is stated honestly
- Operating restrictions and service area are current
Payment and factoring
- Remittance instructions come from an authorized source
- Factoring relationship and notice of assignment are confirmed when applicable
- Payment contact is verified independently
- Bank changes are not accepted through an unverified message
Communication ownership
- Primary and backup contacts are identified
- Dispatcher authority is documented
- Carrier approval rules are explicit
- No load is booked or signed outside the approved process
Document control
- File names and versions are consistent
- Expired documents are removed from the active packet
- Rate confirmations and transport documents stay load-specific
- Access is limited to people who need the information
Document workflow
Verify, submit, record, and refresh.
Keep an audit trail of what was reviewed and sent without putting private documents or credentials in public systems.
- 1. Verify
- Confirm business identity, authority, insurance, equipment, payment, contacts, and document versions.
- 2. Review request
- Compare the broker's stated requirements with the approved core packet.
- 3. Submit securely
- Use the broker's approved portal or controlled communication route and share only required information.
- 4. Record status
- Track submission date, documents used, missing items, approval state, and responsible owner.
- 5. Refresh
- Replace expired or changed documents and re-verify sensitive payment updates independently.
Security boundary
Do not turn a setup packet into a credential or private-data dump.
Share the minimum information required through an approved route, and verify unexpected requests or payment changes before acting.
Passwords, API keys, security questions, authentication codes, or recovery codes
Personal SSNs, driver's-license images, or identity documents unless specifically required through an approved secure process
Banking changes copied from an unverified email, text, or messaging account
Customer, vehicle, VIN, route, rate, or shipment records unrelated to the broker's setup request
Statements that guarantee broker approval, loads, rates, payment timing, or revenue
Frequently asked questions
Questions before sending carrier documents.
Does one broker setup packet work for every broker?
No. Brokers may request different forms, insurance certificates, authority age, references, payment, factoring, safety, equipment, and platform steps. Use a controlled core packet and review each broker's requirements separately.
Does a complete packet guarantee broker approval?
No. Approval remains subject to the broker's policies, authority-age rules, insurance, safety information, equipment, documents, market needs, and independent review.
Should passwords or verification codes be included?
No. Passwords, API keys, one-time codes, recovery codes, and security answers should never be placed in a setup packet, public form, URL, analytics event, screenshot, or ordinary email attachment.
Who should approve information submitted by a dispatcher?
The carrier should define who is authorized to prepare, verify, submit, sign, and update setup information. A dispatcher does not replace the carrier's authority or final operating responsibility.
Carrier readiness review
Prepare authority, insurance, equipment, fleet, dispatch, and availability information.
The carrier intake prepares a local preview and explicit handoff. It does not automatically approve a setup, create an account, assign a dispatcher, submit documents, book a load, or guarantee broker acceptance.