How to Handle LTL Freight Receiving at Your Dock

Receiving freight seems straightforward. The truck backs up, you unload, you sign, done. But what happens at the receiving dock in those first few minutes has a massive impact on your ability to resolve problems later.

Most freight claims that get denied can be traced back to something that happened (or didn’t happen) at receiving. A delivery receipt signed “clear” when there was visible damage. Missing pieces not noted. No photos taken.

Here’s a step-by-step guide to receiving LTL freight the right way.

When the carrier arrives

Check the appointment

If your facility requires delivery appointments, verify the carrier has one. Accepting unexpected deliveries disrupts your dock schedule and rewards carriers for skipping the appointment process.

If the carrier doesn’t have an appointment, you can:

• Accept the delivery if you have dock capacity
• Ask them to return during a scheduled window
• Note on the delivery receipt that no appointment was made (relevant if detention charges arise)

Prepare the dock

Before the driver backs in:

• Clear the dock area of obstructions
• Have a forklift and operator ready
• Have a clipboard, pen, camera/phone for documentation
• Pull up the purchase order or BOL for this shipment

Keeping the driver waiting costs money. Most carriers charge detention fees of $50-$75 per hour after a 30-minute free time window. Being prepared minimizes detention risk and keeps your dock efficient.

Inspecting the freight

Count every piece

Before anything comes off the truck, compare the delivery receipt or BOL with what’s physically on the truck. Count pallets, cartons, and handling units. Don’t assume the count is correct just because the paperwork says so.

If pieces are missing, note the shortage on the delivery receipt immediately. “Received 4 of 5 pallets. Pallet 3 missing.” Be specific about what’s missing.

Visual inspection

While unloading, inspect each piece for:

Packaging damage:

• Crushed or collapsed cartons
• Torn or missing stretch wrap
• Punctured or cut packaging
• Water damage or stains

Pallet damage:

• Broken deck boards or stringers
• Tilted or leaning loads
• Shifted product (signs of rough handling)

Environmental damage:

• Water or moisture inside the truck
• Evidence of temperature exposure (melted, frozen)
• Contamination from adjacent freight

Note everything on the delivery receipt

This is the most critical step. Whatever you write on the delivery receipt at the time of delivery becomes your primary evidence for any claims.

Be specific. “Damaged” is not enough.

Write: “Carton 3 of 8 crushed on top left corner, product visible through hole. Pallet 2 of 3 has broken stringer, load shifted approximately 4 inches south.”

Photograph the evidence

Take photos of:

• The overall shipment as it sits on the truck (before unloading)
• Each damaged piece from multiple angles
• Close-ups of specific damage
• Labels showing piece counts and identifiers
• The delivery receipt with your damage notes
• The truck/trailer number

Photos timestamp automatically on modern phones. This creates an indisputable record of condition at delivery.

Signing the delivery receipt

When to sign clear

Only sign the delivery receipt without exceptions when:

• The correct number of pieces was received
• No visible damage to packaging or pallets
• Everything matches the BOL/purchase order

When to note exceptions

Note exceptions when:

• Any pieces are missing (even if the driver says “it’s probably on another truck”)
• Any visible damage to packaging, even if you think the product inside might be fine
• The shipment looks significantly different from what was expected

When to refuse delivery

Refusing delivery is a last resort. Only refuse when:

• Damage is so severe the goods are clearly destroyed
• The wrong shipment was delivered entirely
• You’ve been specifically instructed by the shipper to refuse

For partial damage, accept the shipment with detailed damage notes. Refusing creates return freight charges and delays that hurt everyone. You can still file a claim on accepted freight.

After unloading

Inspect contents promptly

Open cartons and inspect products within 24-48 hours if possible. Concealed damage (product damage inside intact packaging) needs to be reported to the carrier quickly. Most carriers require concealed damage reports within 5 business days.

Report damage immediately

If you find damage (visible or concealed):

1. Notify the shipper immediately
2. Contact the carrier to report the damage
3. Keep all packaging materials (the carrier inspector will want to see them)
4. File a formal claim with the carrier within 5 business days

Organize your documentation

For every delivery, keep:

• Signed delivery receipt (with any exception notes)
• BOL
• Photos
• Purchase order
• Packing list

Organized documentation makes claims processing dramatically smoother and faster.

Detention charges: how to avoid them

Detention charges apply when the carrier’s driver waits beyond the free time window (usually 30 minutes) for loading or unloading. Rates are typically $50-$75 per hour.

To avoid detention:

• Schedule dock appointments and honor them
• Have equipment and staff ready when the truck arrives
• Inspect efficiently but thoroughly
• Don’t make drivers wait for paperwork or decisions

If detention charges appear on your invoice and you believe they’re unjustified, dispute them with documentation showing your dock was ready and the delay was on the carrier’s side.

How FreightSimple helps

FreightSimple’s tracking and documentation tools help you prepare for incoming deliveries and keep records organized. Real-time tracking shows you when deliveries are approaching, so your dock team is ready.

Manage your freight deliveries with complete visibility.