HaulThe Carrier Setup Packet, Explained
A carrier setup packet is the paperwork a freight broker collects from a trucking company before handing it a single load. It proves the carrier is who they say they are, legally authorized, and properly insured — and it sets the contract terms. This guide covers what belongs in the packet in 2026, the FMCSA registration change that just rewrote how authority is verified, and how to check each document against the public record before you onboard.
What's in a standard carrier setup packet
| Document | Required? | What it proves |
|---|---|---|
| Broker-carrier agreement | Yes | The contract: roles, liability, payment terms, and re-brokering restrictions. |
| W-9 | Yes | Legal name, entity type, and Taxpayer ID for IRS reporting. |
| Proof of FMCSA operating authority | Yes | That the carrier is legally authorized for-hire (now verified by USDOT number). |
| Certificate of insurance (COI) | Yes | Active auto-liability and cargo coverage at the required limits. |
| Carrier profile / fact sheet | Yes | Address, contacts, equipment, lanes, and fleet size. |
| Notice of Assignment (NOA) | If factoring | Directs payment to the carrier's factoring company. |
| EFT / ACH payment form | Usually | Banking details for direct deposit — collect only through a secure channel. |
Many brokers now send all of this through an e-signature or onboarding portal (DocuSign, Adobe Sign, or a TMS module) rather than email, which limits tampering and spoofing.
2026 update: MC numbers are out, USDOT numbers are in
If your packet template still asks for an "MC number," it's out of date. As of October 1, 2025, the FMCSA stopped issuing and recognizing MC, MX, and FF numbers for authority verification as part of its registration modernization. The USDOT number is now the single federal identifier used to confirm a carrier's operating authority and safety status. Legacy MC numbers still exist in historical records, but contracts, insurance certificates, and verification checks should reference the USDOT number. Look any carrier up by USDOT on our free carrier lookup.
Don't just collect the packet — verify it
A setup packet full of clean-looking PDFs is exactly what a double-brokering scammer sends. The protection is in independent verification: confirm every document against the public FMCSA record before the first load moves.
- Match the identity across all documents. The legal name, address, and USDOT number on the W-9, COI, and authority should agree — with each other and with the FMCSA record. Pull the record on our lookup.
- Confirm authority is active. A carrier soliciting freight without active authority is a hard stop — watch authority revocations & reinstatements.
- Verify insurance with the agent, not the carrier. Call the insurer on the COI to confirm the policy is active at the right limits; cross-check insurance filing activity.
- Scrutinize brand-new authorities. A USDOT registered days ago has no track record — see who just registered in the new trucking companies feed.
- Flag recent identity changes. A legal-name or DBA change right before a carrier starts soliciting loads deserves a second look — track them in the name & DBA change feed and read our chameleon carrier guide.
For the full due-diligence sequence, follow our carrier vetting guide and double-brokering red-flags guide.
Carrier setup packet FAQ
What is a carrier setup packet?
A carrier setup packet is the set of documents a freight broker collects from a trucking company before tendering it any loads. It establishes who the carrier is, proves they're legally authorized and insured, and sets the contract terms. Completing the packet is the standard onboarding step that turns a carrier into an approved provider in the broker's system.
What documents are in a carrier setup packet?
The standard packet includes a signed broker-carrier agreement, a W-9, proof of active FMCSA operating authority, a certificate of insurance (COI) showing the required liability and cargo coverage, and a completed carrier profile. If the carrier factors its invoices, a Notice of Assignment (NOA) from the factoring company is included, and most brokers also collect a secure EFT/ACH payment form.
Do brokers still use MC numbers to verify a carrier?
No — not for new verification. As of October 1, 2025 the FMCSA phased out the issuance and recognition of MC, MX, and FF numbers for authority verification. The USDOT number is now the primary federal identifier brokers use to confirm a carrier's operating authority and safety status. Legacy MC numbers still appear in historical records but should no longer be relied on for compliance checks.
How does the setup packet help prevent double brokering?
A packet is only as good as the verification behind it. The real protection comes from independently confirming every document against the public FMCSA record — matching the legal name, address, and USDOT number on the W-9, COI, and authority, calling the insurance agent directly, and scrutinizing brand-new authorities or recent identity changes before the first load moves.