Ask a Trucker

Ask the shipper or receiver to recount the affected items with you where access is permitted. Notify dispatch before signing an inaccurate count.

Check whether the paperwork counts pallets, cartons or individual units, and whether a partial shipment or repacking explains the difference.

Send the stated count, observed count, counting method, access limitations and facility contact. Explain if the trailer was sealed when you received it.

Retain count sheets, corrected paperwork and any permitted photographs. Note who counted and whether you could observe the entire load.

Do not certify a count you could not verify. Do not alter the shipper’s figures without an authorized correction or clearly documented exception.

Record the recount and waiting times, and have dispatch communicate a revised ETA if reconciliation delays departure.

Ask which unit of measure applies, whether pallets were combined or split and who is authorized to amend the shipping record.

Give the next driver or dispatcher both counts, the documented exception and any unresolved customer decision.

Compare the count and unit of measure before signing. Clarify shipper-load or sealed-trailer limitations in accordance with carrier procedure.

The discrepancy is resolved when the parties document an agreed count or a clear exception and the carrier has the corrected record.

Ask the lumper’s office or facility supervisor for a replacement receipt before leaving. Notify dispatch if the normal receipt system is unavailable.

Verify the service provider, amount, payment reference, shipment and date against the carrier’s authorization. Use approved payment channels.

Send the service amount, location, load number, authorization reference and receipt problem. Do not include full card or banking details in routine messages.

Keep the payment confirmation, authorization, contact name and any written promise of a replacement receipt. Label a payment confirmation accurately.

Do not invent a receipt or sign a blank one. Avoid paying a second time solely because the first receipt was not printed.

Tell dispatch how long you are waiting and ask whether an electronic receipt or supervisor confirmation is acceptable for reimbursement.

Ask which office can reissue the receipt, when it will be available and whether it can be sent through the carrier’s approved channel.

Provide the receipt request status, payment reference, provider contact and any reimbursement deadline stated by your carrier.

Photograph or scan a legible receipt immediately when permitted and match it to the load before putting the original away.

Keep the replacement receipt or the carrier’s written acceptance of alternative evidence, then confirm the reimbursement appears in the proper pay cycle.

Ask dispatch to verify that the facility is authorized to take custody. Follow the carrier’s drop procedure and obtain a usable handoff record.

Check the trailer ID, loaded or empty status, approved drop location, receiving contact and whether any seal or temperature instructions apply.

Send the requested drop location, facility contact, trailer number, load number and the missing release or custody reference.

Record the date, local time, trailer condition, seal number and name or system reference confirming receipt.

Do not leave the trailer outside the approved location or hand over keys and documents to an unverified person. Do not guess about custody.