The 4 Documents You Need to Start With a Truck Dispatcher

W-9, MC Authority, Certificate of Insurance and NOA or void check: what each document is, why brokers require it, and how to get set up with a dispatcher fast.

Signing up with a truck dispatch company is quick when your paperwork is ready. Almost every dispatcher — and every freight broker — needs the same four documents to set you up as a carrier. Here's what they are and why they matter.

1. W-9 form

The W-9 is an IRS form that provides your business name, address and taxpayer identification number (usually your EIN). Brokers need it to pay you and to issue tax forms at the end of the year. Make sure the name on your W-9 matches the name on your MC authority exactly.

2. MC Authority

Your MC (Motor Carrier) authority is issued by the FMCSA and allows you to haul regulated freight for hire across state lines. Your dispatcher will book every load under your MC number, which is why the authority letter is required. Keep in mind that some brokers have restrictions for very new authorities — an experienced dispatcher knows which brokers work with new MCs.

3. Certificate of Insurance (COI)

Brokers want proof that you carry auto liability and cargo insurance. Your insurance agent provides the COI, and brokers will often ask to be added as a certificate holder. If you run power only, expect brokers to also require trailer interchange coverage; if you pull reefer trailers, reefer breakdown coverage is common.

4. Notice of Assignment (NOA) or void check

This tells brokers where to send your money. If you use a factoring company, they'll give you a Notice of Assignment instructing brokers to pay the factor. If you get paid directly, a void check gives the broker your bank details.

What happens after you send your documents

• Your dispatcher builds your carrier profile and uses it to fill out broker carrier packets (RMIS, Highway, MyCarrierPackets or PDF packets).
• You get a welcoming call from your personal dispatcher to learn your truck, lanes, home time and target rate.
• Your dispatcher starts presenting load options — and you're on the road.

Tip: keep your documents current

Expired insurance certificates are one of the most common reasons a load gets held up. Set a reminder for your policy renewal date and send the updated COI to your dispatcher right away.

Ready to get started? You can upload all four documents securely on the Pro Dispatch carrier sign-up page in a few minutes.