What To Expect During Your First Freight Pickup: A Real-World Guide

If you're a small to midsized business (SMB) that ships parcel but are now stepping into freight shipping for the first time, there is something you need to know before you get started: a freight pickup is much different than a parcel pickup. The rules, timing, paperwork, equipment and even the driver's role all work differently. And whether you're shipping truckload (TL) or less-than-truckload (LTL), your first pickup can feel like a whole new world compared to the parcel routine you're used to.

So, now that your first pickup is officially on the calendar, here's what to expect when the truck arrives — and how to make sure the handoff goes smoothly!

Prepare Before the Driver Arrives

A successful pickup starts long before the truck backs into your dock. Make sure the fundamentals are covered well before your driver gets there. That includes:

• Pack your freight correctly. Use strong pallets, wrap tightly around the entire load (including the base), and avoid overhang — especially for LTL freight shipping, where freight shares trailer space with other companies. Pyramid-stacking weakens stability and reduces space efficiency.
• Label and complete paperwork. Include shipper and consignee details, freight class and handling instructions. Remember, missing or unclear information leads to delays.
• Double-check your bill of lading (BOL). The BOL is the core document for every shipment. It must include accurate weight, dimensions and the correct NMFC code. For LTL freight, errors can lead to reclassification fees. For full truckload freight, the BOL is simpler but still required for tracking and compliance.
• Confirm specialty shipping needs in advance. If you don't have a dock, request a liftgate. If you need driver assistance or inside pickup, schedule it ahead of time — not when the driver shows up.

Paper BOL or Electronic BOL?

Whether you hand the driver a paper BOL or use an electronic BOL depends on the carrier and your setup. Paper BOLs are still the norm, especially with many FTL carriers, and serve as the physical proof of pickup and contract.

But eBOLs are becoming more common. Many third-party logistics (3PL) providers and LTL carriers now support digital versions that can be:

• Signed electronically
• Managed through a TMS or mobile app
• Instantly shared with customers and shipping teams

Some drivers still prefer physical paperwork. Others are fully digital. If you want to move into paperless workflows, check with your carrier or 3PL before scheduling.

What Happens Before Pickup: Communication & Timing

Communication leading up to pickup varies by carrier and whether you work with a 3PL. Before the truck arrives, you may hear from:

• The carrier (truck number, driver name, trailer type)
• Your 3PL (if you're using one, they usually handle status updates)
• The driver (quick ETA call or text)
• Automated tracking tools (especially if you're using a transportation management system)

Your expectations about pickup timing should differ depending on whether you're using LTL or FTL service. Here's how:

If your business needs guaranteed timing, FTL shipping is more reliable than LTL freight pickup.

On-Site Readiness When the Truck Arrives

Your team plays a much bigger role in freight pickup than in parcel pickup. That means you should:

• Be ready to load. You're expected to be ready at the scheduled time. Drivers are on tight schedules — have freight staged and accessible. Delays due to shipments not being ready can trigger detention fees or rescheduling.
• Have sufficient staff. One big difference between freight and parcel pickups: With freight, the driver doesn't typically load your cargo onto their truck. They may assist slightly, but it's mostly your crew's responsibility. For LTL, expect to share trailer space. Drivers may guide placement to balance weight or protect other shipments.
• Double-check paperwork. Ensure your BOL is ready and accurate. Drivers may do a quick review, but typically assume it's correct unless something looks off.
• Reconfirm handling needs with the driver. Have any special instructions documented — especially for high-value or fragile goods — and go over them with the driver to make sure they're aware and understand.

Driver Verification & Security (Especially Important Today)

Cargo theft is increasing, and criminals are getting more sophisticated — including using phishing to pull shipment data and send fake drivers for fictitious pickups.

Protect yourself with three simple habits:

• Verify identity. Check the driver's ID, carrier name, and truck number against your dispatch details.
• Control chain of custody. Have a supervisor sign off before releasing freight, especially valuable goods.
• Take photos. Photograph freight before it leaves your dock to support potential claims later.

A few seconds of prevention can save thousands in loss or liability.

Become a Shipper of Choice

The freight industry runs on relationships. Being seen as a "shipper of choice" can help you:

• Get better service during peak seasons
• Avoid dropped or delayed pickups
• Build trust with repeat drivers

Small gestures go a long way:

• Give drivers restroom access
• Offer bottled water or a quick snack
• Be organized, respectful and efficient

If drivers like picking up from your business, they'll want to keep doing it — and that benefits you long-term.

How a 3PL Can Make Freight Pickups Easier

A good 3PL can simplify everything from how to arrange freight pickup to troubleshooting missed pickups, freight exceptions, paperwork issues and mode selection between LTL freight and truckload freight.

Specifically, a 3PL can help SMB shippers with:

• Providing accurate rates and carrier options
• Reducing communication gaps between the shipper and driver
• Offering technology for digital paperwork, tracking and updates
• Avoid costly first-time freight shipping mistakes with expert guidance. A 3PL acts as your logistics partner — offering proactive education, one-on-one consultation and step-by-step support so you ship correctly from day one.

Need help optimizing your freight shipping? Unishippers is here!

For more than 30 years, Unishippers has helped SMBs navigate the supply chain with a network of 75+ LTL and 45,000+ TL carriers. Our team works one-on-one with businesses like yours to make freight pickups — and the rest of shipping — easier, more predictable and less stressful.

If you're new to freight or want help improving your pickup process, reach out for a free consultation. We're here to help you ship smarter, not just ship more.