Moving freight is a high-stakes responsibility that drivers shouldn’t take lightly. We are up against the hours of service clock, the weather, the traffic, and the timelines that are sometimes out of our control. Freight is usually a welcome sight, but there are times when the receiver is not prepared, or able, to accept the freight. Drivers need to be ready to maneuver through the sometimes complex procedures to manage rejected freight. Fortunately, if you are a company driver, much of what takes place is at the discretion of your dispatcher.
Why would a shipment be rejected?
I remember when I encountered my first rejected load. I was a relatively new driver when I pulled up to the receiver, cut my seal, opened my doors, and backed into the dock. As it turned out, the receiver wouldn’t accept any loads that weren’t sealed, meaning that they needed to be the ones to actually cut the seal. As a result, the load was refused.
Loads can be rejected for several reasons. If a load is damaged, shifted during transit, or not delivered at a specified time, the receiver can rightfully reject the load. With sensitive freight, especially temperature-controlled loads, a receiver may reject a load if there were concerns over temperatures, or missing seals, as was the case with my first rejected load. On occasion, a load may be refused simply due to a paperwork error despite the load being accurate.
For a new driver, this can create some stress as they try to manage a difficult situation and potentially unhappy receivers. New drivers especially are not necessarily ready to handle the objection of the receiver, and may not even have the chance to contest the rejection.
What should you do?
The receiver will let you know why your load was rejected. If you are unable to secure delivery, contact your dispatcher immediately and explain the situation. Be sure to advise them of the reason for rejection, the company you are shipping to, and who you spoke with.
If possible, take photos of the load that is being rejected as well as any supporting evidence that may assist in understanding the rationale for rejection. Evidence may include related temperatures, load straps, load bars, floor debris, pallets, and freight. If possible, take a photo of the seal on the trailer if it is still secure. Even debris on the floor of the trailer can be grounds for some receivers – often food-related companies – to reject a load since transportation conditions are often strict.
If possible, have someone at the receiving dock witness and verify a new seal being placed on the trailer, including the date, time, and seal number on the seal. The original selling company may contest the security of the freight at the time of rejection. Driver’s exercising due diligence will help all the companies involved and help for a smoother process.
What happens after the rejection?
The ownership of rejected loads defaults back to the seller, not the carrier. The trucking company is contracted to transport the freight but does not have ownership of it, therefore, the selling company will be made aware of the rejected load through your company. Rejected loads are not easy to deal with and may include the seller losing their sale, selling elsewhere for a lower amount, offloading the freight to a cross-docking warehouse, or possibly unloading the entire load at a dump in the case of spoiled produce or meat products.
No matter the reason for rejection, the selling company will likely engage with their insurance company and work with a claims adjuster who will mediate the claims surrounding the rejected load.
As a driver, always strive to be on time with a safe and secure load. Being a professional means that you strive to always deliver the loads as they were entrusted to you. In the event that matters go awry, you now know what to do to keep your integrity intact and how to help the companies navigate their next steps.
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