Dispatch Board

Free dispatch template, driver assignment tracker, and job cost sheet — everything you need to run loads without expensive software.

What you enter

• Load #
• Driver
• Truck #
• Trailer #
• Customer
• Rate ($)
• Commodity
• Weight (lbs)
• Location
• Date
• Time
• Contact
• Notes
• Special Instructions
• Line Haul ($)
• Fuel Surcharge ($)
• Accessorials ($)
• Fuel Cost ($)
• Driver Pay ($)
• Tolls ($)
• Other Expenses ($)

Include Appointment Windows

Always note the appointment window, not just the date. Late arrivals cost $50–$200 in detention fees and damage broker relationships.

Double-Check Addresses

Verify facility addresses against the rate confirmation. GPS errors at warehouses can cost drivers hours of wasted time.

Note Lumper Requirements

Some facilities require lumpers for unloading. Note the estimated cost and whether it's reimbursable to avoid driver confusion.

Track Job Costs Per Load

Knowing your cost per mile and profit margin on every load helps you negotiate better rates and drop unprofitable lanes.

Assign Drivers Proactively

Use a driver assignment board to see who's available, where they are, and when they'll be empty — before loads come in.

Standardize Your Process

A consistent dispatch workflow reduces errors, speeds up communication, and makes it easy to train new dispatchers.

This template works — but DispatchTool replaces it with automated dispatching, real-time driver tracking, instant invoicing, and profitability analytics. All in one place.

Frequently Asked Questions

What should a dispatch sheet include?

A professional dispatch sheet should include: load/reference number, driver name, truck and trailer numbers, customer/broker name, rate, commodity, weight, pickup and delivery locations with dates/times, contact information for each stop, and any special instructions.

How do I organize multi-stop loads?

List stops in chronological order with clear pickup/delivery labels. Include appointment windows, not just dates. Note which stops require lumpers, have dock hours restrictions, or need special equipment. Always confirm stop sequence with the broker.

What is a rate confirmation vs a dispatch sheet?

A rate confirmation is a legal contract between the carrier and broker/shipper that outlines payment terms, load details, and accessorial charges. A dispatch sheet is an internal document used to communicate load details to the driver. Both should match.

How can I improve my dispatching workflow?

Key improvements include: using dispatch software instead of spreadsheets, standardizing your load entry process, setting up automated driver notifications, tracking load status in real-time, and implementing a centralized document management system.