- Shipper pre-calls, defined
- Why pre-calls are so important
- The right questions to ask during a pre-call
Every driver has experienced it at some point — pulling into a shipper or receiver, only to find out they’ve used the wrong entrance, the facility isn’t open yet, or several drivers are waiting in line ahead of them to get loaded or unloaded.
These unnecessary delays can be frustrating, costly, and completely avoidable with one simple step: the shipper pre-call.
Despite its importance, many drivers skip this quick call, assuming the information they have is correct or that they can figure things out upon arrival.
However, a five-minute conversation before heading out can save hours of lost time and ensure a smoother experience at pickup and delivery locations.
How do I know? Because I’m a driver manager, and I advise my drivers to make pre-calls every day.
In this article, you’ll learn how five minutes and a few key questions can make you a more successful, efficient driver.
What is a Shipper Pre-Call?
A shipper pre-call is a short phone call made to the shipping or receiving facility before you, the truck driver, arrive for pickup or delivery. The purpose is to confirm key details such as operational hours, the best entrance to use, required equipment, and parking availability.
Ideally, this call should be made at least a day before arrival or earlier if it's a multi-day trip. Pre-calls are also not always advised as a van driver; pre-calls are more important for flatbed drivers.
Why is a Shipper Pre-Call So Important?
A shipper pre-call will help you figure out key details you need to know before you get to the shipper.
1. Reducing Downtime and Maximizing Efficiency
One of the biggest advantages of a pre-call is reducing unnecessary waiting time. Drivers who routinely call ahead tend to spend significantly less time at shippers and receivers because they have clear instructions and know what to expect when they arrive.
Additionally, making this call can help you manage your Hours of Service (HOS) effectively.
For example, imagine a driver starting their day early to arrive at a receiver by 8 a.m. Later, they find out they should have set an appointment to offload and four drivers are waiting in front of them. They might end up waiting for hours, burning valuable drive time.
With a pre-call, they could have adjusted their schedule and arrived at a more strategic time, maximizing their available hours.
2. Getting Clear and Accurate Directions
Not all facilities have a single, obvious entrance for trucks. More often than not, Google Maps or a standard GPS is going to put you on a non-truck-friendly route. If you follow those directions, you can be led to the wrong gate or to an area where there’s no space to turn around.
When you call ahead, you can ask:
- What’s the best way to enter your facility?
- Are there any truck restrictions or detours I should be aware of?
This small step will prevent you from wasting time navigating tight spaces or hazardous areas and will ensure a smoother arrival.
3. Confirming Shipper and Receiver Hours
Just because a facility’s hours are listed online doesn’t mean they’re accurate. Sometimes, businesses open earlier than posted or allow unloading ahead of their official hours if they aren’t busy. Other times, they may close early due to staffing issues or holidays.
By confirming hours directly with the shipper, you can:
- Avoid showing up too early or too late.
- Identify if early unloading is an option.
- Prevent wasting time sitting outside a locked gate.
4. Identifying Special Equipment or Requirements
Some loads require specific equipment for safe transport, including:
- Straps, chains, or edge protectors.
- Dunnage or padding materials.
- A certain number of binders or tie-downs.
Without this knowledge ahead of time, a driver could arrive at the shipper unprepared, resulting in delays or even a rejected load.
Similarly, if you’re delivering a unique load, the receiver may need special equipment to offload you. Sometimes, if they don’t know when you’re arriving, they may not have the proper equipment on-site yet.
A simple call ensures that both the driver and the facility are ready with the necessary equipment for loading and unloading.
5. Planning for Parking and Rest Breaks
Many drivers prefer to park at or near their delivery location to avoid the hassle of finding a truck stop with available spaces. Plus, it can save a lot of time in the morning if you’re already on-site.
However, not all facilities allow overnight parking. Asking these questions ahead of time helps you plan accordingly:
- Can I park on-site overnight?
- Is there a nearby parking area available if needed?
- Are there on-site facilities (like a restroom) I can use?
This is especially critical when parking at truck stops is limited. You won’t have to deal with the stress of hunting for a space late at night. You can park on-site, take your 10-hour break, and wake up without worrying about driving to the shipper or receiver.
6. Strengthening Communication with the Shipper/Receiver
Establishing a direct point of contact can make the entire process of picking up and delivering smoother. Instead of arriving and dealing with confusion, drivers who make a pre-call can say, “I spoke with Dale in receiving yesterday, and he told me to check in at Dock 5.”
This simple act of communication:
- Makes check-in quicker and easier.
- Helps you stay updated on potential delays or changes.
- Reduces frustration on both sides by setting clear expectations.
It also prevents situations where a driver arrives and is told, “We weren’t expecting this until next week,” which happens more often than it should. Sometimes, if you show up earlier than planned, you can be charged a fee.
The Right Questions to Ask During a Pre-Call
A pre-call should be brief but thorough. Ask the following:
- Who am I speaking with? (Always get a name for reference.)
- What are your receiving hours? (And is early arrival an option?)
- Where should I check in upon arrival? (Which entrance or gate?)
- Is there on-site or overnight parking available? (And are there facilities I can use?)
- Do I need any special equipment or securements?
- What equipment do you have for unloading? (Forklifts, cranes, etc.)
By asking these questions, you’ll eliminate guesswork and ensure you’re fully prepared before you even start driving.
Common Mistakes to Avoid
Even when drivers do make a pre-call, they sometimes don’t ask enough questions. Common mistakes include:
- Only asking for receiving hours and nothing else.
- Trusting online addresses without confirming the best truck entrance.
- Not following up if a voicemail goes unanswered.
- Failing to notify a driver manager if they can’t reach the shipper.
Being thorough in these calls prevents unnecessary confusion and delays. Always ask follow-up questions and if they aren’t responding to your calls, pull your driver manager in to assist.
It’s also a good idea to confirm the details you receive about hours, appointments, and early unloading with your driver manager.
Boost Your Efficiency, Move More Freight
At the end of the day, a quick five-minute pre-call is a simple yet highly effective tool that can prevent countless issues on the road. It reduces wasted time, improves efficiency, and ensures a smoother experience for both drivers and shippers.
The key takeaway? Don’t assume everything will go as planned. A quick call today can prevent wasted hours tomorrow. Make it a habit, and it will pay off in more efficient hauls, fewer delays, and a better overall driving experience.
When you’re more efficient, you can really boost your income by hauling more freight. In addition to regular pre-calls, follow these tips to move more loads and make more money.