Detention Pay Basics for New Carriers

Detention time is the time you spend waiting at a shipper or receiver beyond the agreed-upon free time window. When detention becomes excessive, carriers are entitled to detention pay — compensation for the time their equipment and livelihood are held at a dock.

For new carriers, detention is a constant reality of trucking. Understanding how it works, how to document it, and how to collect it is essential to protecting your profitability.

How Detention Works

Most rate confirmations and carrier agreements specify a free time period — the amount of time you’re expected to wait at pickup or delivery without additional compensation. Common free time: 2 hours at pickup and 2 hours at delivery.

Once free time expires, detention begins. The rate is typically specified in your carrier agreement with the broker or in the rate confirmation for the specific load.

Typical detention rates: Carrier agreements vary widely. Common ranges are $25–$75 per hour for reefer and dry van; flatbed and specialized may be higher. Detention rates that aren’t specified in advance are hard to collect — establish them before loading.

Detention cap: Many brokers cap total detention pay regardless of actual waiting time. If the cap is $200 and you waited 6 hours at $40/hour ($240), you collect $200. Know the cap before arriving if waiting is likely.

Starting the Clock

Document when your free time starts:

• At pickup: Note the time you arrived and checked in with the shipper. Many ELDs record arrival times automatically. Some carriers use timestamps on text messages to the broker or photos of the clock at check-in.
• At delivery: Same — record arrival time when you report to the receiver’s dock.

Free time typically begins when you arrive and check in at the facility — not when you’re given a dock. If you check in and wait for a dock, that time counts. Know your specific agreement terms.

When free time is about to expire and you’re still waiting, notify the broker. A simple text: “Checked in at [facility] at 10:15 AM, still waiting for a dock. Free time expires at 12:15 PM. Will be on detention after that.” This creates a timestamp in your communication record.

Documenting Detention

Your detention claim is only as strong as your documentation:

Required documentation:

• Arrival time (when you checked in)
• Loading/unloading completion time (when you were released)
• Total time at facility
• Free time allowed under the agreement
• Detention time = Total time — Free time

Supporting documentation:

• BOL with timestamps (if the facility records them)
• ELD records showing when the truck stopped moving and when it departed
• Text/email communications with the broker about the delay
• Photos of the dock clock or your phone clock at arrival and departure (some carriers do this for disputed situations)

Submitting a Detention Invoice

Include detention as a separate line item on your invoice or as an accessorial charge:

• Description: “Detention at [Shipper/Consignee name] — [facility] on [date]”
• Hours: Total detained hours beyond free time
• Rate: Per your carrier agreement or rate confirmation
• Amount: Hours × rate

Submit with your normal paperwork: rate confirmation, BOL, POD, and detention documentation. Late or incomplete paperwork can delay payment even when the detention claim is valid, which is why the first load paperwork flow matters.

When Brokers Dispute or Refuse Detention

Some brokers dispute or refuse detention claims. Common responses:

• “The shipper says you were only there X hours”
• “We need timestamped BOL documentation”
• “Our carrier agreement says detention must be pre-approved”

Pre-approval requirement: Some brokers require you to notify them before detention starts and get approval before claiming it. Check your carrier agreement for this requirement — if it exists, notify the broker at the moment free time is expiring. “Detention starting at 12:15 PM, please authorize.”

When disputed: Present your documentation. If you have ELD records, BOL timestamps, and timestamped communications, you have evidence. If the broker still refuses and the amount is material, you can escalate through their AP department, escalate to management, or in significant cases, consult with an attorney about your options.

When to write it off: If the broker disputes $35 in detention and you want to maintain the relationship, the business decision may be to drop it. If it’s $300 in documented detention from a high-volume broker who routinely disputes detention, that’s a pattern worth addressing before you accept more freight from that account; use broker credit checks as one input.

Avoiding Detention in the First Place

You can’t control everything at a shipper or receiver, but:

• Call ahead to confirm your appointment time and ask whether they’re running on schedule
• Arrive at your appointment time, not early (some facilities count arrival time regardless)
• Check in immediately on arrival — don’t wait in the lot
• Notify the broker of delays early, while there’s still time to make adjustments

Detention is a real cost of trucking. Document it consistently from your first load.

Frequently Asked Questions

Is detention pay required by law?

No federal law mandates that brokers pay carriers a specific detention rate. Detention pay is governed by the terms of your carrier agreement with the broker. FMCSA has studied detention issues and has published guidance, but does not set mandatory detention rates. Your rate confirmation and carrier agreement are what matter.

What if the broker's carrier agreement caps detention at a low rate?

You agreed to it when you signed. This is why reading carrier agreements before signing matters. For brokers you work with regularly, you can try to negotiate detention terms upfront. For one-off loads, you're bound by what you agreed to in the carrier agreement or rate confirmation.

Can I refuse to leave the dock if I haven't been paid detention before departing?

No. Departure and payment are separate matters. Leave as soon as the freight is loaded and you have your BOL — refusing to leave creates complications. Document everything and collect through the normal invoice process.