Detention documentation checklist

When to use it

Use this when an added charge may need approval, documentation, or a revised confirmation before billing.

Checklist

Common mistakes

• Assuming an accessorial is approved because it was mentioned by phone.
• Waiting until invoice submission to collect timestamps, receipts, or broker approval.
• Sending a charge request without tying it to the rate confirmation, BOL, POD, or revised written terms.

Working format

• Record appointment time, arrival, dock assignment when known, free-time rule, release time, and broker notice time.
• Attach BOL, POD, gate record, email/text approval, and any receiver timestamp.
• Send the request while the load file is still fresh, not weeks after settlement.

References and methodology

• Accessorial documentation editorial methodology - LaneMath Editorial Desk. Used for documentation workflows and example scenarios, not for legal claims about collectability.
• Rate confirmation educational reference - LaneMath Editorial Desk. Used for document literacy. It is not legal advice and does not replace professional review.