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What documents does a dispatcher ask me for, and which are safe to share?

Usually your authority letter, W-9, insurance certificate, and your factoring company's notice of assignment. Sources disagree on the insurance certificate, so ask why it is needed and what it will be used for before you send it.

One trade source lists the authority certificate, a voided check, a notice of assignment from your factoring company and an insurance certificate as items a carrier hands over so a dispatcher can set up with brokers.

Another trade article warns that a dispatcher asking for a certificate of insurance should alarm the truck owner. The two views differ because a certificate shows who insures you and can be misused.

A careful middle path: send only what each broker needs, send it to the broker or through the broker's portal where you can, and put in the agreement what the dispatcher may and may not do with your documents.

Example. Ask: "Which brokers need my insurance certificate, and will you send me a copy of everything you submit in my name?"

General information, not legal advice. Rules change. Check the sources and talk to a transportation lawyer before you sign or start.

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Last reviewed Thu, Nov 12, 2026 · Where our data comes from