Critical Resource
Freight Fraud Prevention Guide
Protect your operation from identity theft, double brokering, phantom loads, and payment fraud. This comprehensive guide provides dispatchers, carriers, and brokers with actionable verification scripts, red flag checklists, and emergency response protocols.
Inbound Call Verification Script
Use this dialogue when receiving calls from unknown carriers, brokers, or shippers. Verify identity and confirm legitimacy before discussing loads or payment details.
Opening & Greeting
Dispatcher: "Thank you for calling Axis Freight. May I have your company name, your name, and how I can assist you today?"
Caller provides information
Note: Listen for hesitation, vague company names, or unprofessional communication.
Identity Verification
Dispatcher: "I appreciate the call. Before we proceed, I need to verify some information. What is your company's full legal name and MC number?"
Caller provides MC/DOT number
Dispatcher: "Thank you. Let me verify that on the FMCSA database. I'll put you on a brief hold."
Performance: Immediately verify MC/DOT on fmcsa.dot.gov. Check: Active status, company name match, safety rating.
Authority & Insurance Verification
Dispatcher: "I've confirmed your active status. Can you confirm your current insurance broker, insurance company name, and policy number? I'll be spot-checking this information."
"Our insurance is with [carrier name], policy #..."
Dispatcher: "Perfect. And your authorized signatories are [names confirmed from FMCSA]?"
Action: Do NOT accept verbal insurance details as final. Verify independently after the call with the insurance broker or company.
Contact Information Validation
Dispatcher: "I have your main office contact number as [number from FMCSA]. Is that still current, or should I update my records?"
Caller confirms or provides new number
Dispatcher: "Excellent. I'm going to hang up now and call you back at that number to confirm this is active and monitored by your company."
Critical Step: ALWAYS call back the carrier's main office number (never call back provided numbers). Verify the person exists and is authorized to make load commitments.
Callback & Final Confirmation
Dispatcher (after successful callback): "Thanks for confirming. I have your company details verified and in my system. What loads or services are you calling about today?"
Only proceed with load discussion after a successful independent callback.
⚠️ Safety Protocols: If the callback fails, the number is disconnected/invalid, or a different person answers with no knowledge of the original caller—STOP. Do not continue the conversation. Report to management immediately.
Load Verification Script
Once identity is confirmed, use this step-by-step dialogue to verify load details, shipper legitimacy, and detect double brokering, phantom loads, and payment fraud schemes.
Load Overview & Details
Dispatcher: "I'm ready to discuss load details. Can you provide: origin location, destination, commodity type, weight, and expected pickup date?"
Caller provides: New York, Atlanta, automotive parts, 18,000 lbs, pickup tomorrow
Dispatcher: "Got it. Let me verify the shipper details. Who is the shipper company, and their contact information?"
Red Flag Check: Is commodity standard for their operation? Is timeline realistic? Is shipper name a known company?
Shipper Identity & Authorization
Dispatcher: "And the shipper contact person? I'll need their direct line and email so I can confirm the load with them independently."
Caller provides name/phone/email
Dispatcher: "Thank you. I'm going to contact the shipper directly to confirm this load. I'll reach out to you once I've verified with them."
Critical: Do NOT rely on contact info provided by the broker. Look up the shipper's corporate phone number independently. Verify the person exists.
Double Brokering Check
Dispatcher: "Before I confirm, I need to ask: Is this load directly from the shipper, or is this a load from another transportation company or broker?"
If "from another broker": STOP. Mark as red flag.
Dispatcher: "I appreciate your transparency, but I can only accept loads directly from verified shippers. I'll need original shipper details and authorization."
Double Brokering is illegal in many jurisdictions and a major liability. Never accept loads through unauthorized intermediaries.
Rate & Payment Verification
Dispatcher: "What is the rate offer for this load, and how will payment be processed? What is the typical payment timeline for your company?"
Caller: "$2,500, paid via ACH within 3 days of delivery"
Dispatcher: "Is this consistent with your standard payment terms?"
Red Flags: Unusually high rates, rush payments, CCO (Collect on Delivery), wire transfers, or insistence on payment upfront before delivery.
Bill of Lading & Documentation
Dispatcher: "I'll need the BOL scanned to me before pickup. Who generates the BOL—the shipper or your company?"
Caller: "The shipper will provide it at pickup"
Dispatcher: "Perfect. I also need insurance certificates from both your carrier and the shipper. Can you email those now?"
Always request documentation in advance. Phantom loads often lack proper BOLs or insurance certs. Never accept unsigned or incomplete documentation.
Load Confirmation & Contingencies
Dispatcher: "I'm going to send you a confirmation email with all these details. Please reply confirming these match. If anything changes—rate, date, location—you must notify me immediately. Agreed?"
Caller confirms
Dispatcher: "Thank you. And if I discover any discrepancies with the shipper or their documentation, I'll cancel this load with 24 hours notice."
Documentation creates a paper trail. Fraud agents often refuse to commit details in writing.
🚨 Phantom Load Test: A phantom load shows these signs: No valid BOL offered in advance, shipper cannot be reached independently, rate is unusually high, or payment terms are abnormal. If 2+ of these apply, REJECT the load.
Red Flag Checklist
Review this checklist during all inbound calls, before load acceptance, and before payment processing. One red flag warrants investigation; multiple flags warrant rejection.
Identity & Verification Issues
MC/DOT Number Cannot Be Verified: Number doesn't exist, is inactive, or is suspended. Check FMCSA.dot.gov immediately.
Company Name Mismatch: Caller claims "Smith Trucking" but FMCSA shows "Smith Transportation LLC." Exact name must match.
Callback to Main Number Fails: No one answers, different person denies knowledge of caller, or number is disconnected.
Recently Registered MC Number: Company is less than 30 days old. Fraud rings often use brand-new carriers.
Provider Email Doesn't Match Domain: "Smith Trucking" representative emails from @gmail.com or third-party domain instead of @smithtrucking.com.
Spoofed Email Address: Email is nearly identical to known company (e.g., smith-trucking.net vs. smithtrucking.com). Verify domain ownership.
Load & Freight Anomalies
Unusually High Rate: Rate is 30%+ above market average for the lane. Fraudsters use high rates to incentivize quick acceptance.
Extreme Urgency / Pressure: "We need a driver by EOD today" or "This load expires in 2 hours." Urgency prevents verification.
No Bill of Lading Available Until Pickup: BOL cannot be provided in advance. Legitimate shippers send BOLs beforehand.
Shipper Information Unavailable: Broker cannot provide shipper contact details or says "You'll meet the shipper at pickup."
Load Requires Prepayment or Upfront Fees: Caller requests cash, wire transfer, or payment before pickup. Legitimate brokers never do this.
Commodity Out of Broker's Typical Niche: "Hazmat trucking" company offering produce loads or vice versa.
Multiple Loads from Same Shipper in One Day: Caller offers back-to-back loads from the same shipper within hours. Phantom loads often cluster.
Load Information Provided in Piecemeal: Details are slowly revealed or changed, never provided in a single coherent form.
Payment & Financial Red Flags
Insistence on Wire Transfer or Cash: Legitimate brokers use ACH, checks, or established payment platforms. Wires are irreversible.
Collect on Delivery (COD): Broker will not pay upfront. You absorb risk of non-payment after delivery.
Payment Terms Inconsistent with Industry Standard: "We pay 60 days" for a company with FMCSA history of "10 days."
Banking Information Changed Without Warning: Broker emails new ACH details mid-transaction. Fraudsters often intercept funds and redirect.
Payment via External Platform (PayPal, Venmo, etc.): Legitimate freight brokers never use consumer payment apps.
Rate Negotiation Refused: Broker insists on exact rate, won't negotiate despite market conditions.
Legal & Compliance Issues
No Insurance Documentation Provided Upon Request: Broker claims insurance "issues" or "delays" in providing certs. Legitimate companies always have certs.
Insurance Certificate Mismatch: Certificate shows different company name or MC number than caller claimed.
Damage or Background Checks Unavailable: Load board profile shows no safety ratings, accidents, or complaints. All legitimate carriers have a history.
Multiple Companies Under Same Contact: Same person manages 10+ different MC numbers and calls as different companies.
Refuses Written Confirmation: Broker avoids email confirmation or written load details. Creates deniability.
Communication & Behavior Red Flags
Unprofessional Communication: Poor grammar, spelling errors in emails, or unclear language in business correspondence.
Unable to Answer Basic Industry Questions: Broker cannot explain commodity type, weight, dimensions, or special requirements competently.
Cold Call with No Prior Relationship: First contact ever, yet calls with confidence about your company's capabilities.
Caller ID Spoofing / Auto-Dialing: Multiple calls from same "company" with different numbers, or obvious robocall behavior.
Defensive Reactions to Verification Questions: Broker becomes angry, sarcastic, or dismissive when asked to verify details.
Uses Load Boards for "Too Good to Be True" Offers: Absurdly high rates, minimal weight, short distance, exclusive loads. Phantom load scheme indicator.
Decision Rule: If you observe 1-2 red flags, investigate further before accepting. If 3+ red flags are present, REJECT the load and report to management. Trust your instincts.
Fraud Response Protocol
If you suspect fraud at any point in the process, follow this step-by-step protocol immediately. Time is critical—fraudsters may be working multiple targets.
Action: If on a call with suspected fraudster, remain professional. Do not accuse them or explain your suspicions.
Script: "I appreciate the opportunity to discuss this load. Let me verify some details on my end and get back to you shortly."
Then: Hang up. Do NOT provide rate confirmation, commitment, driver information, or payment details. Do NOT call them back.
Duration: Immediate—should take less than 30 seconds.
Collect:
- Date, time, and duration of call
- Caller name, company name (as stated)
- Caller's phone number (from call history or Caller ID)
- MC/DOT number provided
- Email address used (if any)
- Load details: origin, destination, commodity, weight, rate
- All verbal statements and claims made by caller
- Which red flags triggered suspicion (list specifically)
- Save emails, screenshots, and recordings if available
Format: Create a memo or incident report. Include exact quotes when possible.
What to Say: "I received a suspicious call about a load at [time]. The caller claimed to be [company name], MC [number]. Verification revealed: [specific red flags]."
Who to Tell: Your direct supervisor, dispatch manager, or fraud officer immediately. Do not delay.
Do NOT: Discuss suspected fraud on public channels, with other employees casually, or in front of the suspected fraudster.
If you haven't already:
- Call the shipper's main corporate number (not provided by broker) to confirm the load exists and the details match
- Search the MC/DOT number on FMCSA.dot.gov and verify active status, insurance, safety record
- Check DAT load board and other reputable load boards to see if this load is posted elsewhere
- Use Google & LinkedIn to research the company and individuals
Important: Do this ONLY after notifying your manager. Don't engage with suspected fraudster's contacts again.
Who: Federal Motor Carrier Safety Administration
What: Report fraudulent use of MC numbers, spoofed identities, or active fraud schemes
How: File a complaint at
FMCSA Safety Data (queries) or call 1-800-832-5660
Include: MC number, company name, details of fraud attempt, evidence
DAT Global: Report suspected fraudulent carriers to
DAT.com support. Include MC number and details.
Load Board Networks: If the fraudster posted on Uber Freight, Convoy, or other platforms, report through their in-platform abuse reporting.
Better Business Bureau (BBB): File a complaint at
BBB.org if a business is misrepresenting itself.
FreightWatch International: If you're part of a member organization, report to FreightWatch's fraud hotline for industry-level coordination.
When to Report: Financial fraud, wire fraud, identity theft, payment theft, or repeated organized schemes
FBI Internet Crime Complaint Center (IC3): IC3.gov for cybercrime, fraud, identity theft
Local Law Enforcement: Police non-emergency line or filed report for local jurisdiction
Include: All documentation, call records, emails, wire/payment details if fraud succeeded
Action: Management should:
- Block phone numbers and email addresses associated with the fraudster
- Alert all dispatch staff with details (company name, phone, red flags) so they can be vigilant
- Check if the fraudster contacted other staff members or companies
- Review recent interactions: If driver info was shared or a driver was sent, check for exploitation
- Review if ANY payment was processed—immediate bank notification needed
Timeline: Within 1 hour of fraud discovery
⏱️ Critical Timing: If wire transfer fraud succeeded, contact your bank and FBI within 1-2 hours. Wire fraud can be partially reversed if reported immediately. After 24 hours, recovery is nearly impossible.