Why Your Trucking and Transportation Submissions Take Longer
Every agency knows that a trucking or transportation submission can slow down for a variety of reasons. From missing documents to unclear operation descriptions, the root causes are often simple—but they compound quickly. The result? A longer time between submission and placement, and a higher chance of rejection or delay. This article breaks down the most common bottlenecks in this niche and offers practical fixes to speed things up.
For agencies and producers, this means fewer back-and-forths, fewer resubmissions, and a smoother experience for your business clients. Let’s walk through the most common issues and how to resolve them.
Missing or Incomplete Documentation
One of the most frequent causes of delay is missing or incomplete documentation. Carriers need proof of operations, proof of compliance, and in some cases, payroll or route data. If a submission is missing key documents, the carrier has to ask for them—and this back-and-forth slows the process.
Fix it: Before submitting, confirm with your client that all required documentation is collected. This includes:
- Proof of business operations (e.g., contracts, invoices, fleet manifests)
- Payroll information, especially for owner-operators or leased drivers
- Copy of the USDOT number and MC number
- Commercial driver’s licenses for named drivers, if required
Use our class code guide to match the operation to the right code, and send the client a checklist in advance so they’re ready when it’s time to submit.
Vague or Incomplete Operation Descriptions
Carriers rely on detailed descriptions of a business’s operations to assess risk. A vague or incomplete description forces the carrier to ask for clarification, which delays the submission and increases the chance of a rejection or a higher premium.
Fix it: Be specific about the business’s operations. For example, instead of saying "trucking" or "transportation", include:
- The type of goods being transported (e.g., hazardous materials, perishables, general freight)
- The routes and regions the business operates in (e.g., local, regional, national, international)
- The types of vehicles used (e.g., flatbeds, tankers, refrigerated trucks)
- Whether the business is owner-operated, uses leased drivers, or hires employees
Use language that mirrors the descriptions used by rating bureaus in the applicable state. This ensures clarity and consistency across submissions.
Inaccurate or Missing Payroll Splits
Payroll splits are critical for workers’ compensation submissions, especially in the trucking industry. If a submission doesn’t include a clear payroll split between owner-operators and employees, the carrier may not be able to price the risk accurately—and that means a delay or a rejection.
Fix it: Always include a payroll split for any business that has multiple types of workers. For example:
- Owner-operators (if applicable)
- Leased drivers
- Employee drivers
- Office or administrative staff
Make sure the payroll split is up to date and matches the current business structure. If the business is using a PEO or third-party payroll service, include the details of that arrangement, too. This helps carriers assess the exposure and avoid unnecessary follow-ups.
Mismatched or Overlapping Class Codes
Trucking and transportation businesses often span multiple lines of activity. For example, a business might have both over-the-road hauling and local delivery. If the submission doesn’t clearly define each line and the corresponding class code, the carrier may struggle to price the risk accurately—or worse, they may reject the submission altogether.
Fix it: Review the business’s operations and define each line of activity clearly. For each line, include:
- The type of activity
- The region or route
- The type of vehicle or equipment used
- The number of hours or miles driven
Then, map each line to the correct class code. You can use our class code guide to find the right code for each line of business. This helps carriers assess the risk more accurately and reduces the need for follow-up or clarification.
Inaccurate or Missing Coverage Descriptions
Trucking and transportation businesses often need multiple lines of coverage, such as commercial auto, workers’ compensation, and general liability. If the submission doesn’t clearly define the coverage needed for each line of business, the carrier may not be able to place the risk—or they may place it with the wrong coverage.
Fix it: For each line of business, define the coverage clearly. For example:
- Commercial auto: What type of vehicles are being used? What is the coverage needed (e.g., physical damage, liability, cargo)?
- Workers’ compensation: What class codes are needed? What is the payroll split?
- General liability: What type of coverage is needed (e.g., bodily injury, property damage, product liability)?
Use language that mirrors the descriptions used by rating bureaus in the applicable state. This ensures clarity and consistency across submissions. If the business is using a PEO or third-party coverage provider, include the details of that arrangement, too.
How to Streamline Your Workflow
Once you’ve addressed the common bottlenecks, it’s time to streamline your workflow. Here’s how:
- Use a checklist: Create a checklist for trucking and transportation submissions that includes all the documents, descriptions, and coverage details needed for each line of business. Share it with your clients in advance so they’re ready when it’s time to submit.
- Use a submission tool: Use a submission tool like Cennairus to submit your clients’ risks to a growing network of admitted carriers. Our platform helps you structure submissions and service the policies you place in one place.
- Review your submissions: Before submitting, review your submissions carefully to ensure they’re complete, accurate, and consistent. This helps you avoid delays, rejections, and back-and-forths.
By streamlining your workflow and using the right tools, you can speed up your trucking and transportation submissions and get your clients the coverage they need faster.
