Choosing a carrier on price alone is tempting, especially when the logistics budget is tight. But in cross-border freight a poorly chosen provider gets expensive fast: held loads, claims that are hard to collect, frustrated customers and hours of your team’s time chasing information. These eight questions help you tell a reliable carrier from one that only has a good rate.
1. Does it have active authority to operate in both countries?
To haul freight in the United States, a carrier must be registered with the FMCSA under a USDOT number and, if it hauls other people’s freight across state lines, hold operating authority identified by an MC number. Both can be checked publicly in the FMCSA SAFER system: search the number and confirm the status shows as active.
On the Mexican side, federal freight trucking requires the corresponding federal transport permit, and for international trade operations the carrier must be registered with customs. Ask for the numbers and verify them.
2. What insurance does it carry and what does it cover?
Request a current certificate of insurance. Review at least auto liability and cargo coverage: limits, deductibles and exclusions. Don’t assume the carrier’s policy covers the full value of your goods; for high-value freight you may need additional coverage.
3. What does its safety record look like?
The FMCSA publishes inspection and compliance information for registered carriers. A record with many maintenance or hours-of-service violations is a warning sign, because it translates into trucks held at inspections and delays for your freight.
4. Does it own its trucks or broker the load?
Some companies sell the haul and assign it to third parties. That isn’t bad in itself, but it changes who answers when something goes wrong. An asset-based carrier controls maintenance, knows its drivers and can take direct responsibility for the service.
5. How much experience does it have on the lane and at the border?
The commercial crossing has its own rules, hours and inspection procedures. Ask how many years the carrier has been crossing, which ports it uses regularly and whether its drivers are familiar with the paperwork and inspections on both sides.
6. Does it take part in supply chain security programs?
Programs such as CTPAT in the United States or Mexico’s Authorized Economic Operator recognize companies that meet supply chain security criteria. If your company is certified or audited by customers, ask whether the carrier participates in any of them or what security controls it applies.
7. How does it communicate during the trip?
It sounds minor and it’s one of the most important questions. Will you have a direct contact? Will you be told when the truck departs, crosses and delivers? What happens if there’s a delay at six in the evening? Communication quality is the difference between catching a problem in time and hearing about it when your customer is already calling.
8. Is the quote clear and complete?
Get the quote in writing and check what it includes. Freight has common accessorial charges worth knowing up front:
- Detention when loading or unloading runs long.
- Layover when the truck must stay overnight.
- Truck order not used (TONU) when a load is canceled with the truck already dispatched.
- Lumper or handling fees if your staff doesn’t load or unload.
A low rate with many surprise charges ends up costing more than an honest rate.
One more signal: what other customers say
Ask for references and how long they have worked with the carrier. Third-party recognition helps too: in 2023, for example, C.H. Robinson named ADR Transport among the winners of its Carrier of the Year award, selected from more than 96,000 carriers for quality of service and operational excellence.
Summary: the checklist
- Active USDOT and MC, plus valid Mexican permits.
- Certificate of insurance with clear coverage.
- Safety record without significant red flags.
- Own fleet or a clearly identified responsible party.
- Proven experience at the commercial crossing.
- Supply chain security controls.
- Direct communication and updates during the trip.
- Written quote with accessorials spelled out.
If you’d like to ask us these questions directly, get in touch. We’re happy to answer every one.
