How to Build an Accessorial Policy That Carriers Understand and Accept

Creating a comprehensive accessorial policy is essential for any logistics or trucking operation aiming to streamline communication, reduce disputes, and ensure smooth freight delivery. An accessorial policy clearly outlines additional charges beyond basic freight costs, such as liftgate services, inside delivery, detention, and more. When carriers understand and accept your accessorial terms, it fosters trust and improves operational efficiency. This guide will walk you through the steps to develop a straightforward, transparent, and mutually beneficial accessorial policy tailored to your business needs.

Understanding the Importance of an Accessorial Policy

An accessorial policy is more than a billing tool; it’s a communication blueprint. It provides clarity to carriers on what auxiliary services are billable, under what circumstances, and how to charge for them. A well-crafted policy: - Sets consistent expectations. - Reduces billing disputes. - Speeds up the freight settlement process. - Ensures compliance with customer requirements. - Enhances relationships with trustworthy carriers. For carriers, understanding your policy helps prevent surprises and empowers them to plan resources effectively, which is crucial for maintaining operational flow and profitability.

Steps to Develop an Effective Accessorial Policy

1. Identify Common Accessorials Relevant to Your Freight

Start by listing the services and situations that typically incur additional charges in your operation. Common accessorials include: - Liftgate service - Inside delivery or pickup - Limited access locations - Residential deliveries - Detention and layovers - Residential or limited access surcharges - Pickup or delivery appointment changes - Driver assist services Defining these overcomes ambiguity and ensures all stakeholders understand when and why additional fees apply.

2. Define Clear and Consistent Terms

Craft explicit definitions for each accessorial. For example: - *Liftgate service:* Use of a hydraulic lift for pickups or deliveries where no commercial dock is available. - *Detention:* Waiting time beyond free periods specified in your policy, usually charged per hour. - *Residential delivery:* Deliveries made to a residential address, often incurring additional fees. Clear definitions prevent misunderstandings and set measurable standards for billing.

3. Establish When Fees Are Assessed

Set criteria for when accessorial charges apply. For instance: - Charges apply if the driver waits more than 30 minutes at pickup or delivery. - Accessorials are billed from the time the driver arrives until completion. - Certain services may require pre-approval or scheduled appointments. Consistency is key. Make it clear whether fees are pre-approved, or if carriers will be billed after the service is rendered.

4. Determine Pricing and Payment Procedures

Decide on: - Flat fees vs. per-hour rates - Billing process and documentation required - How to handle disputes or adjustments Transparency in pricing reduces delays and disputes, making payments smoother for all parties.

5. Communicate Clearly to Carriers

Distribute your policy via multiple channels: - Incorporate it into your carrier onboarding packet - Include it in your dispatch communication - Provide driver-facing materials if applicable - Use clear, jargon-free language Ensure carriers acknowledge and understand the policy before accepting freight.

6. Train Your Team and Carriers

Regularly train dispatchers, customer service reps, and carriers on accessorial policy updates. Consistent training: - Reinforces expectations - Prevents accidental violations - Fosters accountability Provide easy access to policy documents, online portals, or mobile apps for quick reference.

7. Review and Update Periodically

Your accessorial needs may evolve over time due to changes in services, regulations, or customer requirements. Regular reviews help: - Address new accessorials - Adjust pricing - Clarify existing definitions - Incorporate feedback from carriers Keeping your policy current supports ongoing understanding and acceptance.

Key Tips for Ensuring Carrier Understanding and Acceptance

- **Simplify language:** Use plain English, avoiding industry jargon. - **Be transparent:** Clearly outline fees, circumstances, and billing procedures. - **Solicit feedback:** Engage carriers during policy development to address concerns. - **Offer training:** Use onboarding and ongoing education to reinforce understanding. - **Be flexible when appropriate:** Consider accommodating carrier input and unique situations when feasible.

Common Challenges and How to Overcome Them

- **Disagreements over charges:** Establish dispute resolution processes in your policy. - **Misunderstanding definitions:** Provide examples or case studies for clarity. - **Resistance from carriers:** Engage carriers early, explain the benefits, and be open to feedback. - **Billing errors:** Implement checks and regular audits to prevent mistakes.

Brief FAQ on Accessorial Policies

Q: Why is it important to have a written accessorial policy?

A: A written policy ensures all parties have a clear understanding of additional charges, reducing disputes and facilitating prompt payments.

Q: How can I encourage carriers to accept my accessorial policy?

A: Communicate transparently, involve carriers in policy development, provide training, and be consistent in enforcement.

Q: Should accessorial charges be negotiable?

A: While some flexibility may be necessary based on circumstances, clearly define standard charges to maintain consistency and fairness.

Q: How often should I review my accessorial policy?

A: Regularly, at least annually or whenever significant operational changes occur, to keep it relevant and effective.

Final Thoughts

Building an accessorial policy that carriers understand and accept is fundamental to a smooth logistics operation. It promotes transparency, reduces disputes, and strengthens partnerships. The key is clarity—define services precisely, communicate openly, and remain adaptable to feedback. When everyone understands the rules of engagement, your freight flows more efficiently, costs are predictable, and relationships are more trustworthy.

Ready to Partner with Reliable Carriers?

At ESSE INC, we prioritize clear communication and operational excellence. Our dispatch-driven approach and dedicated lanes help ensure smooth freight flow, and we carefully vet our carrier partners with transparent policies for accessorials and beyond. If you're interested in joining our network of trusted carriers, drivers, or shippers, **apply now** to become part of our growing community. Apply now