Many carriers look at detention as a nuisance. Time sucks. A fight for pennies after hours of wasted time. And on the surface, they’re not wrong—detention is frustrating. But if you know how to track it, document it, and use it in negotiations, detention becomes more than a delay. It becomes leverage.
This isn’t about crying over wait time. It’s about turning your data into negotiating power and protecting your bottom line. The smartest fleets aren’t just chasing miles—they’re learning how to turn inefficiencies into opportunities.
Let’s break down how.
Start by Tracking Detention Ruthlessly
You can’t leverage what you don’t track.
Every single time your truck sits past the agreed-upon free time, it needs to be logged—clearly, consistently, and with evidence. That means:
- Timestamped in/out on BOLs
- GPS arrival and departure data
- Driver statements with supporting ELD logs
- Photos of wait areas and in-transit communication (texts, calls, emails)
Don’t wait until you need this data to start collecting it. By then, it’s too late. Build the habit now so your records speak for themselves when it’s time to invoice—or when it’s time to renegotiate a contract.
Stop Begging for Detention—Start Billing for It
Many small carriers treat detention like a favor. “Can we maybe get paid for this time?” That mindset keeps you unpaid.
The minute you step into a shipper or broker relationship without clear detention policies, you’re giving up leverage. Your rate confirmations should always outline your detention terms—when it starts, how much per hour, and what documentation you’ll provide. This discussion should be had before you agree to a load not after.
Even if you’re working spot market loads, you can set expectations on the front end. Don’t be afraid to confirm in writing:
We allow 2 hours free time, then $75/hour detention billed in 15-minute increments. Arrival and departure times will be supported by ELD and signed BOLs.
It’s not aggressive—it’s professional. And the fleets that treat themselves like professionals get paid like professionals.
Use Detention Data to Raise Your Rates
This is where the real power comes in.
If you’re running lanes for a customer or broker and consistently seeing long dwell times, it’s time to go beyond detention fees. It’s time to raise your rates.
Here’s how you frame it:
We’ve delivered 14 loads for you over the last 60 days. On 11 of those loads, detention started after the 2-hour mark, and our trucks averaged 3.75 hours on site. That’s over 20 hours of unpaid truck time in a two-month span. If that’s the standard with this facility, we’ll need to adjust our rate accordingly moving forward.
Now you’re not just complaining—you’re justifying. You’ve got the data. You’ve got the track record. And more importantly, you’ve got the discipline to ask for more money backed by facts, not feelings.
Don’t Let the Driver Be the Only Witness
This one matters.
If your only “proof” of detention is a phone call from a frustrated driver, you’ve already lost. The most successful small fleets make it easy for their back office to back up the driver.
That means:
- Centralized detention log shared with dispatch
- Routine check-ins when a driver hits the 1-hour mark onsite
- Dispatcher confirms with facility or broker that the truck is still waiting
- Follow-up email summarizing time lost and requesting approval for detention
This doesn’t need to be fancy. It just needs to be consistent. Because the more proactive you are, the less likely someone on the other end will try to act surprised when that invoice hits their inbox.
Identify Chronic Offenders and Reprice the Relationship
If certain customers are constantly burning your clock, ask yourself this:
Are we pricing this relationship with detention built in—or are we hoping they magically get better?
You already know the answer. Some facilities won’t change. They’re always backed up. Always understaffed. Always dragging their feet on paperwork.
You can’t wish them into better behavior. But you can bake that inefficiency into your rate.
If you normally charge $3.25 per mile and know you’ll lose 2-3 hours on site, that lane might need to be $3.85 just to justify your time. Don’t let your wheels roll at full price while your truck sits at a discount.
Teach Your Customers the Cost of Their Delay
Some shippers and brokers genuinely don’t understand how much detention costs you.
They think, “It’s just an extra hour or two.”
So show them.
Walk them through the numbers:
- $75/hour truck cost
- $150 detention revenue lost
- One less load completed that day
- Driver frustration and potential burnout
- Fuel and reefer hours burned unnecessarily
Help them see that this isn’t just about “being late”—it’s about business efficiency, missed revenue, and real consequences. The more you educate them, the more they’ll respect your time—and your rate.
Final Word
Detention is more than just delay—it’s data. And in this business, data equals leverage. The fleets that win long-term don’t just drive—they document. They communicate. They charge what their time is worth.
So the next time your truck is sitting at a dock burning hours, don’t just get mad. Get evidence. Get organized. Get paid.
Because in this game, every minute counts—and smart carriers know how to turn those minutes into margin.
