The Open Deck Checklist: 12 Things to Ask When Moving Specialized Freight

Shipping oversized, over-dimensional (OD) freight requires careful coordination, regulatory knowledge, and clear communication. These shipments often involve large, heavy, or unusually shaped loads that demand specialized transportation solutions and thorough planning.

This comprehensive checklist is designed to guide you through the essential questions to ask when planning an oversized freight shipment. Whether you are a shipper new to oversized freight or a broker expanding into the specialized field, this is a framework that can help you avoid hidden costs, delays, and compliance pitfalls.  

At ZMac Transportation Solutions, we have decades of experience helping manufacturers, heavy equipment suppliers, and other shippers manage the unique challenges of moving OD freight. Our deep expertise allows us to guide both shippers and brokers through the complexities of this demanding logistics environment. 

Why Every Oversized Load is Different

Oversized freight shipments are never “one-size-fits-all.” Each shipment’s dimensions, weight, route, and timing create a unique set of requirements. Missing a permit, providing inaccurate dimensions, incorrect escort requirements, or failing to confirm delivery window availability can cause costly project delays and customer dissatisfaction.  

For brokers and shippers alike, asking the right questions from the get-go builds trust and helps avoid last-minute surprises that impact budgets, schedules, and partnerships. 

Questions to Ask During the RFQ

1. What are the pickup and drop-off locations and their operating hours?

Oversized freight sites can have very specific hours, including restricted weekend or holiday operations. Confirming these hours, as sometimes shipping and receiving windows differ, is crucial to avoid a closed gate upon arrival.   

2. What are the freight dimensions, weight, and type?

Knowing exact dimensions and weight is the foundation of safe transportation planning. This affects trailer selection, routing, permit requirements, escort vehicle needs, and cost estimates. Skipping detailed measurements or assuming weight distribution can lead to non-compliance, safety hazards, or damage to the load and infrastructure. 

3. Is the load ready now, or does it require preparation?

Sometimes freight needs special packaging or bracing. If the load isn’t ready at the planned pickup, it can delay the shipment and disrupt your entire schedule. Asking upfront about load readiness helps prevent unexpected waiting times and additional fees.

4. What are the target pickup and delivery dates?

Many shipments have tight delivery windows to align with project schedules. Confirming these dates upfront allows for detailed route planning, permit applications, and resource allocation.  

Delays in oversized freight are typically costlier than normal freight due to permit expiration, equipment booking, and regulatory compliance, so locking in dates early is essential. 

5. Does the freight need tarping or protection during transport?

Open deck trailers can expose freight to elements such as dirt, wind, rain, and snow. Some freight types require protective measures such as tarps, shrink wrap, or specialized coverings to prevent damage from weather. Confirming tarping needs in advance ensures the carrier brings the right equipment and materials, protecting the asset and preventing damage claims.

6. Is air-ride suspension required?

Heavy and fragile cargo often requires air-ride suspension trailers to minimize vibrations and protect sensitive equipment. Not all carriers or equipment providers offer air ride capability. Identifying this requirement early guarantees that the right trailer is assigned and damage risks are reduced.

Questions to Ask Once the Load is Awarded

Once a shipment has been secured, there are critical pieces of information you’ll need to collect to ensure smooth operations.  

1. Who is the point of contact for pickup?

Oversized freight sites often have key supervisors, safety managers, or operations personnel authorized to handle freight receiving or loading. Confirm the name, phone number, and email of the person or team coordinating the loading process at the origin site. 

2. Who is the point of contact for delivery?

Secure the details of the receiving contact at the delivery site. Knowing who is responsible eliminates miscommunication during the unloading phase. If you don’t have correct contact information, your driver may arrive and be left waiting, or paperwork might be delayed, resulting in costly detention fees or missed windows.  

3. Is there a job or pickup number I should reference on the BOL?  

The Bill of Lading (BOL) is your legal paperwork for the shipment, and referencing the correct job or pickup number keeps documentation accurate and traceable in case of disputes or compliance issues.  

4. Is there a billing or PO number I should reference on the invoice?  

Confirm any purchase order (PO) or billing numbers necessary for payment. This avoids billing delays and ensures proper tracking within your accounting system.

Questions for Pickup and Delivery Site Contacts

1. How is this being loaded/unloaded?  

Some oversized freight requires cranes, forklifts, roll-on/roll-off ramps, or special rigging. Knowing exactly how freight will be handled at origin and destination helps both you and the carrier prepare. Without this clarity, drivers may arrive unprepared, or the freight may be damaged.

2. Are there any site-specific safety or PPE requirements?

Many OD freight sites have strict safety protocols, including mandated PPE, such as hard hats, steel-toe boots, safety glasses, or high-visibility vests. Drivers and personnel must be informed beforehand to comply.  

Failing to meet safety regulations can delay operations or result in denied access, increasing cost implications and complicating carrier relationships.

Post-Delivery Follow-up: Why It’s Just as Important as Planning  

The successful delivery of oversized freight is an achievement, but the logistics process isn’t complete without a thorough post-delivery phase, which includes:

• Confirming delivery and freight condition: Upon arrival, it’s essential to verify that the freight is delivered on time and in the agreed-upon condition.
• Damage claims or delay procedures: A clear, documented claims process ensures accountability and expedites resolutions. ZMac guides shippers and brokers through these procedures, taking into account any detention time or cost implications that might arise during disputes, to protect their interests and facilitate insurance recovery when required.
• Gathering feedback to improve future shipments: Continuous improvement is key in heavy haul logistics. Soliciting feedback from drivers, operators, and receivers after each shipment offers valuable insights into what went well and what could be improved for future shipments.

By maintaining open channels of communication post-delivery, brokers and shippers build stronger, more profitable partnerships, reinforcing trust and shared commitment to efficient operations and carrier-friendly policies.  

Heavy Freight Shipping Mistakes to Avoid

Oversized freight is inherently challenging. That’s why a plan including check-in times, delay/issue escalation protocols, constant communication with all parties––from awarding party to pickup to delivery––is essential. Common mistakes that cause delays and extra costs include:  

• Underestimating permits and escorts: Without proper approval, loads can be stopped on the road or fined.  
• Improper equipment selection: Using an ill-suited trailer can damage freight or make handling impossible.  
• Lack of clear communication: Failure to coordinate with all stakeholders leads to missed appointments and hours.  
• Overlooking insurance coverage: Damage to heavy freight can be expensive; understanding coverage protects all parties involved.  

ZMac mitigates these risks through comprehensive load analysis, our pricing tool, ZRate, and dedicated operational teams, giving brokers and shippers confidence that their heavy loads are managed by experts.  

Moreover, ZMac evaluates operational questions and performance metrics to continuously improve shipper expectations and carrier-friendly policies, ensuring smooth and cost-effective moves.  

Use This Checklist to Navigate Oversized Freight with Confidence

Oversized freight shipping presents unique challenges that demand careful attention to detail, clear communication, and expert management. This checklist is your essential tool to minimize uncertainty, avoid costly pitfalls, and ensure successful transport every time.  

ZMac Transportation Solutions stands ready to be your trusted partner in this specialized realm. With our deep industry knowledge, tailored transport solutions, and unwavering commitment to operational excellence, we empower shippers and brokers to move even the most complex loads safely, on time, and within budget. Request a quote or contact us to take the next step toward precision and peace of mind in oversized freight transportation.