Dealing with Delays and Detention: A Guide for New Truck Drivers

If you’re new to the trucking industry, one thing you’ll quickly learn is that waiting is part of the job. Whether it’s a late-loading shipper or a backed-up receiving dock, delays can be frustrating and costly. One of the most common challenges drivers face is detention time, which refers to time spent waiting at a facility beyond what’s considered reasonable, usually more than two hours.

Understanding how to manage and minimize detention is essential for protecting your time, your paycheck, and your sanity. In this post, we’ll break down what detention is, why it happens, and how you, as a new driver, can handle it like a pro.

What Is Detention Time?

Detention time occurs when a truck driver is held up at a shipper or receiver facility for longer than the agreed-upon loading or unloading window. Most carriers and brokers allow a standard of two free hours, after which the customer may be charged a detention fee, usually paid to the carrier and partially passed on to the driver.

For example, if your appointment is at 10 a.m. and you’re not loaded until 2 p.m., that’s two hours of detention, and time you’re not earning miles.

Why Do Delays Happen?

Delays can happen for many reasons:

• Overbooked docks – Too many trucks and not enough staff or doors

• Incomplete paperwork – Missing documents can stall the process

• Product not ready – Shipments may not be staged or picked yet

• Strict appointment windows – Even if you arrive early, they may not unload you before your slot

• Labor shortages or shift changes – Especially at warehouses with high turnover

Tips for Handling Detention and Delays

Here are some actionable strategies to help you manage these situations professionally:

1. Communicate Early and Often

Let your dispatcher or fleet manager know as soon as you arrive at the facility, and especially if things are running late. This communication helps your company track detention time and negotiate compensation.

Tip: Use your ELD (Electronic Logging Device) to timestamp arrival and departure times. Keep a personal record, too, just in case.

2. Understand Your Contract Terms

Whether you’re a company driver or an owner-operator, it’s important to know:

• What constitutes "free time" at facilities?

• What is the detention rate after free time ends?

• How is detention pay split (if at all) between the carrier and driver?

Ask questions when you're onboarded, and don’t be afraid to confirm policy in writing.

3. Be Professional and Courteous

Facility staff can be under considerable pressure. While it’s okay to ask for updates, remain calm and respectful. Building good relationships with shippers and receivers can sometimes lead to quicker service, or at least less tension.

4. Keep Organized Records

Track:

• Arrival and departure times

• Any communication with facility staff

• Photos or screenshots of signs, clocks, or waiting queues (when allowed)

This documentation is key if your company or broker needs to dispute detention claims.

5. Use Waiting Time Wisely

You’re stuck there anyway—make it work for you. While you must follow Hours of Service rules, detention time can be a chance to:

• Catch up on logs or paperwork

• Eat and hydrate

• Do a quick truck inspection or clean up the cab

• Read, relax, or take a nap (if allowed and safe)

6. Learn the Art of Time Planning

Factor in possible delays when planning your route and appointment windows. Pad your schedule when delivering to facilities known for long wait times, especially if your load is time-sensitive.

7. Report Repeat Offenders

Some facilities are notorious for excessive delays. Let your dispatcher know when you encounter consistently bad experiences. Many carriers track shipper performance and may be able to avoid problematic locations or negotiate better terms.

Delays and detention are part of the job, but how you deal with them can make a big difference in your experience and earnings. By staying professional, documenting everything, and knowing your rights, you’ll be better equipped to handle the waiting game without letting it slow down your career.

Remember: every experienced driver has stories about “that one place” where they waited all day. The key is to turn those stories into learning opportunities and not let them define your journey on the road.

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Soshaul Logistics LLC and its affiliates do not provide tax, legal or accounting advice. This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, tax, legal or accounting advice. It is meant to serve as a guide and information only and Soshaul Logistics, LLC does not assume responsibility for any omissions, errors, or ambiguity contained herein. Contents may not be relied upon as a substitute for the FMCSA's published regulations. You should consult your own tax, legal and accounting advisors before engaging in any transaction or operation.