How to Secure Consistent Truckload Capacity

If you’ve ever felt like locking in truckload capacity is a bit like trying to reserve a table at a hot new restaurant on Friday night—you’re not alone.

In today’s freight market, volatility is the new norm. Demand shifts rapidly, driver shortages persist, and equipment availability seems to tighten when you need it most. Even shippers with steady freight volumes can suddenly find themselves scrambling to fill a lane. So, how do some companies seem to always get their trucks while others are left holding the bill of lading?

The secret lies in securing consistent truckload capacity—not just when the market’s soft, but when it’s tight, turbulent, and competitive. Let’s unpack the strategies that make it possible.

What Is Truckload Capacity and Why Is It So Elusive?

Before we get tactical, let’s clarify: truckload capacity refers to the availability of trucks and drivers needed to move full truckload (FTL) shipments. When capacity is tight, that means demand for trucks exceeds supply—causing price spikes, delays, or worse: missed shipments.

Capacity fluctuates due to:

• Seasonal freight surges (think produce season or holiday retail)
• Fuel prices and operating costs
• Regulatory changes (like ELD mandates or HOS regulations)
• Driver shortages and high turnover
• Disruptions from natural disasters or pandemics

According to the American Trucking Associations, the industry faced a shortage of over 80,000 drivers in 2021, a number projected to grow if current trends persist (ATA, 2022).

So, how do you become the shipper of choice when everyone’s chasing the same limited pool of capacity?

1. Build Strong Carrier Relationships (It’s Not Just About Rates)

Sure, price matters. But in a tight market, loyalty carries more weight than pennies on the mile.

Treat carriers like long-term partners—not one-off vendors. Reliable carriers are more likely to prioritize your freight when things get tight if you’ve invested in the relationship.

How to build trust with carriers:

• Provide consistent freight volumes
• Minimize dwell time at pickup/drop-off locations
• Communicate proactively about changes or delays
• Pay invoices on time (or even early!)
• Solicit feedback and act on it

Think of it like dating—if you only call when you need something, don’t expect commitment.

2. Diversify Your Carrier Base (But Don’t Spread Too Thin)

Relying on a single carrier—or even a handful—can leave you exposed. If one goes down, your supply chain could stall.

At the same time, juggling too many providers can dilute your influence and consistency. The sweet spot is a diverse but manageable network of trusted carriers and 3PL partners.

Best practices:

• Use a mix of asset-based carriers and freight brokers
• Identify regional specialists for specific lanes
• Maintain backup carriers for critical routes
• Regularly review performance metrics (OTIF, claims, service levels)

This way, you’re not putting all your freight eggs in one diesel-powered basket.

3. Embrace Freight Tech to Boost Visibility and Planning

Technology can’t create more trucks—but it can help you find and secure the ones that are available.

Modern transportation management systems (TMS) and digital freight platforms provide real-time visibility, predictive analytics, and access to wider capacity networks.

Freight tech advantages:

• Automate carrier matching and load tendering
• Analyze historical data to forecast capacity needs
• Track shipments in real time to reduce surprises
• Improve routing and minimize deadhead miles

According to a 2023 report by McKinsey, shippers using integrated TMS platforms reduced tender rejections by up to 20% (McKinsey & Co.).

4. Commit to Forecasting and Lead Times

Want carriers to commit to you? Start by committing to them—with accurate forecasts and longer lead times.

When you give providers a heads-up on upcoming freight volumes, they can better allocate equipment and drivers. It’s a two-way street.

Tips for better forecasting:

• Share 30-, 60-, and 90-day projections
• Flag seasonal or promotional surges early
• Use TMS data and sales insights to spot trends
• Offer drop trailer programs for smoother scheduling

Remember: capacity loves consistency. The more predictable your freight, the more likely you are to secure trucks—even in peak season.

5. Optimize Your Freight for Carrier Friendliness

Some freight is just easier to love. If your facilities, processes, or loads cause headaches, don’t be surprised when carriers ghost you.

How to become a preferred shipper:

• Provide flexible pickup and delivery windows
• Reduce driver wait times with fast turnarounds
• Ensure clear signage and parking at facilities
• Avoid multi-stop loads when possible
• Package freight securely and efficiently

Carrier scorecards from companies like FourKites or Project44 can help you identify bottlenecks and improve your reputation in the carrier community.

6. Consider Contract Freight in Addition to Spot

Spot market rates may look tempting when they dip—but relying solely on spot freight is risky long-term.

Contract freight, on the other hand, provides stability for both shippers and carriers. It allows you to lock in pricing and capacity commitments over time, giving everyone more predictability.

Many savvy shippers use a blended strategy—leveraging contracts for core lanes and spot for overflow or irregular shipments.

According to DAT Freight & Analytics, spot rates can swing by 15–25% seasonally, while contract rates offer smoother cost control (DAT, 2023).

7. Leverage 3PLs for Strategic Support

Don’t underestimate the power of a good third-party logistics partner (3PL). They often have broader access to vetted carriers and can flex capacity faster than in-house teams.

Choose a 3PL with:

• Deep carrier relationships
• Transparent pricing models
• Proven experience in your industry
• Real-time tracking and reporting tools

A trusted 3PL doesn’t just move your freight—they become an extension of your logistics strategy.

Conclusion: Capacity Favors the Prepared

In a world where supply chain surprises are the norm, securing consistent truckload capacity is less about luck and more about preparation. The companies that thrive are the ones that build relationships, forecast well, adopt smart technology, and stay flexible.

Want to stay ahead of the curve? Start implementing these practices now—before the next crunch hits. Your future self (and your customers) will thank you.

Need help navigating capacity planning or choosing a 3PL? Let’s talk strategy.

FAQ: Truckload Capacity, Answered

What causes truckload capacity to tighten?

Several factors can tighten capacity, including driver shortages, seasonal demand spikes, regulatory changes, and fuel price volatility.

How can I forecast capacity needs more accurately?

Use TMS data, sales trends, and historical shipment data to project future volumes. Communicate forecasts to your carriers early and often.

Is it better to use contract or spot freight?

Both have value. Contracts offer stability and guaranteed capacity, while spot can provide flexibility. A blended strategy often works best.

What’s the role of a 3PL in securing capacity?

A 3PL acts as a strategic partner, providing access to a larger carrier pool, managing freight efficiently, and helping scale operations quickly.

How do I become a preferred shipper?

Focus on reducing dwell times, improving communication, and providing flexibility. Carrier-friendly shippers get prioritized, especially in tight markets.