How to Vet a Carrier in 2025: Red Flags Most Shippers Miss

In today’s high-pressure freight environment, shippers can no longer afford to choose carriers based on price and availability alone.  Compliance rules are tightening, cargo theft is rising, insurance markets are shifting, and the cost of a service failure is higher than ever.  Vetting a carrier thoroughly in 2025 isn’t just good practice—it’s risk management.

Yet even experienced transportation teams often overlook warning signs that later turn into claims, regulatory issues, or damaged customer relationships.  Here are the top red flags and the smarter vetting practices every shipper should apply this year.

1. A “Clean” Safety Score That’s Too Good to Be True

A great SMS record is ideal—but perfect scores with no inspections or activity can be a problem.  Carriers with extremely low inspection counts may be:

• Running under the radar
• Leasing on fly-by-night drivers
• Operating equipment that hasn’t been inspected
• Trying to mask prior safety issues by operating under a new DOT number

What to check:
Look at inspection frequency and history of DOT numbers.  In 2025, carriers with no recent inspections are considered higher risk than those with transparent, well-documented activity.

2. Insurance Coverage That Doesn’t Match the Freight Risk

With claims costs rising, insurers have become tougher on carriers.  Shippers often miss:

• Policies with restrictive exclusions
• Insufficient cargo limits
• High deductibles that carriers can’t realistically cover
• Lapsed or pending-cancellation policies

What to check:
Request a certificate directly from the insurer or agent—never accept one sent by the carrier without verification.  Confirm equipment type coverage, reefer breakdown coverage (if applicable), hazmat endorsements, and whether subcontractors are covered.

3. Chameleon Carriers in Disguise

Fraud in trucking has surged, and chameleon carriers—companies that shut down after violations or claims and reopen under a new DOT—remain a major threat.

Red flags include:

• New DOT number but long “claimed” history
• Address tied to multiple carrier entities
• Same owners or phone numbers across dissolved companies
• Unusually low safety data for claimed fleet size

Shippers must cross-check DOT registration history and FMCSA snapshot data to confirm legitimacy.

4. Poor Communication and Sloppy Onboarding Documents

In 2025’s cyber-fraud environment, sloppy onboarding equals high risk.

Warning signs include:

• Generic email domains (e.g., Gmail, Yahoo)
• Inconsistent W-9s or COIs
• Slow responses to compliance questions
• No dedicated safety contact

These are often precursors to double brokering, carrier identity theft, or unqualified drivers showing up on pickup day.

5. Absence of Modern Tracking and Verification Capabilities

Real-time visibility is no longer a luxury.  Shippers who overlook technology gaps pay the price in delays, service failures, and unverifiable chain-of-custody—a growing issue for food, pharma, and high-value freight.

At minimum, a carrier should offer:

• Telematics or GPS-capable trucks
• ELD-verified hours-of-service compliance
• Temperature monitoring for reefers
• Real-time status updates

Any carrier that “can’t” provide verifiable tracking should raise questions.

6. Inconsistent Equipment Quality

Most shippers don’t inspect equipment until it arrives—and by then, it’s too late.

Red flags:

• Older trailers with no recent maintenance logs
• Out-of-date reefer units
• No proof of annual inspections
• Patchwork owner-operator fleets with uneven standards

Equipment breakdowns remain a major cause of freight claims and missed delivery windows.  A vetted carrier should provide maintenance documentation before tendering freight.

7. No Documented Security Protocols

Cargo theft hit record highs going into 2025.  Carriers should be able to outline security measures—including facility access controls, driver vetting, ELD settings, parking protocols, and geofencing.

Red flags include:

• No written cargo security plan
• No internal training
• No secure parking requirements
• Vague responses about high-risk lane procedures

If a carrier can’t explain how they prevent theft, assume they won’t prevent yours.

8. Rates That Don’t Reflect Market Reality

If a rate looks too good to be true in 2025, it is.  Ultra-low pricing often signals:

• A carrier cutting corners on safety or insurance
• A broker fronting as a carrier
• An unqualified operator attempting to win freight at any cost
• A chameleon carrier trying to rebuild fast

Market-aligned pricing is a sign of a carrier who invests in compliance, drivers, and equipment.

How Shippers Can Strengthen Their Vetting Process in 2025

Here’s what progressive shippers are doing this year to reduce risk:

✓ Using multi-layer verification

DOT checks, insurance verification, physical address validation, and carrier safety history are reviewed together—not individually.

✓ Conducting annual or quarterly recertifications

Because carriers can decline quickly, ongoing vetting is essential.

✓ Choosing carriers with proven compliance cultures

These carriers provide far more than documentation—they demonstrate investment in safety, driver training, and secure operations.

✓ Working with partners who specialize in high-compliance freight

For temperature-controlled, hazmat, and high-value shipments, specialized carriers dramatically reduce exposure to claims and theft.

Final Thoughts

Vetting a carrier in 2025 requires more than checking a DOT number and a COI.  Shippers must look for deeper indicators of safety, stability, and operational integrity—and pay close attention to subtle red flags that many overlook.

When you partner with a carrier that prioritizes compliance, transparency, and modern security, you reduce risk across your entire supply chain.