Freight shipping delays are an unfortunate but inevitable part of the supply chain. Whether you’re a seasoned logistics manager or a small business owner relying on timely LTL shipments, delays can disrupt operations, damage customer relationships, and impact your bottom line.
The key to minimizing these setbacks lies in understanding their causes and having a proactive plan to address them.
Below, we explore the most common causes of freight shipping delays, strategies to minimize risks, and the best ways to respond when disruptions do occur.
Understanding the Most Common Causes of Freight Shipping Delays
Weather-Related Delays
One of the most unpredictable and uncontrollable causes of freight shipping delays is the weather. Severe storms, snow, flooding, or hurricanes can close highways, cause detours, or delay loading and unloading at facilities. Seasonal weather trends, like winter storms in the Northeast or hurricane season in the South, should always be factored into planning.
Traffic and Accidents
Highway congestion, especially near ports or major metro areas, is a frequent contributor to delayed freight. Accidents involving commercial vehicles can shut down major routes for hours or even days, depending on the severity and location.
Mechanical or Equipment Failures
Even the best-maintained fleets can experience breakdowns. From engine issues to tire blowouts or trailer malfunctions, mechanical failures can create cascading delays—especially if replacement equipment is not readily available.
Missed Pickups or Late Deliveries
Delays can originate on either end of the shipping process. If a shipper isn’t ready when the carrier arrives or a receiver is unavailable for delivery, the entire schedule can be thrown off. These situations are preventable but still common.
Documentation and Paperwork Errors
Incorrect or missing documentation can lead to hold-ups. Something as seemingly minor as a typo on a Bill of Lading (BOL) or a missing signature can prevent a shipment from moving or being released at its destination.
Capacity Issues and Freight Backlogs
During peak seasons—like the holidays, back-to-school periods, or industry-specific rushes—carriers can become overloaded. When trucks are overbooked or terminal space is maxed out, delays are inevitable.
Steps to Minimize the Risk of Freight Shipping Delays
Choose the Right Carrier Partner
Not all freight carriers are created equal. Working with a provider known for reliable transit times, flexible routing, and strong customer service significantly reduces the likelihood of delays. Look for carriers with a track record of on-time delivery, especially in high-traffic regions.
Provide Accurate and Complete Shipment Information
Accuracy is essential. Every detail on your BOL should be double-checked—freight class, dimensions, weight, number of pallets, and accessorial needs. Missing or incorrect information can lead to reclassifications, fee disputes, or delays in transit.
Schedule Shipments Early
Booking pickups early in the day gives carriers more routing options and avoids the crunch of end-of-day dispatching. If possible, avoid Friday afternoon pickups, which may not leave the dock until Monday, especially during high-volume periods.
Ensure Proper Packaging and Labeling
Proper packaging protects your freight from damage, which can lead to delivery rejections or delays. Labels should be legible and securely attached, including PRO numbers, address information, and any necessary handling instructions.
What to Do When a Freight Shipping Delay Occurs
Communicate Immediately with the Carrier
Once a delay is suspected or confirmed, get in touch with your carrier right away. Ask for specifics: What caused the delay? What’s the new ETA? Are there rerouting options available?
Notify Your Customers or End Recipients
Transparency is key. Let your customer or receiver know about the delay, revised timeline, and any actions you’re taking to mitigate the impact. For high-priority shipments, offer alternative solutions like expedited shipping or partial delivery if feasible.
Work with Your 3PL or Freight Broker if Applicable
Third-party logistics providers and freight brokers often have additional resources. They may be able to secure alternate carriers, rebook the shipment, or offer faster delivery solutions based on their broader network.
Monitor the Shipment Through to Completion
Don’t take your eyes off the ball. Continue tracking the shipment, confirm final delivery, and document any discrepancies or further delays.
How to Build Resilience Against Future Shipping Delays
Establish Buffer Time in Your Supply Chain
Allow for lead time when scheduling production or inventory restocks. Use historical data to anticipate patterns and build a cushion into delivery promises, especially during peak shipping periods.
Develop Contingency Plans
Have a Plan B. Identify alternate routes, carriers, or nearby warehouses that could be used in case of disruptions. Maintain a list of emergency contacts at your carrier for urgent escalations.
Foster Strong Relationships with Freight Carriers
Carriers are more likely to prioritize accounts with whom they have strong working relationships. Being a good partner—communicating clearly, paying on time, and being flexible—can give you preferential treatment in tight situations.
Implement Continuous Freight Performance Reviews
Regularly review delivery performance, missed pickups, and recurring issues by lane or carrier. This insight allows you to optimize your logistics strategy and avoid repeating mistakes.
Final Thoughts: Expect the Unexpected, Plan Accordingly
While you can’t eliminate freight shipping delays entirely, you can minimize their frequency and impact. Proactive planning, strong communication, and the right logistics partner are your best defenses. By staying informed and prepared, businesses can turn potential disruptions into manageable setbacks.
Trust On Track Freight Systems to Keep You Moving
At On Track Freight Systems, we understand how critical timing is to your business. That’s why we prioritize proactive communication, real-time tracking, and dependable LTL freight solutions. Whether you’re shipping within New York, across the Northeast, or need a custom logistics plan, we’ve got the infrastructure and experience to help you stay on schedule—even when challenges arise.
Let’s keep your freight on track. Request a quote today and discover how On Track Freight Systems can help you overcome freight shipping delays with confidence.
