Waiting time charges (demurrage): how to put them in the order

A truck waiting at loading or unloading is one of the most argued-about topics in road freight. On the ground it is called waiting time, detention or demurrage. The rule is simple: whatever is not written down becomes a dispute. We give no amounts here, because the amount is for the parties to negotiate. What matters is what you write and how.

Why do disputes arise?

For the carrier, a waiting truck earns nothing while the driver's working and rest hours keep running. For the shipper or the ramp side, the delay is usually caused by something they do not fully control: a queue of trucks, missing documents, goods not ready. Both sides feel they are right; the difference is what the record says.

What belongs in the order?

Settle waiting terms before loading, together with the price. The order should include:

1. Free time: The unpaid waiting period (it can differ for loading and unloading). State when it starts: arrival time, or the time the truck is called to the ramp?
2. After free time: The unit and currency of the waiting charge, and whether there is a daily cap.
3. Appointment slot: The time window in which the truck is expected, and whether the rule changes for early or late arrival.
4. Who is invoiced: Whether the charge is billed as a separate line from the freight, and with what payment term.
5. Force majeure: What happens for delays neither side is responsible for, such as strikes or weather.

Even if these points were agreed by phone, put them in writing. As long as the conversation stays on record, it is hard to say later "we never agreed that".

How to collect proof

A waiting claim stands or falls on evidence. Ask the driver to:

• Record the arrival time: a gate slip, a system entry, or a timestamped photo.
• Note when loading or unloading started and ended, and have the ramp staff sign if possible. The loading and delivery times on the CMR are also useful support.
• Record the departure time the same way.
• Write down the reason for waiting (ramp busy, document missing, goods not ready) and take a photo if needed.
• Notify the shipper or dispatcher in writing as soon as the wait begins. A same-day notice is far stronger than one sent afterwards.

Practical tips for both sides

If you are the carrier, send a written notice as soon as waiting starts and do not leave the claim to the last day. If you are the shipper, confirm the appointment with the ramp in advance, and if a wait really was unnecessary, ask for the evidence yourself. Either way the goal is the same: a clean record.

Free times and waiting conditions can vary by country and sector; check your contract and consult a specialist when needed.

On Order And Load

The order keeps freight, payment term and documents together, and since offer and acceptance move forward in the same chat, waiting terms agreed there stay on record with date and time. In the driver app, the loaded and delivered steps, the CMR and the delivery photo land on the order, which makes timestamp evidence easier to collect. For terms, see the Glossary.