Gatehouse Driver Check-In Form

Security and detention tracking form for driver arrivals and departures at the gatehouse, capturing carrier identity, trailer and seal numbers, appointment reference, and time in/out.

Appointment & Visit Reference

• Check-In Date
  Date the driver arrived at the gatehouse.
• Appointment / PRO Number
  Scheduled appointment reference, PRO number, or load ID provided by the shipper or broker.
• Visit Type
• If Other, please describe

Driver Information

• Driver First Name
• Driver Last Name
• CDL Issuing State / Province
  Two-letter state or province abbreviation on the driver's commercial driver's license.
• CDL Last 4 Digits
  Last four characters of the CDL number only — do not record the full license number.
• Driver Cell Phone (optional)
  Used only to contact driver while on-site if needed.

Carrier & Equipment

• Carrier / Motor Carrier Name
• MC / DOT Number
  FMCSA Motor Carrier or DOT operating authority number. Required for new or unrecognized carriers.
• Tractor / Power Unit Number
  Unit number or license plate of the cab/tractor.
• Trailer Number
  Trailer unit number as marked on the trailer exterior.
• Trailer Type
• Trailer Loaded Status

Seal & Security Verification

• Is a seal present on the trailer?
• Seal Number
  Record the alphanumeric seal number exactly as printed on the seal.
• Seal Condition
• Seal Discrepancy Notes
  Required when seal is damaged, missing, or mismatched. Note supervisor name and time notified.
• Hazardous Materials Placard Present?
  Per 49 CFR 172.504, placarded loads require additional site notification.
• HAZMAT UN Number(s)
  Record all UN numbers from the placard. Notify the site safety officer immediately.

Gate Timing

• Time In (Gate Arrival)
  Date and time the driver presented at the gatehouse. Used as the detention clock start.
• Dock Door / Staging Spot Assigned
  Record the dock door or yard staging location assigned at check-in.
• Time Out (Gate Departure)
  Date and time the driver cleared the gatehouse on departure. Complete at driver exit to close the detention record.
• Flag for Detention Review?
  Check if total dwell time exceeds the free-time threshold per carrier contract (typically 2 hours). This will route the record for billing review.

Gatehouse Attendant Sign-Off

• Gatehouse Attendant Name
• Attendant Badge / Employee ID
• Additional Notes or Observations
• Attendant Signature
  By signing, the attendant confirms all information recorded is accurate to the best of their knowledge.