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Run: Gatehouse Driver Check-In Form

Gatehouse Driver Check-In Form for logging arrivals, equipment, seal checks, and gate timing in one place. Use it to reduce missed details, speed handoffs, a...

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Appointment & Visit Reference

Check-In Date (required)

Date the driver arrived at the gatehouse.

Appointment / PRO Number (required)

Scheduled appointment reference, PRO number, or load ID provided by the shipper or broker.

Visit Type (required)

If Other, please describe

Driver Information

Driver First Name (required)

Driver Last Name (required)

CDL Issuing State / Province (required)

Two-letter state or province abbreviation on the driver's commercial driver's license.

CDL Last 4 Digits (required)

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 (required)

MC / DOT Number

FMCSA Motor Carrier or DOT operating authority number. Required for new or unrecognized carriers.

Tractor / Power Unit Number (required)

Unit number or license plate of the cab/tractor.

Trailer Number (required)

Trailer unit number as marked on the trailer exterior.

Trailer Type (required)

Trailer Loaded Status (required)

Seal & Security Verification

Is a seal present on the trailer? (required)

Seal Number (required)

Record the alphanumeric seal number exactly as printed on the seal.

Seal Condition (required)

Seal Discrepancy Notes (required)

Required when seal is damaged, missing, or mismatched. Note supervisor name and time notified.

Hazardous Materials Placard Present? (required)

Per 49 CFR 172.504, placarded loads require additional site notification.

HAZMAT UN Number(s) (required)

Record all UN numbers from the placard. Notify the site safety officer immediately.

Gate Timing

Time In (Gate Arrival) (required)

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.

Yes No N/A

Gatehouse Attendant Sign-Off

Gatehouse Attendant Name (required)

Attendant Badge / Employee ID

Additional Notes or Observations

Attendant Signature (required)

By signing, the attendant confirms all information recorded is accurate to the best of their knowledge.

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