Detention and Demurrage Tracking Log

This template tracks the time a driver arrives, checks in, waits, loads or unloads, and checks out at a shipper or receiver facility. It also captures the free-time allowance, the point where charges begin, and any notes needed to support a dispute. Use it to document accessorial charges with a clear audit trail.

Use it whenever detention or demurrage charges may apply, especially at busy docks, warehouses, ports, or customer sites with appointment windows. A general delivery record usually misses the timing detail needed to validate charges. This log is designed for dwell-time proof, not just proof of delivery.

Dispatch, operations, billing, or the DRI responsible for freight exceptions can run it, depending on your workflow. The person entering the record should be able to verify timestamps, facility names, and any detention trigger point. If the site provides gate or dock timestamps, those should be attached or referenced by the same DRI.

Use it for every load where detention or demurrage may be billed, disputed, or monitored. Many teams run it per shipment or per facility visit, then review it daily or weekly for unresolved charges. If your operation has recurring accessorial issues, make the recurrence explicit in your workflow rather than relying on memory.

The biggest mistake is recording only arrival and departure without the check-in, dock-in, and release milestones that prove dwell time. Another common issue is failing to note the free-time allowance or the exact rule used to calculate the charge. Teams also lose disputes when they do not attach supporting documents or identify who verified the timestamps.

Yes. The log is built to capture the facts needed to challenge a charge, including who caused the delay, when the delay started, and what evidence supports the claim. It does not replace contract language, but it gives you a consistent record to compare against the accessorial invoice or detention notice.

Add the fields your contracts require, such as appointment number, container number, trailer number, or dock door. You can also add a task type for checklist items like document verification or photo capture if your team needs a repeatable intake process. Keep the core timing fields intact so the log still supports charge validation.

It can sit alongside transportation management, billing, and proof-of-delivery records as the exception log for accessorials. Many teams link it to shipment records, invoice review tasks, or a claims workflow so the DRI can move from capture to dispute without rekeying data. The key is to keep one source of truth for the timing evidence.

A structured log makes each timing point, free-time rule, and dispute note independently verifiable. Email threads bury the evidence, and spreadsheets often miss the DRI, recurrence, or verification step needed for clean follow-up. This template gives you a repeatable record that is easier to review, audit, and act on.