Handing your goods to a transport company means trusting a stranger with your stock, your customer's order and often a lot of money. Most transporters are honest, hard-working businesses, but the industry also has brokers who disappear after taking an advance, operators who add charges at delivery, and companies with no real ability to pay a claim. Ten checks, most of which take only a few minutes, separate the reliable from the risky.
1. Verify the GSTIN
Ask for the transporter's GSTIN and check it on the official GST portal using the "Search Taxpayer" option. Confirm that the registration is active, and that the legal and trade names match the company you are talking to. A GST-registered transporter has a traceable legal identity, can issue proper tax invoices and is accountable. If a transporter cannot or will not share a GSTIN, treat that as a serious warning. Our verification page explains how we check transporters before listing them.
2. Confirm a real office and fleet
Ask for the office address and, if the shipment is significant, visit it or ask for a video call from the premises. Ask whether they own vehicles or work with attached fleet owners. Both models are legitimate, but you should know who will actually carry your goods. Ask for the vehicle number before dispatch and check that it matches the vehicle that arrives.
3. Get a written, itemised quote
A verbal quote is not a quote. Ask for a written quotation that lists the freight rate, how chargeable weight is calculated, minimum charges, pickup and delivery, loading and unloading labour, tolls, LR charges, insurance and GST. Comparing itemised quotes from at least three transporters is the single best protection against surprise charges. Our guide to part load charges lists the extras to ask about.
4. Insist on a lorry receipt (LR)
The lorry receipt or consignment note is your proof that the transporter has received your goods and taken responsibility for them. It should show the consignor, consignee, origin, destination, number of packages, description, weight, declared value and freight. Never hand over goods without an LR. It is also central to any insurance claim.
5. Ask about insurance and liability
Ask what the transporter is liable for if goods are lost or damaged, and up to what amount. A carrier's liability can be limited by law and by its terms unless you declare a higher value and pay for it. For anything valuable, arrange transit insurance, either through the transporter or your own insurer. Our transit insurance guide explains what policies cover.
6. Check experience with your type of cargo
Moving cartons of FMCG is different from moving machinery, chemicals, pharma or fragile glass. Ask whether the transporter regularly handles your type of cargo and on your lane. Specialist loads such as machinery, cold chain or containers need specific equipment and experience.
7. Understand tracking and communication
Ask how you will know where your goods are. Some transporters offer GPS tracking; others provide updates by phone. Agree who your point of contact is, and how quickly they will tell you about a delay. A transporter who is hard to reach before booking will be harder to reach when something goes wrong.
8. Agree sensible payment terms
Be cautious about paying the full freight in advance to a transporter you have never used. Common arrangements are a part advance with the balance on delivery, or payment against the delivery proof. Pay to the company's bank account matching its name and GSTIN, not to a personal account or a different name. If you are required to deduct TDS on freight payments, ask your accountant how it applies; some small transporters provide a declaration that affects TDS.
9. Ask for references and look at reviews
Ask for one or two business references on the same lane and call them. Look for reviews, but read them critically: a handful of detailed, specific reviews is more useful than dozens of short, generic ones. Search the company name with words like "fraud" or "complaint" to see whether anything serious comes up.
10. Watch for red flags
- A quote far below every other quote for the same load and lane.
- No GSTIN, or a GSTIN that belongs to a different business.
- Pressure to pay a large advance immediately to "lock the truck".
- Unwillingness to give a written quote or LR.
- Only a mobile number, no address, and payment to a personal account.
- A vehicle number that changes at the last minute without explanation.
Brokers vs transporters
Many freight bookings in India pass through brokers or agents who match loads with trucks. That is a normal part of the market, and a good broker can find capacity quickly. The risk is when it is not clear who is responsible for your goods. Ask whether you are dealing with the carrier directly or with an agent, and make sure the LR is issued by a company you have verified.
Keep a simple record
For every shipment, keep the quote, the LR, the invoice, the e-way bill, the vehicle number and the driver's contact, along with photos of the goods and packing at loading. If something goes wrong, this record turns a dispute into a straightforward claim.
Frequently asked questions
How do I check if a transporter is genuine? Verify the GSTIN on the official GST portal, confirm the name matches, check the office address, ask for the vehicle number before dispatch, and call a reference who has used them on the same lane.
Is it safe to pay an advance to a transporter? A part advance is common, but avoid paying the full freight upfront to a transporter you have not used before. Pay only into a bank account in the company's own name.
What should I do if a transporter adds charges at delivery? Refer to the written quote and the LR. If the extra charge was not agreed in writing, dispute it calmly and keep records. This is exactly why an itemised written quote matters.
Is a broker as good as a transporter? A good broker can find trucks quickly and is a normal part of the market. Just make sure you know who issues the LR and who is responsible for your goods in transit, and verify that company.
The bottom line
A reliable transporter is verifiable, puts everything in writing, issues an LR, is clear about liability and insurance, and is reachable when you need them. Spend ten minutes on these checks before booking and you remove most of the risk. On our B2B freight platform you can compare verified, GST-registered transporters and get written quotes, with 0% commission. Learn more about our goods transport services.