What Is Detention Time?

Detention time is the period a truck driver spends waiting at a shipper or receiver facility beyond the agreed-upon free time window. It's the time between when you arrive at a dock and when loading or unloading is actually completed — minus the initial grace period that's typically built into your rate confirmation.

For most loads, the standard free time is two hours. Any time beyond that threshold is considered detention, and you have every right to bill for it.

Why Detention Time Matters to Your Bottom Line

As an owner-operator, your truck only makes money when it's moving. Every hour spent sitting at a dock is an hour you're not earning miles. According to industry data, the average trucker loses between $1,200 and $1,500 per week due to unpaid detention time.

Here's what detention really costs you:

Lost revenue: You could be running another load instead of waiting
HOS impact: Detention eats into your available driving hours
Fuel costs: Idling burns fuel while you earn nothing
Wear and tear: Your truck depreciates whether it's moving or not
Personal time: Hours away from family with nothing to show for it

How Free Time Works

Free time is the grace period built into most load agreements before detention charges begin. Here's how it typically breaks down:

Standard Free Time Windows

Facility Type	Typical Free Time	Industry Standard
Shipper (pickup)	2 hours	FMCSA recommended
Receiver (delivery)	2 hours	FMCSA recommended
Drop & hook	30 minutes	Varies by broker
Live unload (grocery)	2-3 hours	Retailer-specific

When Does the Clock Start?

The detention clock starts when you check in at the facility — not when you back into a dock. This is a critical distinction. If you arrive at 8:00 AM and check in at the guard shack, your free time starts at 8:00 AM regardless of when a door becomes available.

How to Calculate Detention Charges

The standard formula is straightforward:

Detention = (Total Time at Facility - Free Time) × Hourly Rate

For example:

Arrived: 7:00 AM
Departed: 12:30 PM
Total time: 5 hours 30 minutes
Free time: 2 hours
Billable detention: 3 hours 30 minutes
Rate: $75/hour
Amount owed: $262.50

What Rate Should You Charge?

Detention rates vary by market and agreement, but here are current benchmarks:

$50–$75/hour: Standard dry van and reefer
$75–$100/hour: Flatbed and specialized equipment
$100–$150/hour: Hazmat and oversized loads
$25–$50/hour: Minimum rates (often not worth accepting)

Always negotiate your detention rate before accepting a load. Get it in writing on the rate confirmation.

Documentation Is Everything

The number one reason detention claims get denied is insufficient documentation. To protect yourself, you need:

Timestamped check-in records — Photo of the guard shack sign-in sheet or electronic check-in confirmation
Facility photos — Pictures showing your truck at the dock with visible timestamps
GPS data — Proof you were at the facility for the claimed duration
Communication records — Texts or emails with dispatch about the delay
BOL with timestamps — Bill of lading showing actual load/unload completion time

Common Reasons Brokers Deny Detention Claims

Understanding why claims get rejected helps you avoid those pitfalls:

No proof of arrival time — Always photograph your check-in
Rate confirmation doesn't mention detention — Negotiate upfront
Submitted too late — File within 48 hours when possible
Insufficient documentation — Photos, GPS, and timestamps are non-negotiable
Disputed free time calculation — Know exactly when your clock started

How to Protect Yourself Going Forward

The best defense against unpaid detention is a systematic approach:

Track every minute from arrival to departure
Take photos at check-in, during the wait, and at departure
Record GPS coordinates to prove your location
Save all communications with dispatch and facility staff
Submit claims promptly with complete documentation
Use a dedicated tracking tool to automate the process

Start Tracking Your Detention Time Today

Manual tracking with pen and paper leads to lost claims and forgotten details. A purpose-built detention tracking app captures timestamps, GPS coordinates, and photo evidence automatically — giving you bulletproof documentation every time.

Try DetentionPro free and never leave money on the table again. Start your timer when you arrive, stop when you leave, and let the app calculate exactly what you're owed with the evidence to back it up.