Routing & Delivery · Excel template
Free Detention & Demurrage Log
A per-stop record of arrival, dock-in, and departure times against the free period a rate confirmation allows: the evidence that turns a detention claim into an accepted accessorial. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- Arrival, dock-in, and departure timestamps per stop, captured against the free-time allowance
- A calculated detention or demurrage duration derived automatically from those timestamps
- A cause field distinguishing shipper or receiver delay from driver or carrier-side delay
- A signed acknowledgment field for the time captured at the dock
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Record arrival time the moment the driver checks in at the gate or dock, not when loading actually starts. The free-time clock typically runs from arrival, not from when work begins.
- 2
Log dock-in and departure separately from arrival, since the gap between arrival and dock-in is itself sometimes the delay worth documenting.
- 3
Get the shipper's or receiver's dock staff to acknowledge the arrival and departure times where possible; a time only the driver recorded is a weaker claim than one countersigned at the dock.
- 4
Note the cause of any delay beyond the free period (waiting for a dock door, a paperwork hold, a late load) since some rate confirmations treat different causes differently.
- 5
Track whether a billed detention charge was actually collected, not just invoiced; an accessorial that's billed but never paid needs following up, not just recording.
What's inside
- Arrival, dock-in, and departure timestamps per stop, captured against the free-time allowance
- A calculated detention or demurrage duration derived automatically from those timestamps
- A cause field distinguishing shipper or receiver delay from driver or carrier-side delay
- A signed acknowledgment field for the time captured at the dock
- A billed-versus-collected column tracking whether the accessorial was actually paid
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
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Detention & Demurrage Log
Free-time allowances and detention rates are set by the rate confirmation for each load and vary by shipper. Read the specific rate confirmation rather than assuming a standard free-time period applies.
| Load # | Stop | Arrival | Dock-In | Departure | Free Time | Detention Hours | Billed |
|---|---|---|---|---|---|---|---|
| 88412 | Delivery: Memphis DC | 09:15 | 11:45 | 13:00 | 2 hrs | 1.75 hrs | Yes, $78.75 |
| 88419 | Pickup: Dallas plant | 07:00 | 07:20 | 08:05 | 2 hrs | 0 | N/A |
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
Almost always from arrival or check-in, as defined in the specific rate confirmation: not from when loading or unloading actually starts. That's exactly why arrival time matters most in this log: a driver waiting an hour at the gate before being called to a dock is detention time even though no work has started yet.
A timestamp countersigned or acknowledged by the shipper's or receiver's own staff is far stronger than a driver's self-recorded time alone, because it removes the dispute over whether the time is accurate. Where a signature isn't available, a time-stamped photo at the gate or a telematics arrival record is the next-best evidence.
No, free time and the hourly or flat detention rate are set per rate confirmation and vary by shipper, lane, and sometimes by season. Read the specific rate confirmation for each load rather than assuming a standard figure, since applying the wrong free-time period is a common reason a legitimate claim gets short-paid.
Because an invoiced detention charge doesn't always get paid without follow-up: some brokers or shippers short-pay accessorials by default and only pay when challenged. Tracking collection status separately from billing status is what shows you which claims need a phone call rather than assuming the invoice settled it.