Know When You’re On-Duty vs. Off-Duty

Getting this wrong is one of the easiest ways to mess up your logs. You might not be clear on the rules, but inspectors will be. Here’s the difference:

• On-Duty (Not Driving): This is anytime you’re actively responsible for your truck — waiting at the dock for them to call you, checking in, supervising unloading/loading. Whenever you’re stuck in the driver’s seat and unable to leave your truck, that’s considered on-duty.
• Off-Duty: This is when you’re free from all truck-related responsibilities, like when you’re able to nap in the sleeper berth without being expected to move your vehicle or when you walk away to head to the driver’s lounge.

In doubt? Log on-duty. Inspectors keep a close eye on whether your logs match up with reality. Calming you’re off-duty when you’re tied to the dock can easily lead to HOS violations.

Best Practices While You Wait at Shippers and Receivers

Every facility has its own rules, with some shippers/receivers running smoothly, wile others run painfully slow. How can you keep your logs (and stress levels) under control?

Clarify the Rules When You Arrive

Ask if you can leave your truck or if you need to stick around? If you can’t leave, stay logged as on-duty.

Use the Sleeper Berth When You Can

If you aren’t required to supervise while parked and you want to rest, log your sleep time as “sleeper.” This helps with split sleeper rule flexibility — splitting your 10-hour required off-duty break into segments.

Keep a Notebook or Notes on Your Phone

Jot down when you arrived and when loading started. Also note when you pulled out. This can seem tedious, but it keeps your logs as accurate as possible and helps with detention pay.

Don’t “Fudge the Log”

Tempted to bend the rules to save a few minutes? Don’t do it. An HOS violation on your record’s going to cost you more in the long run than any extra miles you cover that day.

Document Detention Without the Headache

Detention pay’s one of the things every long-haul driver wants — but it usually means fighting for it. Your best chance of getting it is with documentation to back you up. Having consistent records makes it harder for anyone, including the DOT and carriers or brokers, to dispute your time.

A few tips to follow:

• Write down exact times for check-ins, loading, and rolling out
• Use carrier macros with timestamps for everything to keep your record airtight
• Communicate early with dispatch as soon as detention’s happening

Macro Templates to Save You Time (And Money)

Carriers that use electronic logging device (ELD) platforms, like Qualcomm or Omnitracs, give you a simple way to document everything easier. You can make your own macro templates, too, if you don’t have access to ELD platforms.

These are a few you might find useful:

• Arrival notification: “Arrived at (shipper/receiver) at (time). Check in, awaiting instructions.”
• Detention alert: “At (location) since (time). Still waiting for dock/loading. Please note for detention.”
• Departure confirmation: Loaded/unloaded and departed at (time). Total time on site is (X hours/minutes).”

Sending these updates to dispatch keeps them in the loop and sets up a paper trail for you. That gives you documented backup if any questions come up later.

Dealing with shippers and receivers can turn out to be one of the trickiest parts of the job for OTR truckers. Tight HOS clocks and long waits put your record (and your paycheck) on the line. Documenting everything and logging correctly helps turn these stressful times into manageable experiences. You’re not just trying to avoid HOS violations — you’re making sure every hour you work counts toward your pay.