Effective cooperation with the haulier is a key element of success in the transport and logistics industry. A good relationship based on trust and mutual understanding can have a significant impact on service quality and cost optimisation. We present proven methods that will help build long-term cooperation. We will also take into account the opinions of hauliers and current statistics from the logistics industry.

Cooperation with the carrier - transparency and honesty as its foundation

Hauliers who approach us point out how important it is for them to be transparent about the terms and conditions of their cooperation. This is because clear rules and honesty help avoid conflicts and build lasting business relationships.

• Precise provisions on lead times, rates and complaints procedures prevent misunderstandings.
• Avoiding hidden costs and giving realistic delivery times increases the confidence of hauliers.

In our survey on waste transport in Europe, as many as 78% hauliers indicated that they avoid working with companies that change the terms of their contract without prior agreement. This is because nobody likes to live in uncertainty and it is much better to work when they know what to expect and what is expected of them.

Timely payments as key to loyalty

The problem most frequently reported by hauliers is late payments. Delays negatively affect their liquidity and can result in the termination of cooperation.

• It is a good idea to define precise deadlines and settlement methods in the contract.
• The standard deferral period of up to 45 or 60 days can sometimes be burdensome for carriers. Being able to pay early in exchange for a rebate is a good solution.

Of the hauliers asked about their optimal settlement terms, 65% of them indicated that they choose contractors offering faster settlements. They acknowledge that companies that offered settlement after 45 or 60 days tended to extend these deadlines on the basis of 'we will only pay when you claim'. Therefore, when they talk to freight forwarders, they negotiate terms and guarantee to be paid within 1 day to a maximum of 7 days. Of course, such a solution involves deducting a percentage from the freight value to the freight forwarder offering the cargo. In this way, both the wolf and the lamb are reaped.

Effective communication and building relationships based on trust

Regular contact and open communication reduce the risk of mistakes and strengthen the partnership.

• Rapid dispute resolution minimises the risk of loss.
• Discussions on optimising cooperation increase the commitment of carriers.

82% of the hauliers we interviewed clearly indicated a preference for companies that are proactive about communication and responsive to their needs. This is not about writing or calling the driver every few kilometres to check where he is and what he is doing. Rather, it is about responding to the signals he or she sends when there is clearly something wrong during transport.

Respect for the carrier's time

Time is one of the most valuable resources in the transport industry. Respect for hauliers' time translates into efficiency and cooperation satisfaction.

• Avoiding delays on loading and unloading allows hauliers to plan their work better.
• Efficient organisation of logistics processes reduces unnecessary waiting for drivers.

More than 60% hauliers who took part in our survey, when asked if they often find themselves waiting for long periods of time between loads, indicated that they definitely do. One respondent added the comment that he worked for a certain Polish haulage company that sent him to Western Europe to Germany, from where he was to move on to the Netherlands. In theory, everything was arranged, but he had to wait one day outside Hamburg, without any phone call or email from the forwarder. And by the time he reached his destination near Eindhoven, he had to wait another two days practically in a field a few kilometres from the delivery point, because the forwarder had not come to an agreement on the avisation window.

Cooperation with the carrier and joint problem solving

Collaboration based on partnership implies facing challenges together. Involving both parties in solving problems builds trust and strengthens relationships.

• Taking carriers' opinions into account in the decision-making process can lead to better solutions.
• Involving carriers in logistics planning allows processes to be better aligned with operational realities.

This issue also featured in our survey with effective communication. 28% of the hauliers taking part in our survey indicated that they were left alone with the problem in crisis situations and could not rely on the help of forwarding.

Appreciation and motivation

Carriers, like employees, need appreciation and motivation. Lack of recognition from principals can lead to frustration and increased turnover among carriers.

• Simple gestures such as thanks or recognition can make a significant difference to carrier morale.
• The introduction of additional benefits for on-time and trouble-free execution of orders motivates the maintenance of high service quality.

For our survey, we asked hauliers whether they felt valued when working with their current freight forwarder, and in this case opinions were clearly divided. 50% of them said yes, the other number said no. For the affirmative answers, a large proportion of commenters indicated that they could count on bonuses, depending on the number of orders completed. Others mentioned a bonus for on-time deliveries. Still others mentioned loyalty bonuses depending on how long they have been working with a particular freight forwarder.

Investing in the development of carriers

Investing in the development of carriers' competences helps to improve service quality and build loyalty.

• Organising courses on efficient logistics, fleet management or new regulations increases their competitiveness.
• The provision of work support tools, such as GPS systems or electronic documentation, improves work organisation.

We asked respondents whether the freight forwarders they work with organise any training dedicated to hauliers. 31% of them confirmed that they do. The most frequently mentioned courses enabling the transport of ADR materials or green driving training.

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Long-term cooperation with the carrier requires transparency, timely payments and good communication. Flexibility in difficult times, investment in carrier development and the use of modern technology are also key. By implementing these principles, it is possible to build long-lasting, trusting relationships that benefit both parties.