Key Strategies for Booking the Best Holiday Loads

With the holiday rush right around the corner, you can bet there are going to be plenty of loads to haul.  But how do you find the higher-paying loads that rake in the big bucks? Let's take a look at how to book strategically to take advantage of the holiday freight rush without getting burned out.

Plan and Lock in Loads Early

• Start early: Proactively reach out to shippers or brokers in advance. OTR Solutions recommends early planning — shippers begin booking weeks before peak season.

• Secure key lanes: Identify profitable lanes and try to lock them in before other carriers bid them up. 

• Use load boards: Combine broker relationships with spot market opportunities.

Be Flexible With Scheduling

• Offer flexible delivery windows: If shippers/receivers are okay with a window (instead of a strict time), you can optimize for your route and capacity.

• Consider multi-day pickup/delivery windows: This helps carriers plan better, especially when capacity is tight.

• Account for holiday closures: Confirm that your consignee is open and able to receive freight.

Maintain Strong Communication

• Stay in close contact with shippers, brokers, and consignees. Reconfirm pickup/drop times, facility hours, and any special holiday instructions. 

• Use real-time updates: Provide ETAs, delay alerts, and proof of delivery promptly.

Manage Risk and Security

• Use “protect from freeze” services: For temperature-sensitive loads, many carriers/3PLs offer freeze protection (heated trailers, insulating blankets, etc.).

• Be theft-aware: During holidays, especially winter, cargo theft risk rises. Audit pickup/delivery security, double-check paperwork, and use secure facilities.

Optimize Cash Flow & Costs

• Build in cash-flow flexibility: Factoring or quick-pay options allow you to take on loads confidently, even with delayed payments.

• Plan routes strategically: Map out fuel stops, rest areas, and low-traffic times to minimize cost and delays.

• Winterize equipment: Make sure your trucks are ready — check tires, chains, lights, and other maintenance to avoid breakdowns when time is tight.

Leverage Relationships

• Work closely with trusted carriers or shippers: Long-term relationships give you an edge in securing high-quality loads.

• Diversify your network: Don’t rely on just one broker or one type of freight. Having options helps when one lane gets saturated.

• Forecast with your partners: Share your expected volumes, especially during peak weeks, so everyone can prepare.

Stay On Top of Market Trends

• Watch capacity shifts: Holiday season dynamics shift rapidly. Stay attuned to tender rejection rates and capacity changes.

• Monitor freight-market outlooks: For example, in December 2025, dry-van rates might rise due to fewer trucks on the road.

Common Pitfalls to Avoid

• Waiting too long to book — capacity fills fast.

• Overpromising delivery windows when weather or facility closings are likely.

• Ignoring security: theft or mis-pickups can make “good rates” a bad deal.

• Not accounting for extra costs (lumper fees, holiday premiums, fuel surges).

• Failing to communicate: misaligned expectations lead to delays or canceled loads.