Dispatch and Load Planning

Load Assignment Message to Driver

An AI prompt that turns load details into a short, clear text a driver can read at a glance, with everything needed to roll.

10 fields to fill · Updated October 2026

The prompt 10 fields

Write a text message to driver [driver name] assigning load [load number]. Pickup: [shipper name and address], [pickup date and window], reference [pickup number]. Delivery: [receiver name and address], [delivery date and window], reference [delivery number]. Commodity and weight: [details]. Notes: [special instructions]. Keep it under 600 characters, put times and addresses on their own lines, and end by asking the driver to reply to confirm.

From load details to a text that gets a reply.

What you fill in

Driver: Marcus
Load: 55102
Pickup: Hillcrest Foods, Dalton GA, Oct 14, 6 to 8 AM
Delivery: Sunvale DC, Charlotte NC, Oct 14, 3 PM appt
Notes: Seal at pickup, no touch freight

What comes back

Hi Marcus, you’re on load 55102.

PU: Hillcrest Foods, 210 Industrial Blvd, Dalton GA. Oct 14, 6 to 8 AM. PU# HF-4471

DEL: Sunvale DC, 88 Commerce Pkwy, Charlotte NC. Oct 14, 3:00 PM appt. PO# 99813

Dry grocery, 38,000 lbs. No touch. Seal at pickup and send a photo of the seal.

Reply YES to confirm. Call dispatch with any issue.

Assign the load. Skip the retyping.

Vic reads the load, builds the message, and holds it for you to approve before it goes to the driver.

Try Vic→ Get a Demo→

DISPATCH · LOAD 55102

Load details pulledPickup, delivery and refs from TMS

Message draftedUnder 600 characters

Text to driver ready for review

Four ways to cut callbacks.

Lead with the load number.It is how the driver finds the load in every later conversation.

One fact per line.Drivers read at a stop. Short lines are easier to scan.

Include every reference number.Missing PU or PO numbers are the top reason for a call back.

Ask for a reply.A confirmation closes the loop and gives you a timestamp.

Questions

FAQs

What should a load assignment text include?

The load number, pickup and delivery addresses, dates and appointment windows, reference numbers, commodity and weight, and any special instructions.

How long should the message be?

Short enough to read on one phone screen. Under 600 characters works for most loads.

Can I use it for multi-stop loads?

Yes. List each stop in order in the pickup and delivery fields and ask the AI to number the stops.

Which AI tools does this prompt work in?

Any AI chat tool. Paste it, fill the fields, and review the draft before sending. In Vic, the facts fill in for you.

Keep going

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