Everyone needs time away from work — including freight agents. But when customer relationships, shipment details and service expectations are central to your business, taking vacation requires more than setting an out-of-office message. 

For independent Landstar agents, preparation can help protect customer confidence while giving agency teams the information they need to keep work moving. The key is to plan early, communicate clearly and document the details that make each account run smoothly. 

Here are practical ways freight agents can prepare before stepping away. 

1. Start With the Customer Conversation 

Customers should not be surprised by your time away. A short, proactive message can reinforce that you are planning ahead and that the right people will have the information they need while you are out. 

Give customers enough notice to discuss active shipments, anticipated freight and any business-critical dates. For high-volume or complex accounts, a quick call may be more useful than email alone. Use the conversation to confirm what is already scheduled, what may need attention while you are away and who should be contacted for routine questions or urgent needs. 

2. Review Active and Expected Freight 

Before vacation begins, take inventory of what is already moving, what is booked and what may be tendered during your absence. Look for freight that has tighter windows, special handling needs, recurring lane requirements or customer-specific instructions. 

Where appropriate, schedule work early, confirm appointment details and make sure documentation is easy to find. This can help reduce last-minute decision-making and give your coverage contact a clearer view of what needs attention. 

3. Create a Coverage Plan Before You Need It 

A good vacation plan identifies who is covering what, when they should step in and how issues should be escalated. If another team member or trusted colleague is helping with coverage, align on responsibilities before the out-of-office period begins. 

• Which customers or accounts require daily review? 
• Which shipments need status checks or follow-up? 
• Who should receive customer calls or emails? 
• What situations require immediate escalation? 
• Where can the coverage contact find account notes, lane history, shipment details and customer preferences? 

For Landstar agents, this is also a good time to identify the internal resources, support teams or tools that may help the coverage contact resolve routine questions more efficiently. 

4. Document Account-Specific SOPs 

Standard operating procedures (SOPs) do not need to be complicated, but they should be specific enough that someone else can follow the process without relying on memory. Freight brokerage best practices emphasize documented workflows, communication standards and clear handoffs because they reduce guesswork and help maintain consistency when someone else steps in. 

For each key account, consider documenting: 

• Primary and backup customer contacts 
• Preferred communication method and timing 
• Common lanes, pickup locations and delivery locations 
• Quoting considerations and customer-specific requirements 
• Recurring appointment windows or facility instructions 
• Documentation requirements 
• Escalation contacts and decision points 
• Known exceptions, sensitivities or recurring issues 

Once created, review SOPs regularly. Annual reviews can help keep information current, but account details may need updates sooner if customer contacts, lanes, systems or procedures change. 

5. Use Tools to Keep Information Visible 

The best coverage plan is only useful if people can find it. Before leaving, make sure the information your team needs is stored in an accessible, organized place. Notes should be clear, current and tied to the account or shipment when possible. 

Landstar resources and systems are designed to help agents manage work, access shipment information and stay connected to operational support. Using available tools consistently can make it easier for someone else to understand account activity and respond appropriately while you are away. 

6. Set Customer Expectations for Urgent and Non-Urgent Needs 

Not every request needs the same response. Before vacation, separate routine items from time-sensitive ones. This helps customers understand what will be handled by the coverage contact, what can wait until you return and how urgent matters should be routed. 

Clear expectations can reduce unnecessary back-and-forth and support a smoother experience for customers, coverage contacts and internal teams. 

7. Prepare a Short Customer Message 

Use a simple, professional note that reinforces preparation and continuity. 

Sample message: I’ll be out of the office from [date] through [date]. Before I leave, I’m reviewing upcoming freight and active shipments so we can plan coverage appropriately. During that time, [coverage contact name] will be available for routine questions and shipment support. If anything time-sensitive comes up, please contact [contact details]. I’ll follow up when I return. 

Vacation Planning Checklist for Freight Agents 

• Notify key customers in advance. 
• Review active, booked and expected freight. 
• Confirm appointment windows, contacts and documentation needs. 
• Identify coverage contacts and escalation paths. 
• Document customer-specific SOPs. 
• Update account notes and shipment details in the appropriate system. 
• Share routine and urgent contact instructions. 
• Set an out-of-office message with clear coverage information. 
• Block time after vacation to review open items and reconnect with key customers. 

The Bottom Line 

Vacation planning is not just about taking time off. It is a business continuity practice. For freight agents, the right preparation can support customer confidence, reduce last-minute friction and give coverage contacts the context they need to keep work moving. 

When agents communicate early, document repeatable processes and use available resources consistently, time away becomes easier to manage — for the agent, the customer and the team supporting the work.