Staying on schedule and keeping clients informed is key to running a professional horse transport business. Here’s how to manage trips smoothly and reduce stress for both you and your customers.
1. Set Clear Pickup and Delivery Windows
Always give a realistic time window for arrival—both at pickup and delivery. Traffic, weather, and loading times can affect your schedule, so avoid giving exact times unless you’re close.
Example: “Pickup window is 10:00 AM to 12:00 PM on Friday.”
2. Confirm All Details in Writing
Use a confirmation message or trip form that includes:
Pickup and delivery addresses
Dates and time windows
Horse names and special care needs
Contact numbers for all parties
Send this by text or email before the trip.
3. Plan Your Route in Advance
Use Google Maps or a GPS app with truck routing. Avoid tight roads, steep grades, or low bridges. If possible, check drop-off locations on satellite view to ensure trailer access.
Build in buffer time between stops in case of delays.
4. Communicate During the Trip
Let clients know when you’re:
En route
Delayed
30 minutes out from delivery
Quick texts or calls go a long way to keeping clients calm and informed.
5. Be Honest About Delays
If you’re running behind, let them know as soon as possible. Most clients understand as long as they’re not left in the dark.
6. Prepare for Load Time
Every horse loads differently. Plan for extra time when picking up from new clients. Ask if the horse is experienced with trailers or needs special handling.
7. Use a Simple Contract
Even a basic written agreement builds trust. It should include:
Service dates
Fees
Liability terms
Cancellation policy
Keep a copy with you on the trip.
Professional scheduling and good communication are what separate trusted haulers from fly-by-night operations. It keeps your business running smoothly and leads to more referrals.