A Comprehensive Guide to Pilot Cars (Escort Cars) in Over-dimensional Freight Shipping

Stream Logistics

September 20, 2022

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If your High Stakes Freight™ is over-dimensional or heavy haul, you will most likely need pilot cars (AKA escort cars) to transport it to its destination on time — without damaging the freight or infrastructure along the way. But, while you might know you need a pilot car, you’re probably wondering how it works. From the types of fees to the actual costs, we’re covering the basics of escort pilot cars in freight shipping.

What does a pilot car driver do?

Before we jump into all the logistics of hiring a pilot car, it’s important to understand what a pilot car driver does and why they’re important. While it might look like they’re sitting there in front or behind your load all day, pilot car drivers are actually professionals who specialize in this kind of driving. In fact, in some states, you need to be licensed to do this kind of work.

The pilot driver’s responsibilities are to:

Ensure travel is safe for the truck driver and other motorists
Prevent damage to the roads and infrastructure along the journey
Avoid damage to the High Stakes Freight™
Minimize delays, avoid traffic, and manage traffic flow
Prevent accidents and resulting increased insurance rates
Coordinate the movement of obstructions like wires, signs, or signals when necessary

Learn more about the basics of pilot cars here.

So, does your High Stakes Freight™ require a pilot car?

It depends entirely on your load and the state you’re in. For example, in California, you’re required to have a pilot car if your freight is more than 12 feet wide. Then, in other states, if your load is 14 feet wide, you’ll need pilot cars in the front and the back. But, these rules also get tricky. In Massachusetts, for example, you need two pilot cars if your load is more than 13 feet and six inches.

There are even pilot cars for loads that exceed height limits — these are called ‘height pole cars.’ Plus, you have to know whether the state you’re in requires your pilot car driver to have special licensing or not.

At the end of the day, you want to make sure you’re following the rules and have all the proper documentation in your transportation planning. Having to stop or re-route your shipment could cause costly delays that are simply unacceptable to most of our clients.

How do pilot cars charge?

While a pilot car’s job might seem pretty straightforward, you should consider the many different charges that may apply.

Firstly, there’s the day rate. This rate is a set fee to hire a pilot car driver for the day. Secondly, there will be the ‘lead’ or ‘chase’ fee — which is the flat fee that you will pay the pilot car driver to lead or follow along your route.

Height Pole Car Charge: If the driver has to drive with a height pole
Height Pole Charge Above a Certain Height: If the height pole is higher than a certain threshold
Super-Load Day Rate: A higher day-rate for super-loads
Super-Load Lead/Chase Rate: A higher mileage rate for super-loads
Mini-Run Rate: A rate for jobs that are low mileage or will only take a few hours
Route Survey: Assistance identifying what needs to be done before your load can travel
Dead-Head Fee: For following an empty trailer
Overnight Fee: For nighttime travel
Motel Costs: Hotel and motel costs for trips that go overnight or longer
Traffic Control & Flagger Fees: Rate for this extra manpower
No-Go Fee: A fee for canceling

There’s no set industry rate for pilot cars. Sometimes pilot cars are run by pilot car or logistics companies, other times by trained, entrepreneurial drivers. Both can set their own pilot car rates — some choosing to do certain fees by the mile, others choosing to do them by the hour or even a day rate. Often though, you’ll see that pilot car fees aren’t standard (i.e., all day rates or all mileage rates) but are mixed depending on the service.

With all that said, let us give you some general examples of what pilot car fees might be. Please note, these pilot car rates can be both higher and lower than the general amounts we’ve gathered here.

Height Pole Car Charge: $1.75 – $1.95 per mile / $550 day rate
Height Pole Charge Above a Certain Number: $1.75 per mile
Super-Load Day Rate: A higher day-rate for super-loads
Super-Load Lead/Chase Rate: A higher mileage rate for super-loads
Mini-Run Rate: $225 (for under 100 miles)
Route Survey: $400 per day
Dead-Head Fee: $0.50 per mile
Overnight Fee: $75 per night
Motel Costs: Price can vary per area or be a set fee like $85

What else do I need to know about hiring a pilot car?

If you’re hiring a pilot car, you will need to look into the state-by-state permits and approvals for moving your loads. Besides the federal laws you’ll need to follow, you will need to keep track of the different rules and regulations for each state you’ll pass through.

Sometimes, these permits can take days or weeks to secure, so the sooner you can get a start on that, the better. Another good thing to know is that you might even be required to have a police escort, utility approval and other kinds of safety checks. So, keep those fees in mind, as well as the extra time they may tack on to your delivery.

So while you might have a pilot driver who can pick up and escort you tomorrow, that’s just no use without the proper permits and documentation you’ll need for each state along your route.

Should I hire a pilot car driver myself?

Generally, the best way to work with a pilot driver is through your trusted transport and logistics partner. Not only will they coordinate with pilot car drivers they trust and work with regularly, but they’ll have the state-by-state insight you need, as well as knowledge about your load to give you good, solid advice. In short: if you can get this service from your logistics partner, go for it.

Of course, you can always go about arranging a pilot car driver yourself. But, be sure to ask the right questions, like if they can provide important Route Surveys or help you apply for permits. (Don’t ever assume they’ll handle it for you!)

Generally, these are people you can trust. Professionals in their trade, escort pilot car drivers will often give you good advice and do their best to help your journey be successful — because while they have No-Go fees, they’d rather not use them, either.

Part of our job in construction logistics project management is determining whether your freight requires a pilot car and what permitting you’ll need along the way. Feel free to reach out with questions if you want to talk through the details of escorting your freight to its destination.

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