# Freight Claim Letter Template for Loss and Damage > Source: https://netray.co/tools/freight-claim-letter-template > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer A fill-in loss, damage or shortage claim letter for a motor carrier, listing the shipment, exceptions and the amount you are claiming. ## Category supply-chain ## Audience - Logistics coordinator - Transportation manager - Customer service ## Tool **Kind:** template **Output:** document **Fields:** #### Claimant company **Key:** claimant **Type:** text **Default:** Acme Precision Components Inc. #### Carrier **Key:** carrier **Type:** text **Default:** Lone Star Freight Lines #### Claim date **Key:** date **Type:** date **Default:** 2026-10-20 #### PRO / tracking number **Key:** pro **Type:** text **Default:** PRO 7731984420 #### BOL number **Key:** bol **Type:** text **Default:** BOL-90551 #### Ship date **Key:** ship_date **Type:** date **Default:** 2026-10-06 #### Delivery date **Key:** delivery_date **Type:** date **Default:** 2026-10-10 #### Origin **Key:** origin **Type:** text **Default:** Houston, TX #### Destination **Key:** destination **Type:** text **Default:** Dallas, TX #### Claim type **Key:** claim_type **Type:** select **Options:** - Damage (visible) - Damage (concealed) - Shortage - Total loss - Delay **Default:** Damage (visible) #### Exceptions noted on delivery receipt **Key:** exceptions **Type:** textarea **Default:** Two crates crushed on one corner, noted by consignee at delivery. #### Amount claimed (USD) **Key:** amount **Type:** number **Default:** 6350 #### Basis of amount **Key:** basis **Type:** textarea **Default:** Invoice value of damaged goods plus freight charges paid on those items. #### Contact name and email **Key:** contact **Type:** text **Default:** Dana Whitfield, claims@example.com **Blocks:** #### Freight Loss and Damage Claim **Body:** Date: {{date}} To: {{carrier}}, Claims Department From: {{claimant}} #### Shipment identification **Table:** **Columns:** - Field - Detail **Rows:** **0:** PRO / tracking **1:** {{pro}} **0:** BOL **1:** {{bol}} **0:** Ship date **1:** {{ship_date}} **0:** Delivery date **1:** {{delivery_date}} **0:** Origin **1:** {{origin}} **0:** Destination **1:** {{destination}} **0:** Claim type **1:** {{claim_type}} #### Description of loss or damage **Body:** {{exceptions}} #### Amount claimed **Body:** We claim USD {{amount}} for the loss or damage described above. Basis: {{basis}} #### Documents enclosed **Body:** Copy of bill of lading Signed delivery receipt showing exceptions Commercial invoice for the goods Photographs of the damage and packaging Repair estimate or salvage value, where applicable #### Contact **Body:** {{contact}} #### Signatures **Signatures:** - Claimant representative - Title - Date **Notes:** This is a starting point, not legal advice. Carrier liability limits, filing deadlines and tariff rules vary by mode and contract. Check your bill of lading and carrier tariff for the filing window, which is commonly nine months for US domestic motor freight. ## Content **Intro:** When freight arrives damaged, short or not at all, the carrier needs a written claim with specific documents before it will pay. This template drafts the letter and lists the enclosures so the claim is complete the first time. **Sections:** #### How to use this template **Body:** Complete the shipment identifiers from the bill of lading and the carrier's tracking record, then describe the exceptions exactly as they were written on the delivery receipt. Enter the amount you are claiming and how you arrived at it. Export to PDF and email it with the enclosures to the carrier's claims address. Log the claim in your tracking sheet so you can follow up before the carrier's acknowledgement and decision deadlines pass. #### What carriers expect in a claim **Body:** For US domestic motor freight, a claim is generally treated as properly filed when it identifies the shipment, asserts liability and states a specific or determinable amount. Carriers also ask for supporting paperwork, and missing items are the usual reason for delay. **Bullets:** - Original or copy of the bill of lading - Delivery receipt with the exceptions noted at the time of delivery - Paid freight bill - Invoice proving the value of the goods - Photos of the packaging and the damage - Inspection report for concealed damage, requested promptly after discovery #### Calculating the amount **Body:** A typical claim is the invoice value of the lost or damaged goods, plus freight charges if the shipment is a total loss, minus any salvage value you retain. Carrier liability may be limited by the bill of lading, a released value rate or the contract, so the recovery can be lower than the claim. State the basis plainly so the adjuster can verify it. Do not include lost profit unless your contract allows it. #### Common mistakes **Body:** Claims are often denied for avoidable reasons. **Bullets:** - Signing for freight clean when damage was visible - Missing the filing deadline in the carrier tariff or contract - Claiming without an invoice or other proof of value - Discarding damaged goods or packaging before the carrier can inspect - Failing to follow up after the carrier's acknowledgement period **Cta:** If claims depend on matching shipments to sales orders and invoices in your ERP, we can help surface those records on demand. **Faq:** #### How long do I have to file a freight claim? **Answer:** It depends on the mode and contract. For US domestic motor freight, the standard bill of lading terms commonly allow nine months from delivery. International and air shipments have shorter or different limits, so check your carrier terms. #### What is concealed damage? **Answer:** Damage not visible at delivery and discovered after unpacking. Notify the carrier in writing quickly, keep the packaging for inspection and file the claim. Carriers often require notice within days, so act fast. #### Do I need a signed delivery receipt? **Answer:** Yes, it is the key evidence. Note every shortage and visible damage on it before signing. A clean receipt makes a damage claim much harder to win. #### Will the carrier pay the full amount? **Answer:** Not always. Liability can be limited by released value declarations, the carrier tariff or the contract. Declaring a higher value and buying cargo insurance before shipping improves recovery for high-value goods. ## Search terms freight claim letter template, freight damage claim letter, LTL claim form template, carrier loss and damage claim letter, cargo claim letter sample, freight claim filing template, shortage claim letter to carrier --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json