# Freight Damage Claim Letter Template

> Source: https://netray.co/tools/freight-damage-claim-letter-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

Generate a written freight damage or loss claim to a carrier, with a documents list and the points a carrier will look for.

## Category

supply-chain

## Audience

- Warehouse manager
- Receiving supervisor
- Logistics coordinator

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Claimant company

**Key:** claimant

**Type:** text

**Default:** Acme Distribution Ltd

#### Contact name and role

**Key:** contact

**Type:** text

**Default:** Jordan Lee, Receiving Manager

#### Carrier name

**Key:** carrier

**Type:** text

**Default:** Northline Freight

#### PRO or tracking number

**Key:** pro

**Type:** text

**Default:** PRO-448201

#### Bill of lading number

**Key:** bol

**Type:** text

**Default:** BOL-77310

#### Ship date

**Key:** ship_date

**Type:** date

**Default:** 2026-10-05

#### Delivery date

**Key:** delivery_date

**Type:** date

**Default:** 2026-10-09

#### 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
- Shortage
- Loss
- Concealed damage

**Default:** Damage

#### Noted on delivery receipt

**Key:** noted

**Type:** select

**Options:**

- Yes
- No

**Default:** Yes

#### Description of loss

**Key:** description

**Type:** textarea

**Default:** Two of six pallets arrived with crushed cartons and a forklift puncture on one pallet. Damage was photographed at the dock before unloading was finished.

#### Claim amount

**Key:** amount

**Type:** text

**Default:** USD 4,860.00

**Blocks:**

#### Freight Claim Letter

**Body:** To: Claims Department, {{carrier}}
From: {{claimant}}
Contact: {{contact}}

Re: Claim for {{claim_type}}
PRO number: {{pro}}
Bill of lading: {{bol}}

#### Shipment details

**Table:**

**Columns:**

- Item
- Detail

**Rows:**

**0:** Origin

**1:** {{origin}}

**0:** Destination

**1:** {{destination}}

**0:** Ship date

**1:** {{ship_date}}

**0:** Delivery date

**1:** {{delivery_date}}

**0:** Exception noted on delivery receipt

**1:** {{noted}}

#### Description of the loss

**Body:** {{description}}

We request that {{carrier}} acknowledge this claim in writing and investigate it. The claimed amount is {{amount}}, calculated from the supporting invoice and the cost of damaged or missing goods.

#### Supporting documents enclosed

**Table:**

**Columns:**

- Document
- Enclosed

**Rows:**

**0:** Original bill of lading (signed)

**0:** Delivery receipt showing exceptions

**0:** Commercial invoice or proof of value

**0:** Photographs of damage and packaging

**0:** Inspection report or damage assessment

**0:** Repair or replacement estimate

#### Authorization

**Signatures:**

- Claimant representative
- Date

**Notes:** This is a starting point, not legal advice. For US interstate trucking, claims generally must be filed in writing within nine months of delivery under 49 CFR Part 370, and the carrier has 30 days to acknowledge and 120 days to pay, decline or make an offer. Time limits and liability rules differ by mode and country, and the bill of lading terms may apply, so check your contract and local law.

## Content

**Intro:** When a pallet arrives crushed or a shipment comes up short, the claim you send in the next days decides whether you recover the cost. This template builds a clear claim letter with the shipment details, the loss and the documents the carrier will expect.

**Sections:**

#### How to use the template

**Body:** Fill in the carrier, PRO and bill of lading numbers, dates and a factual description of the loss. State the claim amount and attach the documents listed in the table. Export to PDF or Word and send it to the carrier claims department by the method named in the bill of lading, keeping proof of the date you sent it.

**Bullets:**

- Describe what you saw, not who is to blame
- Calculate the amount from the invoice, not an estimate
- Keep copies of everything you send

#### What carriers look for

**Body:** A carrier will check for a signed delivery receipt with exceptions noted, photographs, proof of value, and that the claim was filed within the time limit. Noting damage on the delivery receipt at the time of delivery is the strongest evidence. Concealed damage, found after the driver has left, is harder to prove, so report it quickly and keep the packaging.

#### At the dock: protect the claim

**Body:** Before the driver leaves, inspect the freight, count pieces, and write any damage or shortage on the delivery receipt. Take photographs with the pallet label and the carrier trailer number in view. Keep the damaged goods and packaging until the carrier inspects them or releases them in writing, and do not scrap or ship them back without approval.

#### Common mistakes

**Body:** Frequent causes of denied claims are signing clean for a visibly damaged shipment, filing late, missing proof of value, and claiming selling price when the carrier liability is limited by the bill of lading. Check whether you declared a value and bought cargo insurance, which can change the amount recoverable.

**Cta:** If receiving exceptions are logged in your ERP or WMS, we can help turn them into a ready-to-send claim package automatically.

**Faq:**

#### How long do I have to file a freight claim?

**Answer:** For US interstate trucking the claim generally must be filed within nine months of delivery. Other modes and countries differ, and contracts may set other limits. File as early as you can and confirm the rule in your bill of lading.

#### What if I find damage after the driver leaves?

**Answer:** That is concealed damage. Notify the carrier in writing as soon as possible, photograph the goods and packaging, and keep everything for inspection. These claims are harder to win, so speed and documentation matter.

#### Do I need to sign the delivery receipt if there is damage?

**Answer:** You may sign, but write the exceptions on it first, such as damaged cartons or missing pieces. A clean signature suggests the freight arrived in good condition and weakens the claim.

#### What documents does a carrier require?

**Answer:** Commonly the bill of lading, delivery receipt, invoice or proof of value, photographs and a statement of the claim amount. Some carriers also ask for a repair estimate or inspection report.

## Search terms

freight damage claim letter, freight claim template, carrier damage claim form, cargo damage claim letter sample, ltl freight claim letter, how to file a freight claim, shipping damage claim template, carrier loss claim letter

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