Freight Claim Letter Template for Loss and Damage
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.
Fill in
Freight Claim Letter Template (Loss and Damage)
Freight Loss and Damage Claim
Date: 2026-10-20 To: Lone Star Freight Lines, Claims Department From: Acme Precision Components Inc.
Shipment identification
| Field | Detail |
|---|---|
| PRO / tracking | PRO 7731984420 |
| BOL | BOL-90551 |
| Ship date | 2026-10-06 |
| Delivery date | 2026-10-10 |
| Origin | Houston, TX |
| Destination | Dallas, TX |
| Claim type | Damage (visible) |
Description of loss or damage
Two crates crushed on one corner, noted by consignee at delivery.
Amount claimed
We claim USD 6350 for the loss or damage described above.
Basis: Invoice value of damaged goods plus freight charges paid on those items.
Documents enclosed
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
Dana Whitfield, claims@example.com
Signatures
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.
Automate claim evidence gathering
Optional: a short review of how shipment, invoice and delivery data could be pulled together from your ERP for claims.
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How to use this template
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
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.
- 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
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
Claims are often denied for avoidable reasons.
- 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
Frequently Asked Questions
How long do I have to file a freight claim?
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?
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?
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?
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.
If claims depend on matching shipments to sales orders and invoices in your ERP, we can help surface those records on demand.
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