Freight Damage Claim Documentation Checklist

0%

0 of 32 items complete

12 critical items still open - these are the highest-risk gaps.

Download checklist:

At delivery: protect the claim

Inspect the cargo before signing, or note that inspection was not possibleCRITICALWrite specific exceptions on the delivery receipt or proof of delivery, for example '2 of 12 crates crushed, contents exposed'CRITICALCount pieces and compare to the bill of lading and packing listCRITICALCheck the seal number against the paperwork and photograph the seal before breaking itNever sign 'clear' or 'received in good order' if anything is wrongCRITICALPhotograph the vehicle or container, the packaging and the damage before moving anythingKeep damaged goods and packaging in place until the carrier has had a chance to inspect

Concealed damage and shortages

Notify the carrier in writing as soon as concealed damage is found after deliveryCRITICALRecord the date and time the damage was discovered and who found itRequest a carrier inspection and keep a copy of the requestRetain the original packaging, pallets and straps for inspectionCRITICALDocument the shortage by comparing the received count to the invoice and bill of ladingCheck whether a cargo insurance policy needs separate notice, and notify the insurer promptlyCRITICALMark the receipt in the ERP as damaged or short and quarantine the stock

Documents to gather for the claim

Original bill of lading or airway bill, with the delivery receipt showing exceptionsCRITICALCommercial invoice proving the value of the goodsCRITICALPacking list showing contents and piece countFreight bill showing charges paidPhotographs of damage, packaging, labels and the vehicleInspection or survey report from the carrier, surveyor or your own QA teamRepair estimate, replacement quote or salvage value for damaged goodsProof of loss calculation: value, freight and any duties paidCopy of the carrier's tariff or contract terms, including the liability limit

Filing and following up

File a written claim for a determinable amount within the carrier's time limit; for US domestic road and rail it is not less than 9 months from delivery under the Carmack AmendmentCRITICALFor ocean cargo under Hague-Visby, give notice at delivery or within 3 days if damage is not apparent, and sue within one yearCRITICALFor international air cargo under the Montreal Convention, give written notice within 14 days of receipt for damage and 21 days for delayCRITICALFor international road carriage under CMR, make reservations on delivery or within 7 days for concealed damageSend the claim by a trackable method and keep proof of deliveryDiarise the carrier's acknowledgement and decision periods (often 30 days to acknowledge, 120 days to decide for US domestic)Record the claim number, claim value and status in your freight or ERP logReview denied claims against the contract terms and escalate before limitation periods endFeed root cause into packaging, carrier scorecards and insurance reviews

Time limits vary by contract, mode and jurisdiction. The deadlines above are common defaults; always check your bill of lading, carrier contract and applicable convention, and ask counsel or your insurer for advice on a specific claim.

Link receiving exceptions to claim files in your ERP

Optional: discuss automating claim evidence collection from goods receipts and shipment records.

Optional. The tool and every export work without this. No spam.

How to use the claim checklist

Print or export the list and give it to receiving staff and whoever manages freight. Work through the delivery group on the dock, the concealed damage group when problems appear later, and the documents group when you are building the claim file. Tick each item as you complete it and mark critical items first. The filing group lists notice windows for the common legal regimes so you can calendar deadlines. Keep the finished checklist with the claim file as a record of the steps taken.

Why delivery notes matter most

A clean signature on the delivery receipt is treated as evidence that goods arrived in good condition, so the carrier will use it to deny later claims. Specific exceptions written on the receipt, such as the number of damaged pieces and the nature of the damage, preserve your rights. If the driver will not wait, write 'subject to inspection' and note the time. Photographs taken before unloading support the written notes and show packaging condition, which carriers examine closely.

Count and compare pieces to the paperwork.
Record seal numbers for container shipments.
Do not discard packaging until the carrier has had an opportunity to inspect.

Notice periods and liability limits

Time limits differ by mode. US domestic road and rail shipments fall under the Carmack Amendment, which allows carriers to require claims within no less than nine months. Ocean shipments under Hague-Visby need notice at delivery, or three days for concealed damage, and a suit within one year. International air under the Montreal Convention needs notice within 14 days for damage. Liability is usually limited by weight or by declared value, so the compensation you receive may be well below the invoice value unless extra value was declared or insured.

Common mistakes

Filing too late is the leading cause of lost claims, followed by signing a clean receipt and by failing to prove the value of the goods. Others are claiming an approximate rather than a determinable amount, disposing of damaged goods before the carrier inspects them, and ignoring your own cargo insurance. Keep records of repeat problems by carrier and lane; if damage is frequent, the fix may be better packaging or a different carrier rather than more claims.

Frequently Asked Questions

What is the deadline to file a freight damage claim?

It depends on mode and contract. For US domestic road and rail under the Carmack Amendment, carriers cannot set a filing period shorter than nine months. International air and ocean have much shorter notice windows, from days to weeks, so check the governing convention.

What is concealed damage?

Damage that is not visible at delivery, for example crushed contents inside an intact box. Notify the carrier in writing immediately on discovery, keep the packaging, and request an inspection. Carriers may deny late concealed damage claims.

Will I recover the full invoice value?

Not always. Carrier liability is often limited by weight, by released value on the bill of lading, or by convention limits. To recover more, declare a higher value, buy cargo insurance or negotiate liability terms in the contract.

Should I file with the carrier or my insurer?

Often both. Notify the carrier to preserve your rights against it, and notify your cargo insurer promptly as policies have their own notice conditions. The insurer may pay and then pursue the carrier through subrogation.

Netray can link goods receipt exceptions in your ERP to a claim file, collecting invoices, photos and bills of lading automatically for your claims team to review.

Talk to an Expert Explore More Free Tools

Related Tools

Compliance & Contracts

More Supply Chain & Inventory tools

See all

Freight Damage and Loss Claim Documentation Checklist