Freight Damage Claim Letter Template
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.
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Freight Damage Claim Letter Template
Freight Claim Letter
To: Claims Department, Northline Freight From: Acme Distribution Ltd Contact: Jordan Lee, Receiving Manager
Re: Claim for Damage PRO number: PRO-448201 Bill of lading: BOL-77310
Shipment details
| Item | Detail |
|---|---|
| Origin | Houston, TX |
| Destination | Dallas, TX |
| Ship date | 2026-10-05 |
| Delivery date | 2026-10-09 |
| Exception noted on delivery receipt | Yes |
Description of the loss
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.
We request that Northline Freight acknowledge this claim in writing and investigate it. The claimed amount is USD 4,860.00, calculated from the supporting invoice and the cost of damaged or missing goods.
Supporting documents enclosed
| Document | Enclosed |
|---|---|
| Original bill of lading (signed) | |
| Delivery receipt showing exceptions | |
| Commercial invoice or proof of value | |
| Photographs of damage and packaging | |
| Inspection report or damage assessment | |
| Repair or replacement estimate |
Authorization
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.
Receiving exceptions to claims
Want receiving exceptions in your ERP to feed a claim package automatically? We can discuss what is practical.
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How to use the template
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.
- 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
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
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
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.
Frequently Asked Questions
How long do I have to file a freight claim?
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?
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?
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?
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.
If receiving exceptions are logged in your ERP or WMS, we can help turn them into a ready-to-send claim package automatically.
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