Nothing delays supply chains more than cargo damage, which causes carrier back-and-forths, extends delivery schedules, and fails to meet customer expectations.

Accidents are unavoidable, but shippers can retake control and reduce costs by responding quickly to unanticipated stumbling blocks. Quick response, meticulous recordkeeping, and clear customer counsel can help you optimize claims handling and get back on track.

Cargo Damage Requires Accurate Records And A Consistent Methodology

Recognize Damage During Delivery

Registering damaged cargo is the initial step in the claims process. An inspection of the goods should be performed promptly after delivery. If there is any damage, please indicate it on the delivery receipt before signing. If the damage is not recorded on the delivery receipt, the freight claim amount will likely be reduced to a settlement—or worse, denied entirely.

When signing for damages, there are a few crucial points to remember:

Note all damages: If only one item is reported damaged, the carrier may only refund that item.

Be specific: “Subject to inspection” is not an appropriate or valid notation for holding carriers responsible for damage. Instead, the receipt should go into depth, including the number of pierced hoses and broken glasses.

Refuse freight when necessary: If the driver refuses to allow you to sign or inspect the shipment for damage, you should decline it.

2. Notify The Carrier Within Seven Days

As quickly as possible, let the carrier know how the shipment is progressing. This strategy could be as simple as marking the damage on the delivery receipts. However, if no damage is discovered during delivery, another possibility exists.

If clients notice cargo damage after delivery, shippers have seven days to contact the carrier. Any later carriers will instantly deny damage claims.

3. Submit A Complete Freight Damage Claim

When it comes to freight claims, more paperwork is preferred. Shippers should keep thorough records and present the required documentation with every freight claim:

• Completed the freight claim form
• Product or sales invoice
• Proof of delivery or receipt
• Original bill of lading
• Carrier’s bill for freight charges
• Repair cost invoice (if appropriate)

Shippers should also provide images, a write-up or description of the loss or damage, a record of a discounted sale, and a carrier inspection report. For high-value goods in particular, carrier inspection reports can be a huge help to a shipper’s case—and shippers can usually request inspections at no additional cost.

4. Damaged Freight Should Be Preserved And Ready For Pickup Or Inspection

Damaged freight must be made available to the carrier for inspection or salvage pick-up throughout the freight claims procedure. The delivery packaging should be retained until the freight claim is decided because throwing it away could delay the claims process.

5. Coordinate A Swift Cargo Replacement

Every shipment has a deadline and is unique in its urgency, thus replacing any damaged cargo as soon as possible is crucial. Shippers can ship a replacement without waiting for a freight claim to be finished. If they send it out before filing a claim, they can include the replacement freight costs. 

Shippers should always send a replacement shipment through the same carrier that delivered the damaged freight. Most carriers will only cover replacement costs provided they offer the original shipment.

If you’re interested to learn more about this and other trucking-related topics, feel free to browse our free resources. Otherwise, you may reach us at 317-978-0276 today!