Freight Claims 101: How to File, Document, and Win Your Claim

When freight arrives damaged or short, the clock starts immediately. Carriers and their insurers are experienced at defending claims. Shippers who document well and file quickly win far more often than those who wait.

This guide covers the full freight claims process — from noting damage at delivery to filing a formal claim and negotiating settlement.

Types of Freight Claims

• Visible damage — damage that is apparent when the delivery driver arrives
• Concealed damage — damage discovered after the driver leaves and packaging is opened
• Shortage — fewer pieces or pallets than what the BOL documents
• Delay — freight that arrives outside the agreed delivery window (rarely covered)
• Loss — freight that never arrives

Step 1: Note It at Delivery

When the driver arrives, inspect before signing. If anything is visibly damaged or short, write a specific exception on the delivery receipt — not just "damaged" but "3 pallets of cartons with crushed corners, product appears compromised" or "2 pallets short per BOL."

A clean delivery receipt signed without exceptions is the carrier's strongest defense. It creates a presumption that freight was delivered in good condition. Reversing that presumption with a concealed damage claim is possible, but harder.

Step 2: Photograph Everything

Take photographs before moving anything. Document:

• The trailer interior at time of delivery
• The freight in position as delivered
• All damaged packaging and product
• The packing list and BOL side by side with the actual freight count

Photographs taken within minutes of opening the trailer carry far more weight than photos taken hours later.

Step 3: File Promptly

For visible damage, file within nine months of delivery. For concealed damage, file as soon as it is discovered — ideally within five business days. Delays in filing give carriers grounds to question whether the damage occurred in transit.

Send the claim in writing via email or certified mail. The carrier must acknowledge the claim within 30 days and resolve it within 120 days under the Carmack Amendment.

What to Include in a Freight Claim

• Original bill of lading
• Delivery receipt with written exceptions
• Photographs of damage
• Invoice or purchase order showing the value of the goods
• Repair estimate or salvage value documentation
• Packing list

Why Claims Get Denied

• Delivery receipt was signed clean — no exceptions noted
• Claim filed after the deadline
• Insufficient documentation of value
• Inadequate packaging — carrier argues freight wasn't packed to standard
• The commodity was excluded from carrier liability

Frequently Asked Questions

What is the Carmack Amendment?

The Carmack Amendment is the federal law governing carrier liability for interstate freight shipments. It sets the standard for what carriers are liable for and the process for filing claims.

How long do I have to file a freight claim?

Nine months from delivery for visible damage or loss. Concealed damage should be filed immediately upon discovery, and no later than nine months from delivery.

Can I refuse a damaged shipment?

Yes, but do so carefully. Refusing a shipment returns it to the carrier and can complicate the claim. In most cases, accepting and filing a claim while retaining the goods is the better approach.

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