How to File a Freight Claim: A Step-by-Step Guide
Shipping any kind or freight comes with its fair share of risks— damages, shortages, and even lost shipments can happen. When they do, knowing how to properly file a freight claim can save you time, money, and frustration. At Fair Trade Logistics, we’re here to make sure you understand the process and have everything you need to submit a claim successfully.
What is a Freight Claim?
A freight claim is a request for financial reimbursement due to damaged, or lost freight. If your shipment arrives in less-than-perfect condition, it’s critical to act fast and file a claim with all the necessary documentation.
What You Need to File a Freight Claim
To ensure a smooth claims process, be prepared to provide the following information:
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Photos of the damaged product – Take clear pictures of the damaged items and their packaging upon delivery. This visual evidence is crucial for claim approval.
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Purchase Order – Providing the purchase order helps verify the transaction details and the shipment’s intended contents.
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Sales Invoice – This document proves the value of the goods being claimed.
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Proof of Delivery (POD) / Delivery Receipt – A signed POD or delivery receipt confirms when and how the freight was delivered. If damage was noted at the time of delivery, it should be documented on this form.
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Summary of what happened – A brief but clear description of the issue, including when the damage was discovered and any relevant details regarding the shipment’s condition.
Important Deadline: Act Fast!
While you have up to six months to file a claim with damage noted on the Proof of Delivery (POD), concealed damage claims (damage found after the driver departs) must be submitted within five (5) business days of delivery. Waiting too long can result in claim denial, so be sure to file as soon as possible.
Pro Tips for a Successful Claim
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Inspect freight upon delivery. If damage is visible, note it immediately on the POD before signing.
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Keep all damaged goods and packaging. The carrier may request an inspection before approving the claim.
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Be thorough with documentation. The more detailed your claim submission, the better your chances of a quick resolution.
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Follow up. Carriers can take time to process claims, so staying proactive can help speed up the process.
Need Help? Fair Trade Logistics Has Your Back
Filing a freight claim doesn’t have to be a headache. At Fair Trade Logistics, we assist our customers in navigating the claims process, ensuring all required documents are in place for a successful resolution. If you have any questions or need guidance, reach out—we’re here to help.
Contact us today to learn more about how we can optimize your shipping and protect your bottom line.
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