Guide
Cargo claim deadlines checklist: what to do in the first days
Damage is found at the dock. The claim is won or lost in the next few days, on paper you either collected or did not.
In short
- Deadlines for cargo claims come from your contract and the carrier liability rules. We do not state them here.
- Check your contract and the carrier liability rules, and verify with a professional. Do it before you need it.
- Collect the same five things every time: notes on the BOL, photos, counts, the temperature or seal record where relevant, and a dated written notice.
- Keep one folder per load. A claim without records is an opinion.
Why speed and paper matter
A claim is a story with receipts. The shipper says the freight left whole, the receiver says it arrived damaged, and the carrier sits in the middle. The side with dated notes, photos and counts has the easier conversation.
The figure shows four steps in order. The note at the bottom is the part we cannot do for you: the time limits that apply to your load depend on your contract and the liability rules, and they differ. Read them now, while nothing is wrong. For refrigerated freight, see the reefer claims guide.
The checklist, in order
At the dock
Count pieces before signing. Write any damage or shortage on the BOL before the driver signs, and photograph the BOL page.
Photos and seals
Photograph the freight, the pallets, the trailer interior and the seal. Date and place show on the phone file.
Tell dispatch the same day
One short message: load number, what is wrong, who saw it. It starts the paper trail.
Send written notice
Email the broker and, where your contract says so, the shipper. State the load, the problem and attach the evidence.
Build the claim file
BOL, rate con, photos, counts, notes, messages, and the invoice for the goods if you can get it.
Evidence and who usually holds it
| Evidence | Who has it | Why it matters |
|---|---|---|
| Signed BOL with notes | Driver, receiver | Shows condition at handover |
| Photos of freight and seal | Driver | Shows what was seen and when |
| Piece count on loading and unloading | Shipper, receiver, driver | Shows if a shortage is real |
| Temperature or tracker record | Reefer unit, monitoring app | Shows if cold chain held |
| Written notice and replies | Dispatch, billing | Shows when you told them |
| Value of the goods | Shipper invoice | Sets the size of the claim |
Example: a small damage claim EXAMPLE VALUES
Example data. A 22 pallet load arrives with 3 pallets damaged. The shipper invoice values a pallet at $310. The receiver charges $120 for disposal.
| Line | Amount |
|---|---|
| 3 damaged pallets x $310 | $930 |
| Disposal charge | $120 |
| Amount claimed | $1,050 |
| Share of the load that is damaged | 13.6% |
3 of 22 pallets is 13.6%. Who pays what depends on the contract and the cause, which this guide cannot decide. What it can do is make sure you have the records either way. Use the bad broker cost tool to see what an unpaid or disputed load costs you in time and cash.
Estimate what a disputed load costs Check your last 20 loads
Habits that weaken a claim
- Signing a clean BOL. If damage is visible and the BOL is signed clean, the record says the freight was fine.
- Photos without context. A close-up with no load number is hard to use. Shoot the BOL page, then the freight.
- Verbal notice only. A call is not a record. Follow it with an email the same day.
- Waiting for the final number. Send notice early. The amount can be updated later.
Copy and fill in
Keep it factual and short. Save the reply with the load file.
Do not guess the deadline
Time limits for a claim can be short, and they depend on the document that governs the load. Put a reminder in your calendar on delivery day, and read the contract and the carrier liability rules. Verify with a professional.
We do not give legal, tax or financial advice. Your contracts come first.
Questions
How long do I have to file a cargo claim?
It depends on your contract and the carrier liability rules. We do not give a number. Check them and verify with a professional.
Should the driver argue at the dock?
No. The driver notes the problem on the BOL, takes photos and calls dispatch. The argument happens later, on paper.
What if the receiver refuses to note damage?
Photograph the freight and the BOL, write down the name and time, and tell dispatch at once.
Does insurance replace this checklist?
No. Your insurer may ask for the same records. Ask them what they need.
Related: reefer claims, POD and BOL errors, POD checklist, reefer documentation, reefer fleets, all guides.
See what your last 20 loads show.
One short form. We reply by email with the next step, and a one-page report follows. Free, no obligation.
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