How to File a Freight Claim: Step-by-Step Guide

Despite everyone's best efforts, freight damage and loss do happen. When they do, knowing how to properly file a freight claim can mean the difference between a quick recovery and a lengthy battle. Here's your step-by-step guide.

Types of Freight Claims

Damage Claims

Filed when freight arrives damaged. This is the most common type of claim.

Shortage Claims

Filed when freight is missing—either entire pallets or partial quantities.

Loss Claims

Filed when an entire shipment fails to arrive.

Concealed Damage

Damage discovered after delivery, when packaging appeared fine. These are harder to prove.

Step 1: Inspect at Delivery

This is the most critical step. Before signing the delivery receipt:

1. Count every piece against the Bill of Lading 2. Inspect visible freight for damage 3. Note any exceptions on the delivery receipt 4. Take photos of damage and packaging

Important: If you sign "clean" (no exceptions noted) and later discover damage, your claim becomes much harder to prove.

Step 2: Document Everything

For a successful claim, you'll need:

Original Bill of Lading

Delivery receipt (with exceptions noted)

Paid freight bill

Commercial invoice showing value

Photos of damage

Inspection report (for significant claims)

Repair estimates or replacement quotes

Step 3: File Promptly

Most carriers have specific time limits for filing claims:

Visible damage: Often 5-15 days

Concealed damage: Often 5-15 days from discovery

Loss: 9 months under Carmack Amendment

File in writing—email is acceptable but keep records.

Step 4: Calculate Your Claim

Your claim should include:

Invoice value of damaged goods

Freight charges (if total loss)

Inspection costs

Salvage value (if applicable)

Note: The Carmack Amendment limits carrier liability to actual value, not consequential damages.

Step 5: Follow Up

Carriers have 30 days to acknowledge receipt and 120 days to pay, decline, or make a settlement offer. Keep records of all communications.

Tips for Successful Claims

1. Always note exceptions at delivery

2. Take lots of photos - you can't have too many 3. File quickly - delays hurt your case 4. Keep packaging until the claim is resolved 5. Be persistent but professional

How Chainlink Solutions Helps

We assist our customers with the claims process:

Documentation guidance

Carrier communication

Status updates

Advocacy on your behalf

Our goal is to make claims as painless as possible. Contact us if you need help with a freight claim.