A freight damage claim needs records that identify the shipment, show what happened and support the loss being claimed. The exact requirements depend on the incident and applicable cover. Keep the file organised around one booking reference and preserve the original evidence.
Core documents
| Record | What it helps establish |
|---|---|
| Booking and transport documents | Parties, shipment and agreed movement |
| Delivery receipt or POD | Received units and recorded condition |
| Photographs | Packaging, damage and identifying marks |
| Commercial invoice or other value evidence | Supported value of the goods |
| Packing list | Contents, quantities and affected units |
| Repair or technical assessment | Nature and possible extent of the damage |
| Loss calculation | How the claimed amount was established |
Make the loss calculation traceable
Identify affected products and quantities. Separate repair costs, replacement value and other amounts instead of combining them into an unexplained total. Provide the weight of affected goods where requested; the entire shipment weight may not be the relevant figure.
Useful additional evidence
Pre-collection photographs, serial numbers, receiving records and correspondence about the incident can help resolve uncertainty. Keep the packaging available in case an inspection is requested.
Send the initial notification promptly and ask the manager which documents are required next. Do not delay reporting until every supplier or technician has responded.
Providing an invoice or valuation supports the review but does not establish that the full amount is recoverable.
Read reporting damage, delivery reservations and claim assessment.