Record condition immediately
Photograph the load, pallet, carton and product before rearranging them. Capture seals, labels, carton marks and delivery documents. Note visible shortage or damage according to the carrier's delivery procedure.
Loss and damage record
Wholesale shipment damage claim checklist
A damage claim is stronger when every photo, quantity and value document points to the same shipment. The first receiving notes matter, but they are not always a complete formal claim.
Direct answer
The short version
At delivery, record visible damage or shortage using the carrier's process, photograph the shipment before unpacking, preserve packaging and quarantine affected goods. Then check the bill of lading, transport contract and insurance instructions for notice and filing deadlines. Submit a written claim to the correct party with shipment identity, alleged loss, a specified or determinable amount and the supporting commercial, freight and inspection evidence requested.
Use this before requesting a quotation
Move from damaged carton to documented claim
Stop evidence loss
Quarantine affected goods and keep inner and outer packaging. Do not discard, repair, resell or return items until the responsible party gives written inspection or disposition instructions.
Identify the responsible path
Review the bill of lading, freight booking, Incoterms allocation, sales terms and cargo insurance. The correct recipient and deadlines may differ by carrier, route, law and contract; a supplier complaint is not automatically a carrier claim.
Quantify affected goods
List carton, SKU, quantity and condition for each exception. Separate missing, visibly damaged, concealed-damage and potentially recoverable stock. Avoid claiming the entire shipment when evidence covers only part.
Support the amount
Keep the commercial invoice, freight charges, packing list and value calculation. Explain discounts, salvage, repair or other deductions. Do not use a marketplace display amount as purchase cost or shipment value.
File a clear written claim
State shipment identity, alleged loss or damage, requested amount and supporting records. A damage notation or inspection report alone may not satisfy the applicable formal filing requirement.
Control correspondence and salvage
Assign an internal claim reference and store every acknowledgment, information request, inspection appointment, offer and final decision. Record any salvage instruction or recovery so the same loss is not counted twice.
Reusable buyer brief
Shipment loss or damage claim file index
Internal claim and purchase-order reference: Bill of lading/air waybill/tracking reference: Carrier, route and delivery date: Delivery notation and notice date: Affected carton, SKU and quantity: Damage, shortage or delay description: Photo and inspection evidence index: Commercial invoice and packing list: Freight charge and value support: Claim recipient, deadline and filing method: Specified or determinable amount claimed: Acknowledgment, status and final disposition:
Fill only the details relevant to your request
Before you send the request
Questions buyers often ask
Is a damaged delivery receipt a formal cargo claim
Not always. Under the cited U.S. framework, damage notations or inspection reports alone do not satisfy the minimum written-claim requirements. Check the governing contract and law.
Should damaged packaging be thrown away
Keep it until the carrier, insurer or responsible party provides written instructions. Packaging can show impact, moisture, puncture, seal or handling evidence.
What value should be used for a claim
Use the value basis required by the applicable contract, policy or law and support it with invoices and calculations. Do not substitute an unrelated marketplace display amount.
Who receives the damage claim
That depends on the transport and insurance structure. Review the bill of lading, carrier terms, sales contract and policy rather than sending the same unsupported demand to every party.
Keep the request specific
Deadlines and liability depend on the actual transport contract
The cited U.S. motor-carrier rule is an example of a formal claims framework, not a universal international rule. Follow the governing bill of lading, insurance policy, carrier terms and qualified advice for the shipment.
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How this guide was prepared
This operational checklist follows evidence preservation, shipment identity, contract routing, quantity, value, formal notice and disposition. Legal requirements remain tied to the governing shipment.
- eCFR — 49 CFR Part 370Current U.S. motor-carrier loss and damage claim framework.
- GS1 Logistic Label GuidelineReceiving identifiers, discrepancies and traceability.
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