Freight Claims 101: How to Protect Your Shipments and Maximize Recovery

When freight goes missing or arrives damaged, every minute counts. Whether it’s visible damage, missing items, or concealed issues discovered later, the key to recovering your losses, and protecting your margins, lies in knowing what to file, when to file it, and how to document it.

At Revcon Logistics, we help clients navigate the freight claims process with clarity and confidence. Below is a practical breakdown of the four main claim types and how to handle each one effectively.

1. Damage Claims

When to file: When freight arrives visibly damaged — crushed, punctured, wet, repackaged, or otherwise compromised.

What it covers: Physical damage caused by mishandling, improper loading, shifting during transit, or environmental exposure.

How to strengthen your claim:

• Delivery Receipt: Must include specific notes about the damage and be signed in the driver’s presence. Avoid using “Subject to inspection” — it’s legally meaningless.

• Bill of Lading (BoL) & Load Confirmation: Confirms shipment details and establishes carrier liability.

• Customer Invoice: Shows product values, item details, and weights.

• Photos: Take clear images of the trailer interior, packaging, and damaged goods before unloading.

• Carrier Agreement & Insurance Certificate: Proves liability coverage.

• All Communications: Include all emails and letters of assignment related to the claim.

Pro Tip: Take photos before unloading and request a carrier inspection within 5 business days. If the carrier doesn’t inspect, your documentation becomes the official record.

2. Shortage Claims

When to file:When part of a shipment is missing — either entire packages or partial quantities.

What it covers:Freight that was tendered but not fully delivered to the consignee.

Documentation you’ll need:

• Signed Delivery Receipt: Clearly note missing items or counts and have the driver initial it.

• BoL & Load Confirmation: Verifies what was accepted by the carrier.

• Customer Invoice: Proves the value and quantity of missing freight.

• Photos: Especially helpful when product counts are disputed.

• Communication Record: Notify the carrier immediately — most require notice within 5–15 days.

Pro Tip: Create an internal SOP to verify quantities right after unloading. Late reporting is one of the top reasons for claim denials.

3. Loss Claims

When to file:When an entire shipment — or part of it — never arrives and cannot be located.

What it covers:Total or partial loss of freight in transit due to misrouting, theft, or carrier error.

Documentation checklist:

• BoL & Load Confirmation: Confirms carrier acceptance.

• Proof of Non-Delivery: A written statement from the carrier acknowledging loss.

• Invoice & Proof of Payment: Establishes shipment value.

• Carrier Communication Records: Show acknowledgment or investigation updates.

• Police Report (if applicable): Recommended for high-value or theft-related losses.

Pro Tip: File quickly — federal law allows nine months from delivery or expected delivery to file a freight claim.

4. Concealed Damage Claims

When to file:When damage is discovered after delivery, during unpacking, with no visible signs at receipt.

What it covers:Internal or hidden damage that wasn’t visible upon delivery.

Key documentation:

• Original Delivery Receipt: Even if no damage was noted initially.

• Photos: Taken immediately upon discovery.

• Inspection Report or Carrier Notification: Must be requested within 5 business days of delivery.

• Invoice and Packing Slip: Verify product value and details.

• Retention of Goods & Packaging: Do not dispose of materials until the carrier inspection is complete.

Pro Tip: Concealed damage claims filed after five days can be legally denied. Implement a 24–48 hour internal inspection policy after every delivery.

Why Documentation is Everything

No matter the claim type, documentation is your strongest defense. Carriers can — and often do — deny claims that lack complete evidence. Each claim should include:

• A signed and annotated delivery receipt

• Carrier-signed BoL

• Customer invoice

• Photos

• Communication records

• Proof of carrier notification within required timeframes

Manual claim tracking often leads to missed deadlines and lost files — costing shippers time and money.

That’s why many Revcon clients rely on FreightClaims.com, which automates documentation, timestamps every file, and centralizes communication for faster settlements and fewer denials.

Final Thoughts

Freight claims aren’t just about getting reimbursed, they’re about protecting your profit margins, maintaining customer trust, and safeguarding your brand reputation.

By understanding which claim to file and backing it with airtight documentation, you’ll dramatically improve your recovery rate and reduce time-to-resolution.

At Revcon Logistics, we help you stay ahead, with proactive processes, technology, and the experience to manage your transportation program from pickup to payment.