Prepare and file the claim using a form provided by the carrier (see link to carrier web pages) within the period of Statute of Limitations. This form will constitute a demand for payment, which is vital in filing a claim. Other necessary documents for claim filing are:

• Original freight bill
• Original bill of lading or copy thereof
• Original invoice or copy thereof
• Delivery receipt (copy of freight bill) shows loss and damage notation and driver's signature.
• Carrier's copy of inspection report (for claims involving damage or concealed loss or damage).
• Photographs (if possible)
• Itemized statement or invoice covering repairs to damaged material. List material, labor and overhead costs separately. Material costs must be broken down in detail relative to number of pieces and cost per piece. Cost of labor must show number of hours and rate per hour. A realistic figure should also be included for overhead. (This invoice required on damage claims only.)
• Salvage receipt (when salvage is involved).

There may be a situation when it is impossible to file a claim within the Statute of Limitations due to the fact that all necessary repair costs and documents are not available within this period. In this event, you must file a claim with the carrier before the Statute of Limitations expires and state on your claim, “Estimated damage at (number of dollars)", actual costs and documents to follow. This type of claim is legal and protects you from your claim being disallowed under the Statute of Limitations.

When calling the carrier with an inspection request concerning loss or damage, be prepared to give the specifics of the situation:

• Your Name
• Your company's name
• Your address
• Your phone number
• Carrier's freight bill number
• Date delivered
• Shipper and point of origin
• Commodity damaged or lost
• Value of loss or damage or good estimate thereof

Explain why you are requesting an inspection. Be sure to obtain the name of the person to whom you are speaking and make a note of the call for your records. Briefly follow up your verbal notification in writing.

Some examples of what to check for:

• shortage
• pilferage
• apparent damage
• concealed damage

One of the most important factors in claims resolution is whether a thorough inspection of shipments received was made before the delivery receipt was signed. Make sure before signing the carrier's delivery receipt that you have the correct number of cartons, pallets, crates, and pieces. If the shipment is short, write a note on the delivery receipt and have the driver sign it. Be specific in noting exceptions: do not just mark the bill "short". Try to determine what is missing and the corresponding weight if possible. For example, "one pallet with four transmissions, weighing 2800 pounds." Also, if a shipment has special markings such as, "top side up" and upon delivery the carton or crate has been laid down, take time to open the carton or crate to visually check the contents for concealed damage before signing the delivery receipt. If the driver refuses to sign the exception, you should make a notation on all documents before signing.

On shipments to your company from a supplier or from your company to a customer, the decision as to who should file a claim depends generally upon who has title to the material in question and not upon the method of payment of freight charges. Unless indicated otherwise noted in the terms of purchase or sale, passage of title and responsibility for insurance usually is determined by the F.O.B. (Free On Board) point as specified on the purchase or sales order.

Example:

• Shipment from a supplier to your company
  F.O.B. Origin - You file claim
  F.O.B. Destination - Supplier files claim
• Shipment from your company to a customer
  F.O.B Origin - Customer files claim
  F.O.B Destination – You file claim