How to file a freight claim with a trucking company
Interlog USA, Inc. is not a trucking company or carrier. Rather we are a licensed property broker. Our job is to match your shipments with suitable carriers rather than actually transport product. Although we may assist you with the processing of freight claims, we assume no liability for loss or damage. Instead all interests in freight claims shall remain the property of the customer at all times.
Just because we assume no liability for loss or damage does not mean we do not assist you in this area. First we scrutinize all truckers we deal with before we allow them to handle your shipments. This includes ensuring truckers meet legal insurance coverage limits and safety requirements.
You may request copies of any supporting documents as well as investigate any carrier you want prior to them actually transporting your shipments. Just let us know.
Secondly, as circumstances dictate, we may assist you in the filing and processing of claims. Our team of claims' specialists stands ready to help you through this process. As evidence, we have prepared this step-by step guide to processing freight claims.
(The files listed below are available as Acrobat pdf files.)
Here is how you should file a claim with a carrier:
- Conduct a thorough inspection of all shipments BEFORE the driver leaves and note any visible shortages, damages, or loss on the driver's delivery receipt (DR). You should not sign any delivery receipts before you have indicated such "exceptions" on the DR. If there are no exceptions simply sign and date the DR where indicated.
- If there are exceptions, make notations on the DR as described above. Be sure and get the name of the trucking company, their address, and their Claim's Manager's name and phone number. You will need this to file the claim.
At this point you may want to send a brief letter (via registered mail) to the trucking company letting them know you intend to file a claim. Be sure and give a description of what was lost or damaged and include copies of the DR. We also suggest you submit a Receipt Discrepancy Report along with your letter. Prepare this form in four parts and distribute as follows:
Copy # 1 to the trucking company's freight claims personnel (with attached copies of respective packing list and DR's.). Copy # 2 should be sent to your Accounts Payable Department. Copy # 3 should be sent to your Purchasing Department. Copy # 4 should be secured to any damaged product.
Below is a blank Receipt of Discrepancy Report. You may download (76K) and print this out so you may use it as needed.
- If there are any damage exceptions DO NOT DISPOSE of any damaged product. The carrier may wish to inspect the goods. Moreover carriers retain the right of salvage against any merchandise they may reimburse you for. You may void the claim if there is no salvaged merchandise for the carrier.
- In all cases when damage has occurred we recommend you request the carrier to send out an inspector to examine the goods. Use the accompanying Request for Carrier Inspection Form. Submit via registered mail or some other similar method through which you can obtain a receipt. Once the carrier's inspector completes his examination, be sure and request a copy of his report.
Below is a blank Request for Carrier Inspection. You may download (85K) and print this out so you may use it as needed.
- When partial loss or damage is not determined until after goods are placed in inventory, you must immediately notify the carrier in writing. We suggest filling out and submitting the Standard Form for the Handling of Concealed Loss and Concealed Damage Claims provided below.
Submit this form immediately after the loss is discovered since you have limited time in which carriers are subject to "concealed loss or damage" claims. Send all forms via registered mail or some service where you obtain a receipt showing the carrier received your notice.
Below is a blank Standard Form for the Handling of Concealed Loss and Concealed Damage Claims. You may download (93K) and print this out so you may use it as needed.
- Ask your accounting and purchasing personnel to determine the monetary amount of loss or damage to the shipment. You will need them to provide appropriate documentation to support any invoice, repair or replacement costs.
If any supporting documentation is unavailable, use the accompanying Indemnity Agreement.
Below is a blank Indemnity Agreement. You may download (124K) and print this out so you may use it as needed.
- Once you know the extent of the monetary loss and have received substantiating documentation from your accounting or purchasing personnel, fill out and submit to the trucking company, a Standard Form for Presentation of Loss and Damage claims. Complete this form based on the contents of the Receipt Discrepancy Report, the carrier's inspection report. Include copies of all reports and relevant documents.
Be sure and submit all forms via registered mail.
Below is a blank Standard Form for Presentation of Loss and Damage Claims. You may download (59K) and print this out so you may use it as needed.
- Freight claims for loss or damage are generally governed by Title 49, CFR. Claimants must file the claim within the time limits specified in the bill of lading or contract of carriage. The time period cannot be less than 9 months (49 USC 14706e).
The carrier must acknowledge receipt within 30 days (49 CFR 370.5). Carriers must pay, decline, or make a firm compromise settlement offer within 120 days after receipt of the claim (49 CFR 370.9).
The time period for commencing civil action cannot be less than two years from the date the carrier gives written notice to the claimant disallowing the claim (49 USC 14706e).
Since there are legal time limits for filing and processing claims, it is imperative you obtain registered mail or other receipts indicating when you filed your claim. - Interlog USA stands ready to assist you with the filing or processing of claims. Simply call our office at 612-789-3456 and ask for assistance. Better yet, feel free to email us.