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5 Steps to Take in Case of Damaged Freight

Even though freight shipping is now the most popular way to receive goods and has a significant impact on the industry, issues that are directly related to it are still challenging to solve. Damaged freight is the most likely to occur to each of us as the shipments typically travel across the country or around the world. But what steps do we need to take when receiving such a package? Let’s find it out together.

You need to submit a claim first. However, reviewing the specifics and researching your steps related to filling out a claim for the shipping industry seems time-consuming and frustrating. You must ascertain the application form, and the procedures, and get them covered right away. So, we’ve backed you up and touched upon each step separately, thoroughly covering your action plan.

How to Handle Damaged Freight?

When the item you’ve received is damaged, you may be upset at first and wonder how to proceed. You are more likely to conduct research or contact the company from which you received the package. To help you avoid the hassle of this lengthy process, we’ve covered all of the initial steps that must be taken to handle damaged freight.

To begin, when your package arrives, you must open it, count, and inspect all pieces to ensure that everything is in adequate condition. Later, check for visible signs of damage such as dents, scratches, torn packaging, or missing pieces. If you discover any damage later, you must photograph or videotape it and notify the carrier immediately.

Sign the Delivery Receipt with Specific Details About the Product You Received

The next step is to sign the delivery receipt and include all of the details about the damaged item you received. This documentation is required when filing a claim with the shipping company or insurance provider, and it is quite helpful in the efficient processing of the application.

Call the Carrier Immediately

You must get in touch with the carrier right away if you get a shipment that has obvious damage or inconsistencies. The carrier begins an investigation and helps with the resolution process if you let them know as soon as you can. When you call the carrier, it’s helpful to have the details of the shipment, the delivery confirmation, and any photos or written evidence of the damage on hand. This will make it possible for the carrier to start effectively addressing and resolving the problem.

Note: It is crucial to document every damage you discover and give a detailed description of the issue.

Don’t Throw Anything Away

After you have completed the above-mentioned steps don’t throw the received items and their packaging away. All these items will be necessary for the resolution process. The carrier or insurance provider will likely request to inspect the incomplete goods, and having the items and their packaging available will be necessary for the resolution process. Keep them up and follow the instructions the company sends you.

Don’t forget to prevent additional damage to avoid the application being viewed as fake. The carrier or insurance company might occasionally give suggestions on how to stop further damage. This ensures that the incomplete items are properly assessed, and repaired and that the claim value is accurately reflected by taking precautions to prevent additional harm.

File The Freight Claim Immediately

The last step is to submit a claim. Avoid delaying this process because it will be simpler to resolve the problem the sooner you submit the assertion. It’s crucial to have all the required paperwork on hand when making a claim, including photos, written descriptions of the issue, shipment details, and delivery receipts. Additionally, it’s beneficial to thoroughly comprehend the carrier’s or insurance company’s claims procedure and to pay close attention to their guidelines. The supporting documents include 

  • The original Bill of Lading (BOL)
  • Proof of Delivery (POD)
  • Freight bill
  • Invoice

Take into account that you must take the following actions to file a damaged package/item application:

  • Gather evidence: Put all necessary records, including shipping labels, invoices, receipts, and images of the incomplete goods together. 
  • Inform the carrier: As soon as you are able to, notify the carrier of the issue. The majority of carriers have set deadlines for filing, so moving quickly is essential. 
  • Complete the form: The majority of carriers have a claim form that you can complete and submit with any relevant supporting materials. 
  • Give evidence of value: You’ll need to provide evidence of the shipment’s goods’ value. This might apply to statements of account, purchase orders, or appraisals.

After, a decision will be made after the carrier has reviewed your claim. Depending on the carrier and the complexity of the case, this process could take a couple of weeks or longer.  You might be able to appeal the carrier’s decision if you don’t agree with it. Depending on the carrier and the nature of the damage, there are specific procedures to follow. 

Note: Don’t forget to keep copies of everything you include in your claim. 

Reasons for Freight Claims

When your freight shipping experience is not satisfying and you want to submit a claim you are to have a precise reason for it. This includes

  • Damage to the product or property

Damage to goods during transportation is the most frequent cause of a freight claim. In addition to the loss of contents or missing items, this can also refer to physical harm like dents, scratches, or broken objects.

  • Loss of packages

Loss of the goods can occasionally occur during freight forwarding, and this could be a valid basis for a claim.

  • Accident 

You have a valid reason for an assertion if you did not get the package due to an accident (contamination, truck crash, etc.).

Each of the above-mentioned reasons has a specific way of application and a list of required paperwork. Moreover, each company you work with may have a specialized policy that you need to follow. 

Polo 4PL and Shipping Claims Management

Polo 4PL, as a customer-oriented company, strives to reduce the number of damaged shipments by incorporating cutting-edge technology and investing in proper transportation. To begin with, we strive to improve the customer experience. 

First of all, we do our best to optimize the customer experience. When our company receives a claim, we immediately begin an inspection while keeping our clients notified of the progress. Moreover, due to the fact that a freight claim is a legal document and that it may occasionally be necessary to mediate, litigate, or arbitrate the case, our documentation is filled out by experts in the legal field.

Finally, starting with the document processing prior to the freight shipping, we save all pertinent documents and copies of those documents, and through integrated software, we keep track of the entire process from processing to delivery and pickup. 

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