A damaged pallet is not the end of the problem. How you document and file the claim determines whether you recover anything.

When to File a Freight Claim

A freight claim is a formal demand against a carrier for compensation for freight that was lost, damaged, or short-shipped during transit. Knowing when to file is as important as knowing how. The Carmack Amendment, which governs interstate freight liability, sets strict time limits that cannot be extended by agreement or overlooked.

File a freight claim in any of the following situations:

• Visible damage: freight arrives with obvious physical damage that was not present at pickup.
• Shortage: the delivered piece count is less than the BOL piece count.
• Concealed damage: freight appears intact on delivery but is found damaged after the packaging is opened. This is the most time-sensitive category.
• Total loss: freight is not delivered at all and the carrier cannot locate it.

Statutory Time Limits

Under the Carmack Amendment and standard carrier tariffs, the following deadlines apply:

• 9 months from delivery (or from expected delivery date for lost freight): deadline to file a written claim with the carrier.
• 30 days from delivery: for concealed damage, most carrier contracts require written notice within 30 days. After 30 days, the carrier can argue the damage occurred after delivery.
• 2 years from carrier's denial: deadline to initiate legal action if the carrier denies or does not resolve the claim.

Missing the nine-month filing window forfeits the claim entirely, regardless of merit. Carriers track these deadlines and will reject late claims on procedural grounds. Build claim-filing deadlines into your warehouse receiving workflow. Do not rely on memory.

What to Do at Delivery

The delivery receipt, also called the proof of delivery or POD, is the first piece of evidence in any freight claim. What happens at the dock when freight arrives determines whether a claim is recoverable:

• Inspect freight before signing. Never sign a clear POD for freight that has not been inspected. Once a clean POD is signed, the consignee has accepted the freight as delivered in good order.
• Note all exceptions on the POD. Write specific descriptions of damage: "crushed corner, top pallet," not "damaged." The more specific the notation, the stronger the claim.
• Photograph everything. Take dated photos of damaged packaging before unpacking, damaged product after unpacking, and any markings on the shipment that confirm it was in the carrier's possession.
• Retain all packaging materials. Carriers are entitled to inspect damaged freight. Do not discard boxes, pallets, or wrapping until the claim is resolved.
• For concealed damage: if damage is discovered after the driver has departed, contact the carrier immediately to request an inspection. Submit written notice within 30 days.

Required Documentation for a Freight Claim

A complete freight claim package includes:

• Original bill of lading with carrier signature at pickup
• Delivery receipt / POD with damage notations
• Photos of damaged freight and packaging
• Commercial invoice showing the value of the goods
• Repair estimate or replacement cost documentation
• Written claim letter specifying the amount claimed and the basis for the demand

Submit the claim in writing: email with read receipt or certified mail. Keep copies of everything. Carriers are required to acknowledge claims within 30 days and resolve or deny them within 120 days under federal regulations.

Carrier Liability vs. Cargo Insurance

Carrier liability is not cargo insurance. Under Carmack, carriers are liable for the actual loss to the shipper, but that liability is capped at the declared value on the BOL and reduced further by any released value limitations in the carrier's tariff. Many carrier tariffs set released value at $0.50 per pound unless a higher value is declared and a higher freight rate is paid.

For freight worth more than $0.50 per pound, which is nearly everything, the gap between carrier liability and actual replacement cost is covered only by cargo insurance. See the cargo insurance guide for policy types and when to purchase coverage.

Building a Strong Claim

Carriers deny claims for predictable reasons: late filing, signed clear POD, inadequate packaging, insufficient documentation, or claimed value exceeding declared value. A strong claim pre-empts each of these:

• File within 30 days for concealed damage, within 90 days for all other claims. Do not wait for the nine-month limit.
• Always note exceptions on the POD. If the driver refuses to allow inspection before signing, note "driver refused inspection, signing under protest."
• Document packaging adequacy. Photographs showing industry-standard packaging rebut carrier arguments that the shipper caused the damage.
• Match the claimed value exactly to the commercial invoice. Overclaiming gives the carrier grounds to dispute the entire amount.

For shippers using Warp's network, Orbit's real-time tracking records provide timestamped transit data that supports claims by establishing when and where freight was in transit. This documentation is available on request for any active shipment.

Related: Cargo Insurance Guide · Bill of Lading Guide · LTL Accessorial Charges Guide · Detention Fees Guide · Freight Broker vs. Direct Carrier