Cargo Damage Documentation Checklist

Key Takeaways

• Cargo damage documentation starts at pickup, not at delivery. Pre-loading condition is the baseline for any dispute about when damage occurred.
• A signed delivery receipt without a damage notation can limit your options in a cargo claim. Note damage before signing.
• The bill of lading frames the cargo claim. Know what it says about condition, count, and liability before signing it at pickup.

At pickup: establishing the baseline

Inspect cargo condition before accepting the load. Photograph any pre-existing damage — tears, water staining, crushed corners, dented metal — before the trailer doors close. Note the condition on the bill of lading using specific language if damage is visible. A general 'shipper load and count' notation does not protect the carrier the same way a specific damage notation does.

Record the seal number if the load is sealed. Verify the count or weight against the bill of lading when you can. If a full count isn't possible at pickup — floor-loaded trailer, shrink-wrapped pallet, sealed container — note that on the bill of lading before signing.

In transit: if damage is discovered

If you discover cargo damage during transit — a shifted load, a temperature deviation, a broken pallet — document it immediately: date, time, location, and photos of the cargo condition and any damaged or displaced securing equipment.

Note any events that may have contributed: a harsh braking event, an impact, severe weather, a road condition requiring sudden steering input. If the telematics or dash cam system logged an event near the time of discovery, flag it for preservation.

At delivery: before signing the receipt

If damage or shortage is visible at delivery, document it before signing the delivery receipt. Photograph the cargo, the trailer interior, and any securing equipment that failed or shifted. Note the consignee's name and whether they were present during discovery.

A signed delivery receipt acknowledges the cargo was received. If it doesn't note damage, the carrier's ability to dispute a subsequent claim is limited. If the consignee won't wait while you document, write 'subject to inspection' on whatever you sign and note the circumstances.

After delivery: assembling the claim file

Collect the bill of lading, signed delivery receipt, weight tickets, seal records, temperature logs if applicable, and all photos into a single file. Notify your insurer or cargo claim contact according to your policy's notification requirements — some policies have short windows that affect coverage.

Cargo claims are governed by freight contract terms, insurance policy language, and in interstate commerce, federal statute. Your documentation establishes the facts. Coverage, payment, and claim resolution are separate questions for the insurer or a qualified professional.