Cargo Claim Evidence Checklist

Key Takeaways

• Cargo claim documentation begins at pickup, not at delivery. Condition notes and photos from loading are the baseline that supports or disputes a damage or shortage claim later.
• The bill of lading is the primary document in most cargo claims. Know what it says about cargo condition, weight, and liability limitations before signing it.
• Cargo claims are governed by freight contract terms, insurance policy language, and in interstate trucking, federal statute. The facts and documents matter, but so does the legal framework.

Documentation at pickup

Note and photograph any pre-existing cargo damage before accepting the load. If a shipper presents cargo in questionable condition, note it on the bill of lading before signing. 'STC' (said to contain) or 'shipper load and count' notations don't protect the carrier the same way that a specific damage notation does.

Record the seal number if the load is sealed. Confirm the count or weight matches the bill of lading. When a count cannot be verified at pickup, note that explicitly. These details become the baseline for any shortage or damage claim filed at delivery.

During transit

If cargo shows signs of shifting, temperature change, or damage during transit, document it at the discovery point: date, time, location, photos, and driver observations. Note any road conditions, weather events, or unusual vehicle events — hard braking, impact — that occurred before the discovery.

Some cargo types have specific handling requirements that affect both the transit record and the claim analysis. If a temperature excursion occurred on a refrigerated load, retain the reefer unit's temperature log.

At delivery

If damage or shortage is discovered at delivery, document it before signing the delivery receipt. Photograph the damaged cargo, the container or trailer interior, and any broken or displaced securing equipment. Note the consignee's name and position if they are present at discovery.

A signed delivery receipt without notation of damage can limit the carrier's ability to dispute a later claim. If damage is discovered but the consignee won't wait for documentation, note the circumstances and preserve what evidence is available before the trailer is unloaded further.

After delivery

Retain the bill of lading, delivery receipt, weight tickets, seal records, and all photos in a single claim file. Notify your insurer or cargo claim contact promptly — many cargo policies have short notification windows that affect coverage.

Cargo claim outcomes depend on the freight contract, insurance policy terms, and the specific facts of the loss. Documentation establishes the facts. Whether a loss is covered, and for how much, is a separate question that the insurer, broker, or qualified professional addresses.

Core documents for a cargo claim

The following documents form the core evidence file for most cargo claims. Gaps in this list do not necessarily prevent a claim, but each missing item is a question the insurer will need to resolve some other way.