Cargo Claims Guide for Owner Operators

Cargo Claims Guide for Trucking Carriers

Cargo claims can be one of the fastest ways to lose revenue if your documentation is incomplete. The best defense is a repeatable workflow from pickup through delivery.

Step 1: Capture Evidence Immediately

• Photograph freight condition before loading
• Document seal numbers and trailer condition
• Record exceptions on BOL before departure

Step 2: Preserve the Timeline

Create a simple timeline from pickup to delivery:

1. Pickup date/time and location
2. In-transit events (delays, incidents, weather)
3. Delivery time and receiving notes

This timeline is often the difference between a disputed and paid claim.

Step 3: Submit a Structured Packet

Your packet should include:

• BOL and POD copies
• Photos and incident notes
• Repair or loss estimates
• Written narrative with dates and contacts

Step 4: Follow Up Professionally

Use a concise follow-up cadence and keep all communication in writing. Escalate only when timelines are missed and include complete documentation each time.