What Documents Do I Need to Submit Cargo Claim?

If you ever felt like you’re drowning in paperwork when dealing with a cargo claim, you must know you’re not alone. In a recent Recoupex poll on LinkedIn, a whopping 40% of respondents identified document gathering as their biggest headache in the cargo claims process.

Here’s the truth: supporting cargo claims documents can make or break your claim. Incomplete paperwork can stall resolution, or worse, lead to rejection. This is a reminder to both exporters and importers, it’s crucial to understand what documents you need and how to prepare them in advance.

Think of these documents as your ammunition in the cargo claim battle. Here’s a checklist to ensure you have everything at hand:

Mandatory Documents

• Bill of Lading (BL): This is the golden ticket! It’s the contract of carriage between you (the shipper) and the carrier, outlining your rights and responsibilities. Make sure you have a copy with all terms and conditions (both front and back).
• Commercial Invoice: This document verifies the value of your cargo. The claim amount will likely be based on the value declared here.
• Packing List or Weight Certificate: Proof of the quantity you shipped. This helps determine the extent of loss or damage.
• Letter of Assignment (if applicable): If you’re using a third-party like a lawyer, such as Recoupex, to pursue the claim. This document officially authorizes them to act on your behalf.
• Notification of Damage or Loss: Time is of the essence! Regardless of the severity, notify the carrier of damage or loss within 3 days of delivery. This establishes that the damage was present upon arrival, not caused later.
• Evidence of Damage: Pictures are worth a thousand words, especially damaged cargo. Take photos during the container unloading process to document the extent of the damage. Photos of the container itself can be helpful. Did it have a hole? Were the door seals faulty? Visual proof of these issues can strengthen your claim.
• Pre-shipment Evidence: This may include a pre-shipment survey, a stuffing report, harvest certificate, and pre-cooling temperature records especially for fresh produce cargo.

Additional Support Documents

• Survey Report (optional but highly recommended): A professional survey report by an independent surveyor provides a detailed assessment of the cargo condition, damage type, and potential cause. It can also document the container’s state upon arrival. A cost-effective way is to perform this in-house, and all you need is your smartphone and a legal template.
• Loss Mitigation Evidence: Carriers expect you to minimize losses. Keep records of salvage sale proceeds, repair costs, or repackaging expenses to demonstrate your efforts. If cargo damage is a total loss, destruction or disposal must be performed and evidenced with a destruction certificate.

Have this checklist by your desk, in no time you’ll have this memorized like the palm in your hand and gathering them will be a breeze. Having these documentations promptly and comprehensively, will significantly improve your chances of a swift and successful cargo claim recovery.

Remember, Recoupex is here to help you navigate the complexities of the process. Reach us today for a free consultation and let our team of experts fight for the compensation you deserve.

Recoupex is a hub of transport lawyers – experts in cargo claims. We assess your case quickly. We have successfully recovered claims from Maersk, Sealand, Hapag-Lloyd, Mediterranean Shipping Company – MSC, CMA CGM, and other carriers.

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