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Claim Letter For Damaged Shipment

Goods that arrive smashed, soaked, or short need more than an angry phone call — they need a documented claim filed fast. This letter notifies the carrier or supplier, quantifies your loss, and demands compensation within the strict time limits transit claims carry.

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When and how to use this letter

File transit claims immediately — carriers impose brutally short notice periods, sometimes as little as 24 hours for visible damage noted on the delivery receipt, and a few days for concealed damage. Note every exception on the delivery receipt before the driver leaves: "carton crushed," "seal broken," "contents rattling." A clean-signed receipt is the carrier's best defense, so never sign "received in good condition" without inspecting.

Quantify the claim precisely with a breakdown: goods value (invoice cost, not retail price, unless the contract says otherwise), plus reasonable ancillary costs like inspection, storage, and disposal of the damaged items. Attach the invoice, the annotated delivery receipt, and clear photographs showing both the damaged packaging and the damaged goods — packaging photos prove the damage happened in transit, not in your warehouse.

Retain the damaged goods until the claim is settled or the carrier inspects them; disposing of them early can void the claim. If the carrier offers an inspection, cooperate promptly and keep your own photographic record of the inspection itself.

A non-obvious tip: check who actually bears the transit risk under your purchase terms. Under "ex-works" terms the risk may have passed to you before the carrier was even involved, making the supplier — not the carrier — the wrong target. File against the right party from the start; misdirected claims waste the short limitation window.

Frequently asked questions

How fast must I file a damage claim?
As fast as possible — note visible damage on the delivery receipt immediately, and file the written claim within days. Carrier contracts and transport conventions set short deadlines, and concealed damage usually must be reported within a few days of delivery. Missing the window can extinguish the claim entirely.
Should I refuse delivery of a damaged shipment?
Not necessarily — refusing can complicate the claim and leave you without goods you need. Usually better to accept, note all damage on the delivery receipt, photograph everything, and file the claim. Refuse only if the goods are a total loss and refusal is practical and documented.
What if the carrier blames the packaging?
Inadequate packaging is a standard carrier defense. Counter it with evidence: the supplier's packing specifications, photos showing the packaging was industry-standard, and the fact that the carrier accepted the consignment. If packaging truly was insufficient, your claim may lie against the supplier who packed it instead.

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