Freight Cargo Claim Letter Template[Your company name]
[Street address]
[City, State ZIP]
[Phone] | [Email]
[Date]
Sent by [email to the carrier's claims address / certified mail, return receipt requested / the carrier's online claim form]
[Carrier's legal name]
Attn: Claims Department
[Claims mailing address or email]
Re: Claim for [loss / damage / shortage] of cargo, PRO [number]
| Shipment | Details |
|---|---|
| Carrier PRO or tracking number | [PRO number] |
| Bill of lading number | [BOL number] |
| Picked up | [Date], [City, State] |
| Delivered | [Date], [City, State] [or "Not delivered"] |
| Shipper | [Name and address] |
| Consignee | [Name and address] |
| Broker, if one arranged the load | [Broker name and load number, or "None"] |
| Pieces and weight on the bill of lading | [e.g., 6 pallets, 2,400 lb] |
| Amount claimed | $[Total from the Claim Amount Worksheet] |
Dear Claims Department:
[Your company name] files this claim against [carrier's legal name] for the [loss of / damage to / shortage in] the shipment identified above. This letter identifies the shipment, states that the carrier is liable for the loss, and claims payment of a specific amount, as described in 49 C.F.R. § 370.3(b).
What happened
[In three to five plain sentences, say what was shipped, how it was packed, and what arrived or did not arrive.]
- Condition at pickup: [e.g., Received in apparent good order, as shown on the signed bill of lading]
- Condition at delivery: [The driver's exact words on the delivery receipt, or "No exception noted"]
- When the loss was found: [At delivery / On unpacking on [date]]
- When the carrier was told: [Date, person, and method] [If the damage was found after delivery, report it in writing right away]
- Inspection: [Date and inspector, or the date you asked the carrier to inspect]
Carrier's liability
The goods were in good condition when [carrier's legal name] received them and were [lost / damaged / short] when [delivered / due for delivery]. Under the Carmack Amendment, 49 U.S.C. § 14706(a)(1), the receiving carrier and the delivering carrier on an interstate shipment are liable for the actual loss or injury to the property. [Carrier's legal name] was the [receiving / delivering] carrier on this shipment. [If the bill of lading shows a declared value or limit of liability, state it here.]
Amount claimed
| Item | Amount |
|---|---|
| Invoice value of the lost or damaged goods | $[Amount] |
| Freight charges paid on the lost or damaged goods | $[Amount] [Only if paid] |
| Less salvage value of goods kept or sold | -$[Amount] |
| Less any amount the carrier has already paid | -$[Amount] |
| Total claimed | $[Total] |
These figures come from the enclosed Claim Amount Worksheet and match the commercial invoice. [If the goods were not invoiced to the consignee, or the invoice does not show a price, explain how the value was set.]
Documents enclosed
- Bill of lading, signed at pickup
- Delivery receipt showing the driver's notes [or proof the shipment was not delivered]
- Commercial invoice for the goods [or a copy you certify as true and correct]
- Freight bill or other proof of the freight charges
- Photographs of the goods and packaging, taken [date]
- Inspection report [if any]
- Repair estimate, replacement quote, or salvage record [if any]
- Claim Amount Worksheet
- Emails and letters with the carrier or broker about this shipment
[Remove anything you do not have. Keep the originals.]
The damaged goods and packaging are being held at [address] for inspection until [date]. To arrange access, contact [name] at [phone or email]. [Do not discard anything before the carrier inspects it or declines to.]
Request for payment
We ask [carrier's legal name] to pay $[Total] to [your company name] by [check to the address above / ACH transfer]. Please acknowledge this claim in writing and send us your claim number. Federal rules require a carrier to acknowledge a claim in writing within 30 days of receiving it, unless it has already paid or declined it, and to pay, decline, or make a firm settlement offer in writing within 120 days (49 C.F.R. §§ 370.5 and 370.9).
Please send questions and your written decision to [name, title, phone, email].
Sincerely,
[Signature]
[Name]
[Title]
[Your company name]
cc: [Broker, if one arranged the load] [Your cargo insurer, if you have one]
Enclosures: [Number]
Before you send: File within the claim period in your bill of lading or the carrier's rules. A carrier cannot set that period shorter than nine months (49 U.S.C. § 14706(e)(1)). This template is for interstate shipments by truck within the United States. Shipments within one state, ocean, air, international, and household-goods moves can follow different rules. This is a drafting aid, not legal advice.