Complete Process and Required Documents for Cargo Damage Claims

Knowing exactly what to do and how to do it immediately after cargo damage occurs directly affects whether you can successfully receive compensation and the amount of that compensation. Many cargo owners miss critical steps because they are unfamiliar with the claims process, leading to claim rejection or reduced payouts. This article outlines the complete post-incident claims process and essential documentation.

1. Complete Cargo Damage Claim Process

Timeline Overview

Discover Damage → Preserve Evidence (Immediately) → Notify Relevant Parties (Within 3 Days)
→ Apply for Damage Survey (7-14 Days) → Gather Documents (Within 14 Days)
→ Submit Claim (Within 30 Days) → Await Compensation (30-90 Days)

2. Detailed Operational Instructions

Step 1: Preserve On-site Evidence (Most Critical!)

The first thing to do after discovering cargo damage is take photos and videos. This is the foundation for all subsequent claim actions.

Required Shots:

• Wide-angle photo of the cargo's outer packaging (showing overall condition)
• Close-up of the damaged area (showing extent of damage)
• Photo of the container/truck body (container number clearly visible)
• Photo of seal condition (seal number clearly visible)
• Comparison photo of damaged goods versus undamaged goods

Do not move or clean the cargo hastily – keep it in its original state until the surveyor arrives. If moving or cleaning leads to insufficient evidence, the insurance company may deny the claim.

Step 2: Notify Relevant Parties

After discovering damage, you must notify the following parties within 3 days of taking delivery:

Step 3: Apply for Cargo Damage Survey

The insurance company will appoint or require a designated third-party surveyor to inspect the damage and issue a report:

Step 4: Gather Claim Documents

Prepare the following claim documents (all are indispensable):

Step 5: Submit Claim

After compiling all materials, formally submit the claim application to the insurance company. The insurance company will review it upon receipt.

Review Time Reference:

3. Special Note on General Average

General Average is a special concept that freight forwarders and foreign trade professionals must understand.

When a vessel faces a common peril, sacrifices made by the master for the safety of the entire ship (such as jettisoning some cargo, requesting a tug) are shared by all cargo owners proportionally to the value of their goods.

What Does It Mean for Cargo Owners?

• If you have insurance: The General Average contribution is covered by the insurance company.
• If you do not have insurance: You face a double blow — cargo loss + contribution payment.

This is a key reason why cargo insurance is very important. Even if your goods are not damaged, if a General Average is declared, as a cargo owner you must pay a deposit proportional to the cargo's value before you can collect your goods. With insurance, the insurance company covers this in full.

4. Common Reasons for Claim Failure and Prevention

💡 Not sure what to do after cargo damage? Bofeng Logistics can assist clients with insurance claim consultations and document preparation to help you sort out the process.

📞 Claims Assistance: 13075678958 | info@zhbfwl.com