How to Receive Your Product and File a Claim:
INITIAL SHIPMENT INSPECTION
Verify the number of crates, skids and/or cartons against the total listed on the Bill of Lading.
Look for any signs of damage to the shipment. Besides gross visual damage, the following may be signs of hidden damage and should be checked out:
- Punctures to the packaging or stretch wrapping
- Scrapes to the crate or packaging
- Light or heavy impressions which compress the packaging
Look for signs that the shipment may have been re-packaged. Material looking disorganized on the skid and stretched wrapped loosely, material that is on the skid without any protective packaging individually or corrugated protection around it.
If possible, check underneath the skid or crate to see if there is any damage from fork lift forks.
If the shipment checks out OK, sign the driver’s bill accepting the shipment. Your signature is their receipt from you for goods received in apparent good order. If you find damage or a shortage, have the driver note it on the bill BEFORE you sign the bill.
RECEIVING DOCUMENTATION
IMPORTANT: Legibly mark the delivery BOL (receipt) with the word “DAMAGED” OR “SHIPMENT RECEIVED IN DAMAGED CONDITION”. Do not use words like “Subject to Inspection” or “Concealed Damage”. If damage is extensive, the whole shipment or parts of it can be refused.
Do not specify the number of pieces thought to be damaged unless you are completely certain.
Doing so limits the opportunity to file a claim for additional material if found after the fact.
Make sure the driver’s copy of the delivery BOL (receipt) looks like yours. DO not make additional comments on your copy after the driver has left. The carrier company will compare your copy with theirs.
GATHER THE INFORMATION FOR THE CLAIM
Inspect the shipment thoroughly and make a list of damaged pieces that will be claimed.
Take pictures, preferably with the packaging, of the damaged pieces for back up for the material being claimed.
Timeliness is important. Report the damage immediately to the carrier. This must be done within a 5 day time period after receipt of material in order to file a claim.
Do not discard the damaged material or the packaging that it came in. The carrier may want to perform an inspection and they have up to 120 days to do so from the time they receive the initial claim information.
FILING THE CLAIM
Carriers will normally require the following for a freight claim:
- Copy of the delivery BOL (receipt)
- Completed claim form. Carrier websites have links to their freight claim forms.
- Pictures of the damaged material / packaging
- Suppliers (Manning Materials) invoice to you for the value of the material
- List of damaged items being claimed
PLEASE NOTE: THE CARRIERS WILL NOT LET YOU CLAIM CONCEALED DAMAGE ON A SHIPMENT IF THERE IS OBVIOUS DAMAGE TO THE SKID OR CRATE. This must be noted at the time of delivery
DO NOT DESTROY DAMAGED GOODS – THEY ARE THE CARRIER’S PROPERTY.
FAILURE TO FOLLOW THE INSTRUCTIONS ABOVE MAY RUIN YOUR CLAIM AGAINST THE CARRIER FOR THEIR NEGLIGENCE.
