Documents

It`s Friday. Finally! You’ve been despare to book the last available truck for your customer`s load. Now the pallets are on the truck and heading to your client. You can relax and head to the weekend. There is not even a little though on your mind that something might go wrong. Sometimes bad things happen. Your cargo might be damaged in road accident or by pure securing. You will have to send notification to hauler, damage report to customer, claim invoice and maybe even appoint a surveyor. This is 1st or 2nd accident in your carrer. How you should know all there paperwork. Lukcly we’ve got you covered. We’ve assembled library of most common documents in case of loss that will be constantly updated. Feel free to use and share it. 

In this article

Damage report

The first step upon learning on the fresh accident from your customer is properly instruct them. They should be patient, inspect the damaged goods, take enough photos and fill the damage report. We've prepared a quick checklist which you can forward to consignee as guidance https://cargo.maibaltics.lt/article/59-instructions-on-receiving-goods

A properly filled damaged report can save your nervous when claiming for the loss from your sub-contractor. Damage-report.pdf

Appoint a surveyor

In case of major loss or dispute you might need to appoint a surveyor. You can find their contact details here https://cargo.maibaltics.lt/article/30-ekspertu-ir-aiksteliu-sarasai . The appointment email should like similar to this by outlining where the cargo is located at this moment and what kind of tasks surveyor must complete Surveyor.docx .  

Notification

Your customer or consignee has probably left a note on damaged goods in the waybill. Right now this note rests with driver and it will be some time till it will reach your subcontractor. It`s always goods to warn them in advance about possible loss Notification.docx

Claim invoice

When you will receive a final claim invoice from your customer with all calculations, you will need to issue your claim invoice to sub-contractor and send with necessary documents Invoice.docx

Arguments

In case of bad luck you might need to dispute the claim with your customer. We've prepared answers to the most common situations:

  • There is a claim for delay to delivery goods without any proof how the delay costs have been calculated Delay.docx
  • There is a claim which amount exceeds liability limits or there are no records of damages in the waybill Limits-norecords.docx
  • There is a claim from your customer but there are no records in waybill on damages Norecords.docx

You can use all the above information as you see necessary. The text files can be modified by removing restriction to filling only forms.