Steplane › Guides › Freight claim letter templates
Updated 19 October 2026 · Written by Paul, founder of Steplane, a logistics process specialist with over 13 years in logistics, including at some of the biggest freight forwarders in the world.
In short: A freight claim letter tells the carrier in writing which shipment is affected, what was lost, damaged or delayed, that you hold it liable and, in the formal claim, the amount you want paid. Under CMR, send written notice within 7 days for hidden damage (Sundays and public holidays excluded) and within 21 days for delay. In the US, file the written claim with an amount within the bill of lading time limit, at least 9 months.
First the notice keeps your rights, then the formal claim asks for the money with the documents. The free letters below cover both steps, in an EU version under CMR and a US version under Carmack and 49 CFR 370.
Under CMR, what you do on the day of delivery decides most claims. If the consignee signs a clean CMR and says nothing, that is prima facie evidence the goods arrived as described.
| Situation | What to do | Time limit | CMR |
|---|---|---|---|
| Damage or shortage visible at delivery | Write a clear remark on the CMR before signing, giving a general idea of the damage | At delivery | Art. 30(1) |
| Damage not visible at delivery | Send written notice to the carrier (letter A) | 7 days from delivery, Sundays and public holidays excluded | Art. 30(1) |
| Joint check with the carrier | Only non-apparent damage can still be raised, in writing | 7 days from the check, Sundays and public holidays excluded | Art. 30(2) |
| Delay | Send a written reservation (letter B) | 21 days from the goods being placed at the consignee’s disposal | Art. 30(3) |
| Goods not delivered | Treat as lost and claim | 30 days after the agreed time, or 60 days after taking over if no time was agreed | Art. 20(1) |
The day of delivery, of the check or of placing the goods at disposal is not counted (art. 30(4)).
The notice keeps your rights. The formal claim asks for money. Send it as soon as you know the amount, with the documents.
Under art. 32(2), a written claim suspends the 1-year limitation period until the carrier rejects it in writing. Keep proof of the date you sent it.
For interstate truck freight in the US, the motor carrier is liable under the Carmack Amendment (49 U.S.C. 14706). The claim rules are in 49 CFR Part 370.
| Rule | What it says | Source |
|---|---|---|
| Filing time | A carrier may not set less than 9 months to file a claim. Check the bill of lading for the actual limit. | 49 U.S.C. 14706(e) |
| Lawsuit time | Not less than 2 years, counted from the carrier’s written notice that it disallowed the claim. | 49 U.S.C. 14706(e) |
| What counts as a claim | A written claim that identifies the shipment, asserts liability and asks for a specified or determinable amount of money. | 49 CFR 370.3(b) |
| Acknowledgment | The carrier acknowledges in writing within 30 days, unless it pays or declines in that time. | 49 CFR 370.5(a) |
| Decision | The carrier pays, declines or makes a firm compromise offer in writing within 120 days, then reports status every 60 days while open. | 49 CFR 370.9(a) |
A claim without an amount may not count as a claim at all. If you do not know the final figure yet, state your best estimate and say it may be updated.
If you are the forwarder or broker, your customer is waiting too. A short, early letter keeps the relationship calm and stops them from guessing.
Subject: Your shipment [ref]: damage claim opened
Dear [name], we have received your report of [damage / shortage] on shipment [ref], delivered on [date]. We have sent written notice to the carrier on [date] and asked for an inspection. To file the formal claim, please send us the commercial invoice, photos and the repair or replacement cost by [date]. We will update you by [date]. Please keep the goods and the packaging until the inspection.
Do not promise to pay the claim yourself before you know the carrier’s position and your own terms.
| Document | EU (CMR) | US (Carmack) |
|---|---|---|
| Transport document | CMR consignment note with remarks | Bill of lading |
| Delivery proof | Signed CMR or delivery note | Delivery receipt / POD with exceptions |
| Value of the goods | Commercial invoice | Commercial invoice |
| Photos | Damage, packaging, vehicle, seal | Damage, packaging, trailer, seal |
| Cost of the damage | Survey report, repair or replacement quote | Inspection report, repair estimate, salvage record |
| Freight charges | Freight invoice (claimable under art. 23(4)) | Freight bill |
| Weight | Packing list (for the per kg limit) | BOL weight |
| Your notice | Letter A or B with proof of sending | Letter A with proof of sending |
Download EU letters, CMR (.docx) Download US letters, Carmack (.docx)
Free, no sign-up. Word format (.docx), fully editable.
Seven steps from damage found to a closed claim file: a damage report form for drivers and warehouse staff, claim letters to the carrier, letters to the customer and an Excel claims log that calculates the CMR or US deadlines. EU and US versions.
€49 (about $55) per kit, one-time. EU and US versions. Any 3 kits €99, all 6 kits €199. 14-day money-back guarantee.
Visible damage must be noted at delivery. Hidden damage needs written notice within 7 days of delivery, Sundays and public holidays excluded, and delay within 21 days. Court action must start within 1 year, 3 years for wilful misconduct.
The bill of lading sets the limit, but a motor carrier may not set less than 9 months for filing a claim or less than 2 years to sue (49 U.S.C. 14706(e)).
Under 49 CFR 370.5 and 370.9 the carrier acknowledges in writing within 30 days and pays, declines or makes a firm offer within 120 days, then updates you every 60 days while it stays open.
The notice tells the carrier there is damage and protects your rights. The claim asks for a specific amount of money with the documents to prove it.
The value of the goods at the place and time of taking over, plus carriage charges and duties, limited to 8.33 SDR per kg of gross weight lost or damaged, unless a higher value or special interest was declared on the CMR.
To the carrier you contracted with or that issued the CMR or bill of lading. If you are a forwarder, your customer usually claims from you and you claim from the carrier, so keep both files linked.
Often not enough. Write what you actually see, for example the number of cartons crushed or short, and take photos before the driver leaves.
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