File Freight Claim, Check Claim Status, Give Disposition of Freight

This guide provides essential steps for filing freight claims, checking their status, and managing freight disposition efficiently. It emphasizes the importance of timely reporting and offers detailed instructions to navigate the process.

Jennifer Cummings
20 steps
2 minutes

Freight Claim Steps

**Alert!** Freight Claims that are concealed damaged must be reported within 5 days of delivery. **[[If]]** the delivery receipt is ***marked*** damaged or short or the proof of delivery is not available (Lost), then the time is 9 months from the delivery or anticipated delivery date to report the claim.

Click "Search", open word, or click folder to access WORD folder on the network.

Click here

Double-click "Word"

Double-click "Freight Claims"

Locate correct carrier form associated with the freight claim document to be filed. Double Click to open.

Click Read Only.

Complete fields on form.

Concealed damage: no damage or shortage was reported **on the proof of delivery** Obvious damage: customer signed proof of delivery and **indicated the concern** (box had hole, crushed corner, etc.). Shortage: cartons are missing/lost

Add notes or comments as needed.

Click here

Attach copy of invoice and proof of delivery.

Click to Send.

Tip! Add notes to order header for original, replacement and the RMA.

Inquire on Claim Status

To inquire on the status of a claim, complete the "Claim Inquiry Form"

Complete known information, add any notes in the "introduction", and send. Ensure this email goes to the TRAFFIC department.

Freight Disposition

When needed, provide authorization for freight disposition. Carriers will seek approval for charges associated with changing delivery addresses, returning freight to shipper, holding freight until customer may receive the delivery, and potential additional services like inside delivery.

From HubSpot, select the Freight Disposition template. Replace or delete "missing placeholders" as needed and send authorization to carrier. Dear [[MISSING PLACEHOLDER - CARRIER NAME OR CONTACT PERSON ]], This email serves as formal notification of the disposition for the freight authorization associated with: PO / Reference Number: [[MISSING PLACEHOLDER - ORDER NO OR PURCHASE ORDER]] Shipment ID / PRO Number: [[MISSING PLACEHOLDER - PRO NUMBER]] This email authorizes the carrier to deliver the shipment to the new/different address as detailed: Original Address: [[MISSING PLACEHOLDER - ORIGINAL ADDRESS]] Destination: [[MISSING PLACEHOLDER - NEW ADDRESS]] Disposition Status: **[[Approved / Denied / Revised / Cancelled]]** **This is a request to RETURN TO SHIPPER: [[MISSING PLACEHOLDER - YES OR NO]]** Details: [[MISSING PLACEHOLDER - \[PROVIDE CLEAR INSTRUCTIONS REGARDING APPROVAL AMOUNT REVISED AUTHORIZATION AMOUNT DENIAL REASON REQUIRED DOCUMENTATION OR NEXT STEPS\]]] If approved: Please proceed accordingly and reference the above PO/PRO number on all related documentation and invoices. If denied or revised: Please review the details above and submit any required supporting documentation for further review, if applicable. Should you have any questions or require additional clarification, please contact us. Please bill additional charges to: Kaplan Early Learning Company c/o Transportation Insight PO Box 23000 Hickory NC 28603 Thank you for your prompt attention to this matter.

Within email (reply or create new), click "Templates"

Key in Search Templates ("disposition") or search in the Customer Service Folder

Select template.

Step

File Freight Claim, Check Claim Status, Give Disposition of Freight

Jennifer Cummings
20 steps
2 minutes

Freight Claim Steps

Click "Search", open word, or click folder to access WORD folder on the network.

Click here

Double-click "Word"

Double-click "Freight Claims"

Locate correct carrier form associated with the freight claim document to be filed. Double Click to open.

Click Read Only.

Complete fields on form.

Add notes or comments as needed.

Click here

Attach copy of invoice and proof of delivery.

Click to Send.

Tip! Add notes to order header for original, replacement and the RMA.

Inquire on Claim Status

To inquire on the status of a claim, complete the "Claim Inquiry Form"

Complete known information, add any notes in the "introduction", and send. Ensure this email goes to the TRAFFIC department.

Freight Disposition

Within email (reply or create new), click "Templates"

Key in Search Templates ("disposition") or search in the Customer Service Folder

Select template.

Step