Freight Claim Letter Writing Tips

We’ve all been there. Your carrier has not yet updated you on the status of your claim. In this case, you’ll want to send them a freight claim letter to remind them of their obligation to assess your freight claim, update you on your freight claim’s status – and ideally – pay your claim.

So how do you write a freight claim letter? Here are a few things that you should include when writing your letter. Or, if you’d prefer to use our templates, download our four freight claim letters here.

(Note: If you were looking for a freight claim form or a letter for initially filing your freight claim rather than a reminder letter, you can download a freight claim form here.)

Identifying Information

Ensure that the carrier has an easy way to identify you, and an easy way to respond to you. Include all of your contact information, such as your company name, address, contact name, and phone number. You may also wish to include a fax number or your email address.

Freight Claim Information

As well as identifying yourself, make sure you also identify your freight claim. You can achieve this by including your freight claim number and pro number.

You can also remind your carrier of your claim by stating the date that you submitted the freight claim, the amount of the freight claim, and the reason for your claim.

Ask for What You Want

Clearly state what you expect the carrier to do – if you want them to call you, email you, or send you an update, say so.

After Multiple Freight Claim Letters…

If you’ve sent multiple reminder letters over the course of a few months, remind the carrier of their legal responsibility to either pay, decline, or make a firm compromise settlement within 120 days. It’s also a good idea to list the necessary documentation that you have provided to remind them that you are waiting on them, not the other way around.

As a final note, keep copies of all reminder letters that you’ve sent until your freight claim has been settled.

Pre-Written Freight Claim Letters

We’ve also provided 4 freight claim letter samples to send to your carrier 30, 60, 90, and 120 days after you have filed your freight claim.

These freight claim letters are provided in a Word Document format, so you can type directly into them, replace our information with your own, and send them to your carriers.

Download 4 Freight Claim Letters Here.