Record Freight Shortages Before the Driver Leaves

Freight shortages are easiest to prove at the moment of delivery. Once the driver drives off with a clean signature, the receiver has a much harder time showing that pieces never arrived.

So the first rule is simple. Count before you sign, and write down anything missing.

What Counts as a Shortage

A shortage means fewer pieces arrived than the paperwork shows. It may be a missing pallet, missing cartons on a pallet or missing units inside a carton.

Each type needs a different check. Pallet and carton shortages show up on the dock. Concealed shortages inside sealed cartons may only appear when someone opens them.

Writing Freight Shortages on the Receipt

Note the shortage on the delivery receipt or bill of lading. Be specific: “received 18 of 20 cartons” carries more weight than “short.” Have the driver sign or initial the note when possible.

Then take photos of the pallet, the labels and the empty spaces. If the trailer arrived sealed, record the seal number and its condition. The guide on seal numbers explains what an intact seal suggests.

Concealed Freight Shortages

Sometimes a carton looks fine but holds fewer units than labeled. Report these as soon as you find them. Keep the carton, packing and labels.

Delay weakens the case. A shortage found months later raises questions about whether it happened in transit, in storage or at the supplier.

Filing a Claim

Federal rules set the basics for claims against motor carriers. Under 49 CFR Part 370, a written claim must identify the shipment, assert liability and demand a specified or determinable amount. The carrier must acknowledge it within 30 days and act on it within 120 days.

Federal law also limits how short a carrier can make the claim window. Carriers may not set less than nine months for filing a claim. The article on freight damage claims covers the claim process in more detail.

Records That Support Freight Shortages

• Signed delivery receipt with the shortage noted
• Bill of lading showing the shipped count
• Photos from the dock
• Advance shipping notice or packing list
• Seal number and condition

For example, a hypothetical parts distributor receives a pallet showing 40 cartons on the bill of lading but only 36 on the pallet. With a signed note, photos and the packing list, the distributor has a clear record. Without them, the claim may stall.