Claim Information and Policies

Cargo Claims Information and Policies


OAK HARBOR FREIGHT LINES, INC.

Email: Claims@oakh.com   Phone: (253) 288-8300    Fax: (253) 288-8383


In motor freight transportation, we realize some of our customers are not fully familiar with the rules and regulations for filing of loss and damage claims, which affect quick and fair settlements. We therefore, offer these simple rules to aid you in presentation and handling of claims. Supporting your claim with the below documents is necessary to fulfill the legal requirements for proper claim filing. In the event you cannot supply one or more of these documents, you may be required to complete a Bond of Indemnity Form, of which will be sent to you if necessary.


Shortage Claims- Documents required:

  1. Standard form for presentation of loss and damage.
  2. A copy of your vendor's original invoice supporting amount of your claim.
  3. Itemized statement of items lost, of which needs to be supported by means of a packing slip.
  4. Proof of loss statement (which may be requested at a later date).

Noted Damage Claims- Documents required:

  1. Standard form for presentation of loss and damage.
  2. A copy of your vendor's original invoice supporting amount of your claim.
  3. All repair invoices that apply (including invoices for replacement parts).
  4. A copy of the vendor's invoice for replacement goods shipped (if applicable).
  5. Inspection report. If carrier inspection was waived, you must supply a claimant's inspection (to include photos if available) with detail as to the location and extent of damage to both product and packaging.
  6. IMPORTANT: DAMAGED FREIGHT MUST BE RETAINED UNTIL RESOLUTION OF THE CLAIM FOR POSSIBLE SALVAGE PURPOSES! (...Unless items are subject to repair.)

Concealed Damage Claims- Documents required:

  1. Standard form for presentation for loss and damage
  2. A copy of your vendor's original invoice supporting amount of your claim.
  3. All repair invoices that apply (including invoices for replacement parts).
  4. A copy of the vendor's invoice for replacement goods shipped (if applicable).
  5. Inspection report, of which must be requested within 5 days of delivery. If carrier inspection was waived, you must supply a claimant's inspection (to include photos if available) with detail as to the location and extent of damage to both product and packaging.
  6. Evidence to support your claim of carrier liability (burden of proof falls on the claimant in the case of concealed damage).
  7. IMPORTANT: DAMAGED FREIGHT MUST BE RETAINED UNTIL RESOLUTION OF THE CLAIM FOR POSSIBLE SALVAGE PURPOSES! (...Unless items are subject to repair.)

NOTE: Our GENERAL policy on concealed damage claims is consideration of partial payment, and responsibility divided equally between all parties involved (shipper, consignee, and carriers). Any payment made by a carrier in the case of concealed damage is completely voluntary, and is subject to approval based on investigation and evidence available.


Definitions and Other Information  Please read carefully

  • Your vendor's invoice is your cost. Destination or retail pricing does not apply.
  • If you are the manufacturer of the goods damaged, information of manufactured cost (including overhead) must be made available to establish the true measure of damages.
  • If repairs or replacements are made, you must also support these items with copies of invoicing, indicating costs incurred due to carrier negligence.
  • Inspection reports are a record only of the physical condition of the damaged items claimed. Containers and packaging, as well as contents, must be available for inspection. In the event the carrier fails to inspect, or waives its right to carrier inspection, the consignee is responsible to make the inspection and record all information (to include photos if available) to the best of his/her ability.
  • Carriers are not liable for sales tax unless incurred and supported by means of vendor invoicing.
  • Claims filed more than nine (9) months after delivery are deemed invalid (based on Federal Law, carriers cannot pay claims after this time has elapsed under penalty of fine).
  • Charges such as other carrier freight charges, mileage, administration costs, and other "special damages" would be disallowed unless pre-approved by an authorized carrier representative.

It is our policy to treat claimants with courtesy and respect. Good business demands this. However, we are also bound by rules and regulations, of which necessitates thorough investigation of each fully documented claim before payment can be issued. While our goal is to make settlement of claims within 30 days of receipt, this is not always possible as there are many factors to be considered (contact with other carriers, awaiting additional information and/or support from claimant, etc.). We ask that you bear this in mind when presenting your claim. Should you have a legal loss or damage, and support your claim with complete documentation, you will be assured of prompt and fair settlement.


Thank you for your attention to this matter and should you have any questions regarding filing of claims or completion of forms, etc., please do not hesitate to call and we will be glad to help you in presenting your claim.


If your claim is subject to carrier inspection (damage claims over $500 in value), please contact your local terminal. 

If carrier inspection is already scheduled, completed, or is unnecessary for your claim:

  • To print out a blank copy of the form, click here.
  • To fill out and submit the form online, click here. NOTE: All required documents must be uploaded with the form to use this method.
 



┬ęCopyright 2012, Oak Harbor Freight Lines, Inc. and its subsidiaries. All rights reserved.