Logistics
Damaged goods: proving what happened
Someone's phone photo is not evidence. What makes it evidence is when it was taken.
When goods arrive damaged, the argument is never about the damage: it is about where it happened. And that argument is won by whoever can show the state of the load at every handover, with a date that does not rest on their word.
The four handovers you must be able to document
| Handover | What is recorded | Who usually holds it |
|---|---|---|
| Departure from origin | Condition, seal, temperature if relevant | The shipper |
| Loading onto the vehicle | Stowage, number of packages | The carrier |
| Unloading or change of mode | Condition on arrival, incidents | The intermediate warehouse |
| Final delivery | Receiver's reservations, if any | The consignee |
Important
The missing link is usually the third. When there is a vehicle change or a warehouse stop, almost nobody records condition — and that is exactly the leg where liability can be shared or dodged.
What makes a photo count
- 1
It is linked to the shipment, not loose on a phone
A photo with no context does not say which shipment it belongs to.
- 2
It carries a date that cannot be moved
That is what shuts down the "that photo is from later" argument.
- 3
It comes with who took it
Evidence without an author carries half the weight.
- 4
And it exists when everything is fine too
Photographing only damage means the absence of a photo proves nothing.
Watch out
The fourth point is what changes the outcome. If photos only exist when there is a problem, you cannot prove it left in good condition: only that it arrived damaged. Always recording departure is what puts you on the right side of the burden of proof.
Reservations at delivery
The receiver's note at the moment of delivery is, in practice, the most valuable document in the whole chain — and the one most often lost, because it is handwritten on a note nobody scans afterwards. If delivery is signed on a phone, the reservation is written down, timed, and reaches the office before the truck does.
Worth knowing
Claim windows are short and vary by transport mode. What does not vary is that they run from delivery: the sooner the incident reaches whoever handles it, the more room is left.
›What if the damage shows up days later?
You can still claim, but what was recorded at delivery weighs heavily.
›Does sealing help here?
Yes: it fixes that the file existed on that date, which is exactly what gets disputed.
›Is it needed for every shipment?
For valuable or risky ones, yes. For the rest, at least delivery.
A real case
The situation
A shipper faces a claim over damaged pallets and only has the consignee's photos.
What you do
- Starts recording condition at departure for every shipment
- Captures receiver reservations on the phone-signed delivery
What you get
On the next claim it shows the load left in good order and liability shifts.
The situation
Goods arrive damaged and nobody photographed the despatch.
What you do
- Captures the condition at each handover
What you get
You can narrow down where it happened.
The situation
The damage is found on unpacking, days later.
What you do
- Records the condition on receipt and on opening
What you get
The two moments stay separate.
The situation
Each party maintains it was fine when they let go.
What you do
- Compares the records of both handovers
What you get
The dispute closes on data.
The situation
The claim goes out late because evidence had to be hunted.
What you do
- Has the evidence ready in the file
What you get
The claim goes out in time.
The situation
A damaged delivery is accepted with no record.
What you do
- Notes the incident at the moment
What you get
Acceptance does not close the door to claiming.
This article answers
- damaged freight claim
- proving the load left in good condition
- noting reservations on the delivery note
- who is liable for transport damage