Organize Records for a Moving Damage Claim

Build a moving damage claim file with shipment identifiers, before-and-after evidence, item values and a record of written submissions.

Start a record while facts are fresh

At delivery, note missing or visibly damaged items on the appropriate delivery records and take clear photographs. Include an overall view, a close view and the item's identifying label when available. Keep observations factual: a split table leg or missing carton ID is more useful than a general statement that everything was mishandled.

Do not treat a delivery notation, phone call or regulatory complaint as a substitute for a written claim to the carrier. FMCSA says a written loss or damage claim should be filed within nine months of delivery. Act promptly and confirm the process for your circumstances rather than waiting until that deadline approaches.

Describe a supportable amount

For each item, explain the loss or damage and the amount claimed, supported by available evidence. Distinguish a repair quotation from a completed repair receipt. If several items share one purchase receipt, identify which item and amount the claim concerns instead of attaching the document without explanation.

For example, a damaged chair might have inventory ID LR-07, dated pre-move photographs and a written $140 repair estimate. That is an illustrative evidence package, not a prediction that the carrier must pay $140. The valuation selection, liability terms and facts of the shipment affect the outcome. Retain packaging and the damaged item pending the carrier's inspection or disposal instructions when practical and safe.

Keep correspondence traceable

Ask for the claims address and submission instructions, then retain proof of sending and delivery or acknowledgment. Save each version of the claim rather than overwriting it after a correction. Keep a dated communication log with contact names and requested follow-up. Send copies of records while retaining originals.

FMCSA distinguishes a claim for compensation from a complaint that may support an enforcement investigation. The agency does not settle individual damage claims. If resolution fails, request the carrier's dispute-settlement information and review the available next steps for your shipment.

Maintain a list of open items after the first submission so missing documentation can be supplied consistently. A photo folder alone is difficult to assess; a numbered item summary linked to evidence makes the file understandable to someone who was not present at the move.