Duty to File a Claim after Problems are Noted in the Inspection

If there is problem with a shipment of products, a claim must be filed with the carrier to identify the problem and determine who is responsible. If the problem is not identified until after the freight documents have been approved and the delivery driver is gone, follow the steps in the section on Concealed Loss or Damage.

1. Responsibility for damage is negotiable between the seller and buyer and set in the freight terms of the purchase order or contract. Refer to the Freight Term section for more information.
2. If the supplier is responsible for filing a claim (FOB Destination), immediately contact the supplier. If Penn is responsible for filing a claim (FOB Origin or Shipping Point), the requisitioner must immediately initiate a claim with the carrier.
3. A claim will require an inspection and the following paperwork:
   • Claim Statement - Shows the merchandise which was lost or damaged and how the amount of claim was determined. Carrier should have available for this a "Cargo Loss and Damage Claim Form". Recipient may obtain form from freight carrier representative.
   • Bill of Lading or Freight Bill - One of these documents is required as proof that the freight carrier transported the freight.
   • Freight Bill or Inspection Report Copy - A noted document as evidence of loss or damage.
   • Invoice Copy - Establishes the cost to recipient of the freight lost or damaged, or an invoice for repairs made to restore recipient's merchandise to its original condition.
4. Contact the supplier to schedule the return of damaged goods.