Refer to this guide for information on filing a claim, what to expect during the claims process and payment
information.
8 Easy Steps to File a Claim With UPS Capital Insurance Agency
1. Inspect and Note any Visible Losses
If possible, inspect and note any losses before you sign the delivery receipt. Mark on the BOL and
delivery receipt that there are damages and have it signed by the driver to be submitted with the claim.
Do not refuse the shipment unless the damage has rendered your freight worthless.
2. Preserve Packaging, Damaged Goods and Prevent Further Loss
If you discover damage after accepting the shipment, stop unpacking the shipment and retain all
packaging. Take steps to reduce further loss of the goods. Do not discard damaged goods, packaging
and container seals until surveyor has had a chance to investigate the loss.
3. Prepare Photo Documentation
Photographic evidence is required to process your claim.
4. Submit a Letter of Notice to Carrier
Immediately place all transportation carriers involved in the shipment, including steamship lines, airlines
and trucking companies on notice using a Letter of Notice to Carrier. Fax or email the letter to the
carrier immediately. Be sure to keep a time-stamped copy of the submission. A time-stamped document
verifying notification must be submitted with the claim. This letter is for notification purposes only and
does not mean you are filing a claim with the carrier. A sample letter of notice is attached.
5. Gather Documents to Support Your Claim
To make your claims process as smooth as possible, Unishippers recommends gathering all of these
documents before initiating the claim. These documents will be submitted directly to UPS Capital further
along in the process.
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Commercial Invoice (with terms of sale)
Letter of Instruction to Transportation Carrier
Temperature Records (for refrigerated cargo)
SED Form (Shipper Export Declarations)
Photo(s)
Police Report (if applicable)
Itemized Statement of Claim
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Packing List (if applicable)
Freight Invoice
Doc/Delivery Receipts
Loading / Unloading Tallies
Notice of Loss to Carrier – Dated
Document (Fax/E-mail)
Customs Clearance Forms
6. Prepare a Statement of Claim
This document, prepared on company letterhead, explains the specific details of the loss and validates
the value of the claim.
7. Contact Your Unishippers Office
If you have not already done so, please contact your Unishippers office to initiate the claims process.
8. Await Notification from UPS Capital
Once your Unishippers office has notified UPS Capital of your claim, the insurance agency will contact
you directly to obtain any necessary documentation and to process your claim.
Unishippers Logistics, LLC | Shipment Insurance – Filing a Claim | 9-­‐2013 | Page 1 of 3 What to Expect During the Claim Process
Surveyor Investigation
The insurance carrier has the right to require a survey; this generally applies for claims in excess of
$5,000. In some cases a surveyor may be necessary regardless of claim amount. The insurance carrier will
typically notify you within 24 hours following claim submission if a survey is required.
Status of a Claim
Contact your Unishippers office to view the status of a claim.
Claims Resolution Timeline
Most claims are settled within 5 days following receipt of completed documentation and surveys (if
required).
Delays or Denial of Claim
Claims filed without all the required information will result in an inability to be processed and may result in
delays or not receiving a full payment. All cargo insurance companies have four basic requirements before
they will pay a claim:
1. Evidence that the customer has placed the transportation carrier(s) on notice of the loss and that
steps have been taken to investigate the loss and reduce further loss of the goods.
2. Evidence that there was loss or damage to the goods. Do not discard damaged goods, packaging
and container seals until a surveyor has had a chance to investigate the loss. (Photos may be
required)
3. Evidence to support the value of the claim.
4. Evidence to support the loss occurred during transit.
*For more information on these requirements, please refer to the “7 Easy Steps to File a Claim.”
Claim Payment Information
Claim payments are made by the insurance carrier through UPS Capital Insurance Agency, Inc. and
payment checks are sent directly to you.
Expedited Insurance Claims Under $5000 in Value
For insurance claims under $5,000, UPS Capital will waive investigation and pay the claim within ten
working days after the shipper has provided:
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Bill of lading, waybill or warehouse receipt (must be originals if total loss is claimed)
A commercial invoice demonstrating the value of the shipment, terms of sale and insurance interest
of the shipper
The insurance certificate (if issued)
Delivery record or receipt, credit memo or other document confirming the condition of the goods
delivered and, for damage or shortage, showing the damage loss that occurred, which may be the
bill of lading or waybill
Claim statement detailing how the claim amount was calculated less any recovery received from the
motor carrier or salvage received for damage
Unishippers Logistics, LLC | Shipment Insurance – Filing a Claim | 9-­‐2013 | Page 2 of 3 Sample Letter of Notice to Transportation Carrier
Please use the template below as a guide to submit a Letter of Notice to your
transportation carrier(s). This should be written on your company’s letterhead and
forwarded to your transportation carrier immediately upon the discovery of a loss.
Be sure to keep a time-stamped copy of the submission.
Date:
Address of Common Carrier or Local Representative
Regarding:
Vessel or Carrier’s Name
Bill of Lading or Air Waybill No. and Date
Description of Shipment
Loss Amount (State Full CIF Value unless actual damages are known)
Reference No.
To Whom It May Concern:
This letter is to inform you that we hold you fully responsible for the:
(Choose Applicable Reason for Loss)
1.
2.
3.
4.
Non-Delivery
Shortage upon Delivery / Pilferage
Damage
Contamination
that has occurred to our above mentioned shipment and/or shipments.
Please be advised that our insurance carrier will be in contact with you once
this claim is settled.
If you wish to inspect this shipment, please contact: (If applicable)
Name: __________________________________
Address: ________________________________
Phone Number: ___________________________
Sincerely,
Name
Title
Phone Number