A cargo claim file must prove more than the fact that goods were damaged. It should connect four elements: the shipment was insured, the loss occurred during the insured period and transit, the cause may fall within cover, and the amount claimed is supported. Missing transport documents, delivery remarks, carrier notices, scene photographs or loss-quantification records may prevent the insurer from assessing cause, coverage and value. This article organizes the documents commonly used for sea, air and inland cargo claims and explains which records establish the right to claim, the event and cause of loss, the extent of damage, the amount claimed and the preservation of recovery rights against responsible third parties.

Prepared by: TGIMEX · Updated: 21 July 2026 · Scope: commercial cargo-in-transit insurance

QUICK FACTS

There is no universal checklist

The final list depends on the policy, ICC clauses, mode of transport, cause and scale of loss.

Four core evidence groups

Insurance evidence; commercial and transport documents; loss evidence; and records supporting the amount claimed.

Recovery rights must be protected

Written notice and claims against the carrier, forwarder, warehouse or responsible party are part of the file.

Immediate action matters

Notify, mitigate, retain cargo and packing, note exceptions on delivery records and cooperate with the survey.

Do not dispose of or repair cargo prematurely

Obtain instructions or approval unless urgent action is reasonably required to prevent further loss.

SCOPE OF APPLICATION

This article applies to import, export and domestic cargo claims involving sea, air, road, rail or multimodal transit. It is intended for insured parties, parties with an insurable interest, consignees, importers/exporters, brokers and logistics teams.

The list is a practical framework, not a substitute for the policy, insurer’s claim instructions or a shipment-specific request. Theft, fire, non-delivery, temperature-controlled cargo, perishables, general average, total loss, dangerous goods and carrier-liability disputes may require additional documents.

KEY TERMS

Term	Meaning	Role in the claim file
Notice of Loss / First Notification of Loss	The initial notice of an event that may lead to a claim.	Triggers claim guidance, survey and evidence preservation.
Claim Form / Claim Note	The formal claim document describing the shipment, event and amount claimed.	Formalizes the claimant’s request.
Survey Report	A report on condition, possible cause and extent of loss.	Important technical evidence, but not an automatic coverage decision.
Outturn Report / Damage Report	A record of shortage or damage issued by a port, warehouse, airline or handling party.	Shows cargo condition at a defined custody point.
Notice to Carrier	A written reservation or claim sent to a potentially responsible carrier or party.	Protects recovery and subrogation rights.
Subrogation	The insurer’s right to pursue a responsible third party after payment.	Requires the insured not to waive or prejudice third-party rights.
Salvage	The remaining value of damaged cargo.	May reduce the net loss and affects disposal or sale arrangements.

HOW THE CLAIM FILE WORKS

1. It must prove entitlement, event, cause and value

Insurance documents establish the contract and right to claim. The invoice, packing list and transport documents identify the shipment, transit and value. Delivery records, photographs, surveys and carrier correspondence help establish timing, condition and possible cause. Repair, replacement, reconditioning and salvage records quantify the claim.

2. Evidence begins at delivery

Any abnormal condition should be recorded on the delivery receipt, EIR, consignment note or handover report. Photograph the container, seal, external packing, pallet positions and cargo before movement. Keep original packing and samples. A clean receipt followed by a later notification may make it harder to establish when damage occurred.

3. Insurance notice and carrier claim run in parallel

Notify the insurer or broker immediately and separately issue a written notice to the carrier, forwarder, terminal or warehouse. Do not wait for the carrier’s response before notifying the insurer. Protecting third-party rights supports the insurer’s recovery after settlement.

4. A complete file does not guarantee cover

The insurer still reviews coverage, exclusions, deductible, insured value, proximate cause, mitigation duties and the reasonableness of the amount claimed. Conversely, a missing final document should not delay the initial loss notification.

Control point: Do not destroy, sell, repair or materially alter damaged cargo before the insurer or surveyor has had a reasonable opportunity to inspect it, except for reasonable emergency measures to prevent further loss.

CLAIM DOCUMENT MATRIX

Document group	Typical documents	What they prove	Prepared/issued by	Review point
1. Claim identification	Claim Form/Claim Note, claim letter, incident statement, claim breakdown and bank details.	Claimant, shipment, event and amount requested.	Insured or authorized claimant.	State policy/certificate, B/L/AWB, discovery date and cargo location.
2. Insurance evidence	Policy, Certificate of Insurance, open-cover declaration, endorsement and assignment/interest evidence.	Coverage, period, transit, insured value and entitlement.	Insurer, broker and policyholder.	Check cargo, conveyance, route, clauses, deductible and effective dates.
3. Commercial documents	Sales contract/PO, commercial invoice, packing list, weight list/certificate and customs documents where relevant.	Value, quantity, specification and pre-shipment condition.	Seller, buyer, factory and customs authority.	Data should reconcile with the policy and transport document.
4. Transport and delivery documents	B/L, HBL/MBL, AWB/HAWB/MAWB, CMR/consignment note, D/O, delivery note/receipt, EIR, tally sheet and outturn/devanning report.	Transit, carrier, custody changes and condition at delivery.	Carrier, forwarder, terminal, warehouse and trucker.	Prioritize records with shortage/damage, seal, container and timing remarks.
5. Loss evidence	Photos/video, shortage/damage report, survey, QC/NG report, cargo damage report, police/fire/port/airline report.	Condition, extent and potential cause of loss.	Consignee, warehouse, surveyor, carrier and authorities.	Retain original files, timestamps, wide shots and close-ups.
6. Third-party recovery	Notice/claim to carrier, joint-survey invitation, carrier response, correspondence and non-delivery confirmation.	Timely reservation and preservation of third-party rights.	Insured/consignee and responsible parties.	Retain proof of transmission and receipt.
7. Loss quantification	Claim calculation, repair/replacement quotes, reconditioning, sorting, storage, disposal and salvage-sale records.	Actual loss, reasonable expenses and residual value.	Insured, suppliers and service providers.	Separate cargo loss, mitigation costs and uninsured business costs.
8. Corporate and settlement records	Company registration, authority, bank details, discharge voucher, subrogation letter and salvage/destruction certificate.	Identity, payment authority and completion of settlement/recovery.	Insured, bank, insurer and disposal party.	Understand the scope of any release before signing.

ADDITIONAL DOCUMENTS BY LOSS TYPE

Loss type	Additional documents	Critical data	Control point
Shortage / non-delivery	Tally, outturn, shortage certificate, delivery receipt, non-delivery confirmation, tracking and warehouse records.	Package counts, seal, weight and custody times.	Identify the point at which shortage first appeared.
Wet, crushed or broken cargo	Container/packing photos, EIR, seal record, survey and stuffing/lashing records.	Damage location, water marks, container condition and stowage.	Retain packing and representative samples.
Temperature excursion	Temperature log, reefer download, PTI, set point, ventilation, power-interruption and QC/lab reports.	Duration and degree of deviation, product condition and shelf life.	A single temperature reading may be insufficient.
Theft / pilferage / seal breach	Police report, scene report, CCTV, seal evidence, GPS/route and access logs.	Time, place, method of entry and quantity missing.	Notify authorities and insurer immediately; do not admit liability.
Fire or vehicle accident	Police/fire report, accident report, vehicle/driver records, carrier incident report and scene photos.	Cause, affected area, rescue action and expenses.	Separate the cargo claim from the carrier-liability claim.
Repair, reconditioning or destruction	Approved handling plan, quotations, invoices, destruction record and salvage-sale evidence.	Actual cost, residual value and quantity handled.	Allow inspection before disposal unless emergency action is required.
General Average	GA guarantee/bond, average adjuster statement, cargo valuation and insurance documents.	Contribution value, security and related expenses.	Contact the insurer quickly to arrange security and release cargo.

CLAIM PROCESS

Record the condition immediately: note exceptions on delivery records and photograph container, seal, packing and cargo before movement.
Notify insurer/broker: send the policy reference, shipment reference, cargo location, loss description, preliminary estimate and contact person.
Mitigate: separate sound and damaged goods, protect, dry, re-pack or move cargo when reasonable; retain cost evidence and instructions.
Protect carrier recovery: send written notice, invite a joint survey where appropriate and retain all responses.
Cooperate with survey: preserve cargo and packing and provide access to location, temperature data and transport records.
Build the four evidence tracks: insurance entitlement, transit/custody, cause/extent and claim value.
Prepare the calculation: separate damaged cargo value, mitigation/reconditioning costs, salvage and amounts recovered elsewhere.
Submit and track: maintain a document index, submission log, missing-item list and insurer responses.
Close settlement carefully: review deductible, salvage, subrogation and discharge language before signature.

Recommended output: a numbered claim index, an event chronology and a reconciliation linking policy, invoice, packing list, transport document, damaged quantity and amount claimed.

RISKS AND COMMON ERRORS

Error	Cause	Impact	Control
Signing a clean delivery receipt	Cargo was not inspected or delivery was rushed.	Harder to prove damage existed at delivery.	Record a clear reservation and take photographs before movement.
Waiting for a complete file before notice	Initial notice is confused with final submission.	Lost opportunity for early survey and loss control.	Send first notice immediately and supplement later.
No carrier claim	The insured assumes insurance replaces carrier recovery.	Recovery rights may be prejudiced.	Issue written notice to the correct party and retain proof.
Premature disposal or repair	Warehouse pressure or production needs.	Loss of evidence and uncertain salvage value.	Seek approval and document emergency mitigation.
Photos only after unpacking	No scene-evidence plan.	Damage cannot be linked to container, seal or stowage.	Capture overview, container/seal, packing, position and details.
Inconsistent quantities or values	Policy, invoice, packing list and claim use different units.	Additional questions and delay.	Prepare a reconciliation and source-based explanation.
Claiming expected selling profit	Commercial loss is mixed with insured cargo loss.	Claim amount is unsupported under the policy.	Separate cargo value, reasonable expenses, salvage and uninsured costs.
Signing discharge too early	Settlement and subrogation language is not reviewed.	Later adjustment may be difficult.	Review the settlement statement before signing.

AUTHORITATIVE SOURCES

The exact claim file is determined by the insurance contract and the insurer’s instructions. The official sources below support the document groups, early actions, survey, mitigation and recovery controls discussed in this article.

Official source	Purpose	Application note
Chubb Vietnam – Marine Cargo Claims	Mitigation, insurer/broker notification, retention of cargo/packing, joint survey and related documents.	Vietnam-oriented guidance; the policy and actual event control the final list.
MSIG Vietnam – Cargo Insurance / Claim Documents	Claim notice, B/L/AWB, invoice, packing list, damage report, photos, delivery note, outturn report and EIR.	Shows the importance of custody and delivery records.
Chubb – Preliminary International Transport Claim Documents	Claim letter, carrier notice, insurance certificate, transport document, invoice, weight/QC evidence, damage receipt, photos and survey.	Reference list, not a universal mandatory checklist.
Chubb Singapore – Marine Cargo Supporting Documents	Loss description, invoice, packing list, B/L/AWB, delivery documents, estimated value and cargo location.	Useful for first notification and initial review.
Chubb Korea – Marine Cargo Claim Documents	Additional customs declarations, delivery records, surveys, subrogation and salvage/disposal evidence.	Illustrates market- and event-specific additions.
Vietnam Law on Insurance Business 08/2022/QH15, as amended by Law 139/2025/QH15	Article 30 on the claim-filing period; Article 31 on payment timing; Articles 51–54 on the basis and form of indemnity, survey and transfer of recovery rights.	The amending law took effect on 1 January 2026. The cited articles were not among the provisions directly amended; always use the current text together with the actual policy.
Bao Minh – Cargo Insurance	Reference to ICC (A)/(B)/(C), air, war and strikes clauses used in cargo products.	The claim must be matched to the actual clauses and endorsements.

Chubb Vietnam guidance
MSIG Vietnam document
Vietnam insurance law

FAQ

1. Must every document be submitted in original form?

Not universally. A claim may start with scans, while negotiable policies, transport documents or discharge records may require originals or certified copies. Confirm the format with the claim handler.

2. Can a claim be notified before the survey report is available?

Yes. Notify immediately and ask the insurer to arrange or waive the survey. The survey report is a later document, not a reason to delay first notice.

3. Is an independent survey required for every small loss?

It depends on the policy, amount and insurer’s instruction. Send photographs and a preliminary estimate and obtain written confirmation if a survey is waived.

4. Why claim against the carrier when cargo is insured?

The carrier or another party may be liable. Protecting the claim preserves the insurer’s subrogation and potential recovery.

5. Are the invoice and packing list enough to calculate indemnity?

Usually not. The file must establish actual shortage/damage, custody condition, cause, handling costs and salvage. The policy may also use a specific valuation basis.

6. Can unusable cargo be destroyed immediately?

Only after the insurer/surveyor has had a reasonable inspection opportunity and the plan is agreed, unless urgent safety or mitigation action is necessary. Keep photos, samples, minutes and disposal evidence.

7. What is the deadline for submitting a cargo claim?

Article 30 of Vietnam’s Law on Insurance Business provides a general period of one year from the insured event; time affected by force majeure or objective obstacles is excluded, and an exception applies where the insured proves that the event date was not known. Notice duties and carrier-claim time bars under the policy, bill of lading, transport contract or applicable convention may be much shorter, so notify immediately after discovery.

APPLICATION NOTE: A “complete file” is policy- and event-specific. Ask the insurer or broker to confirm the claim checklist, submission channel, original/scan standard, notice requirements, survey threshold and salvage authority before acting.

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