HIGHROAD / SHIPPING KNOWLEDGE
How to File a Written Auto Transport Damage Claim
A formal damage claim should identify the shipment, state that you hold the proper carrier responsible, and request a specified or determinable amount of money. For shipments covered by 49 CFR Part 370, photographs or a damage note on the delivery receipt do not, by themselves, satisfy the minimum filing requirements.
Confirm the proper recipient and deadline
Check the carrier named on the bill of lading and its claims instructions. 49 CFR 370.3 describes proper carrier recipients and filing requirements. Verify the submission channel and applicable deadline before sending your evidence.
Copying a broker can help keep it informed, but do not assume that sending a message only to the broker files the claim with the carrier. For a combined road and ocean shipment, establish which leg and contract are involved.
Build a clear claim package
Include the following:
- Your name, contact information, and relationship to the vehicle.
- Carrier name, shipment reference, VIN, pickup and delivery dates, and route.
- A factual description of the damage and when it was observed.
- A statement asserting the carrier's liability for the alleged loss.
- The amount claimed and the documents or calculation supporting it.
- Pickup and delivery records, photographs, inspection notes, and relevant receipts.
Label files clearly and keep the original versions. Repair estimates should identify the vehicle and damaged areas. Separate confirmed repair costs from other amounts you are asking the carrier to consider.
A useful structure for your written statement
Identify the shipment first. Then explain the alleged change in condition, refer to the attached evidence, state why you hold the carrier responsible, and specify the amount sought. Finish by requesting acknowledgment and the claim reference.
This is an organizational guide, not a substitute for reviewing the contract or getting legal advice. If the loss cannot yet be quantified, promptly ask how to provide a timely claim for a determinable amount; do not assume “amount to follow” is sufficient.
Preserve proof and allow investigation
Save the submitted package and evidence of delivery. Ask whether anything is missing. Do not discard damaged parts or authorize nonessential repairs before giving the carrier or insurer a reasonable opportunity to inspect. If urgent work is needed to prevent further loss or address safety, document why and preserve evidence where practicable.
The rule addresses acknowledgment and claim investigation. Our claim-deadlines guide separates those response stages from filing and legal-action deadlines.
If the carrier does not respond
Follow up in writing with the original submission date and proof of receipt. Request a status update and any outstanding requirements. An agency complaint is separate from a demand for compensation and should not be assumed to extend a deadline.
Questions customers ask
Is a delivery damage notation enough?
Not by itself under Part 370's minimum filing rules.
Does filing guarantee reimbursement?
No. Liability, evidence, amount, and applicable terms still require evaluation.
Should I send original ownership documents?
Keep originals unless a verified process specifically requires them. Ask for a secure submission method for sensitive material.
Get help with the right next step
Contact the carrier or insurer handling your shipment or claim. Keep the shipment reference and evidence available. For reporting routes, read how to file a car shipping complaint. A general quote inquiry is not a formal damage claim or legal filing.
Related guides
Browse all car shipping guides.
Sources and further reading
Sources checked October 10, 2026. General information, not individualized legal or insurance advice. Confirm current requirements for your shipment. Reference links do not imply agency or carrier endorsement of Highroad.