Freight claims: the evidence file to build before a problem occurs
Freight claims: the evidence file to build before a problem occurs
Executive summary
Cross-border wholesale decisions improve when teams replace assumptions with comparable evidence. Preserve pre-loading condition, packing, seal, weights, handovers, delivery exceptions, photographs, notices and mitigation steps. The principle applies whether the opportunity is a stocklot, customer-return pallet, used machine, production line, commercial vehicle, industrial equipment package or liquidation sale.
Why this matters to both sides
Many costly disputes begin when buyer and seller use the same word with different definitions. “New,” “tested,” “complete,” and “export ready” are not useful until converted into measurable facts. Record the SKU or asset identity, quantity, condition, production year where relevant, origin, present location, packing, commercial restrictions and price basis. Mark unknown information as unknown. A transparent exception is easier to price than an optimistic assumption discovered after payment.
Build the evidence file before negotiation
Create one controlled file containing company identity, representative authority, provenance, current photographs, inventory manifests and relevant inspection, service or conformity records. Reconcile legal names, addresses and bank details and obtain a written explanation for inconsistencies. A photograph does not prove quantity, a spreadsheet does not prove condition and a sticker does not by itself prove compliance. The strength of the file comes from evidence that agrees across independent records.
Define quantity, condition and sampling
State the sale unit, lot boundary, total quantity and known exceptions. For mixed lots and returns, define defect classes, sampling method, who selects the sample and what happens when findings differ from the listing. For machinery and production lines, record an operating test, attachments, software, tooling, utilities and maintenance history. For vehicles, reconcile VIN, mileage, damage, servicing and export documentation one unit at a time. Never extrapolate a carefully presented sample to an undefined population.
Model landed cost, not headline price
Include purchase, inspection, packing, loading, freight, insurance, clearance, duty, import tax, handling, relabelling, repair, finance and expected loss. Run a base case and a conservative case and name the assumptions capable of changing margin. The cheapest offer can become the most expensive when cartons cannot stack, goods require sorting, resale channels are restricted, parts are missing or specialized dismantling and installation are required.
Contract, payment and transfer of risk
Put specifications, exceptions, deadlines and acceptance rules in the contract or purchase order. If using Incoterms rules, state the rule, named place and version, then make loading, clearance, insurance and document responsibilities explicit. Link payment milestones to verifiable events such as inspection, manifest approval, loading evidence and transport documents. Independently verify any request to change the receiving entity or bank account through a previously trusted channel.
Execute with an auditable handover
Assign an owner and deadline for preparation, loading appointment, vehicle or container selection, lifting equipment, seals, weights, handover records and exception reporting. Preserve time-stamped communications, media and documents. If a problem appears, stop guessing, prevent further loss, issue notices within contractual deadlines and document mitigation. This disciplined file is useful for resolution, insurance and the next transaction.
Put the workflow to work on floos33
Search the Marketplace using structured category, condition, brand, origin, location and stock-type filters, then compare inventory that is genuinely published and available. If supply does not match the requirement, publish a detailed Buyer Request covering use case, volume, acceptable condition, destination, timing and evidence required. Multilingual discovery reduces friction between European, Arabic-speaking and Persian-speaking teams, but it remains the beginning of due diligence—not a replacement for qualified customs, legal, inspection or financial advice.
Decision checklist
Can the counterparty, ownership and goods be independently verified?
Are quantity, condition and exceptions measurable and inspectable?
Does the landed-cost model include a conservative scenario?
Are responsibilities, deadlines, payment and risk transfer written down?
Have origin, transit and destination requirements been confirmed?
Is there a practical loading, receipt and claims plan?
Explore the floos33 marketplace
Use the section that matches the asset, or publish a precise Buyer Request when the required supply is not yet listed:
TEST SITE — Everything on this website is test data. Listings, companies, prices, offers, and transactions are not real.TEST SITE — Everything on this website is test data. Listings, companies, prices, offers, and transactions are not real.TEST SITE — Everything on this website is test data. Listings, companies, prices, offers, and transactions are not real.TEST SITE — Everything on this website is test data. Listings, companies, prices, offers, and transactions are not real.TEST SITE — Everything on this website is test data. Listings, companies, prices, offers, and transactions are not real.TEST SITE — Everything on this website is test data. Listings, companies, prices, offers, and transactions are not real.
