Checklist
Cargo claim file checklist
The documents a marine cargo claim file usually needs, grouped by stage, with who provides each one. Use it to see what is in the file and what is still to come. Not every claim needs every line.
Before shipment and loading
| ✓ | Document | Who provides it |
|---|---|---|
| Commercial InvoiceSeller | Seller | |
| Packing ListSeller or shipper | Seller or shipper | |
| Bill of Lading, clean or clausedCarrier, master or agent | Carrier, master or agent | |
| Mate's Receipt, with any remarksChief officer | Chief officer | |
| Draft Survey at loading (bulk cargo)Independent surveyor | Independent surveyor | |
| Hold inspection or cleanliness certificate, where relevantSurveyor | Surveyor |
Voyage and port calls
| ✓ | Document | Who provides it |
|---|---|---|
| Statement of Facts, loading and discharge portPort agent, signed by the master | Port agent, signed by the master | |
| Deck Log extracts, with weather and hatch entriesShip's officers, through owners | Ship's officers, through owners | |
| Ventilation and temperature records, where relevantShip's officers, through owners | Ship's officers, through owners | |
| Stowage planMaster or charterers | Master or charterers |
Discharge and delivery
| ✓ | Document | Who provides it |
|---|---|---|
| Outturn report and tally sheetsTerminal, stevedores or agent | Terminal, stevedores or agent | |
| Draft Survey at discharge (bulk cargo)Independent surveyor | Independent surveyor | |
| Delivery receipt, with remarksReceiver or terminal | Receiver or terminal | |
| Letter of protestReceiver, agent or master | Receiver, agent or master | |
| Invitation to the carrier to a joint surveyReceiver or cargo insurer | Receiver or cargo insurer | |
| Survey Report, with cause and extent of the lossCargo surveyor, ideally in a joint survey | Cargo surveyor, ideally in a joint survey | |
| Photographs, with date and placeSurveyor, receiver or crew | Surveyor, receiver or crew |
Claim and recovery
| ✓ | Document | Who provides it |
|---|---|---|
| Notice of Claim to every carrier in the chain, with the date sentReceiver or cargo insurer | Receiver or cargo insurer | |
| Replies from the carrier and its P&I clubCarrier, club or correspondent | Carrier, club or correspondent | |
| Time extension lettersCarrier or its P&I club | Carrier or its P&I club | |
| Time bar date you have confirmed, with its sourceClaim handler | Claim handler | |
| Insurance policy or certificateAssured or broker | Assured or broker | |
| Claim calculationClaimant or adjuster | Claimant or adjuster | |
| Subrogation receipt or letter of subrogationAssured, when the insurer pays | Assured, when the insurer pays |
General information, not legal advice. Which documents a claim needs, and the time bar, depend on the contract of carriage, the policy and the governing law. Confirm the time bar for each claim.