Depending on the nature and extent of a reported damage, different documents may be needed to fully assess and process the claim.
On this page, you'll find a summary of all documents that may be requested as part of a claims process with Cargoboard – each with a brief explanation of why it's needed and how you can provide or create it.
Please note: Not every damage case requires all of the listed documents. We’ll let you know exactly what’s needed in your specific case after your claim is submitted.
Damage Invoice
You can find all the information about the damage invoice, the amount of damage, and the damage weight here: How do I create a damage invoice?
Submit the Commercial Invoice
The commercial invoice shows the value of the shipped goods and serves as the basis for assessing the damage.
Why it’s needed: To determine the maximum refundable amount.
Where to get it: From your accounting or ERP system – please upload as a PDF or scan.
Proof of Goods Value
An additional document confirming the actual value of the damaged goods – e.g., price lists or current market prices.
Why it’s needed: If the value differs from or adds to the invoice.
Where to get it: Online prices, internal calculations, or purchase receipts.
Photos of the Damaged Goods
Images help assess the type and extent of damage – ideally from multiple angles.
Why it’s needed: To visually document the damage.
How to take them: With a smartphone – uncompressed and clearly visible, please.
Photos of the Packaging Used
These show how the goods were secured for transport – inside and out.
Why it’s needed: To evaluate packaging quality and transport safety.
How to take them: Ideally before unpacking – include full view and close-ups.
Proof of Labor Time Incurred
A document showing the manual effort caused by the damage (e.g., repacking, sorting).
Why it’s needed: To reimburse actual additional costs.
How to create it: A list with dates, hours, and tasks – e.g., in Excel or a simple PDF.
Proof of Disposal of Damaged Goods
An official confirmation that damaged goods were properly disposed of.
Why it’s needed: Only destroyed goods can be fully claimed.
Where to get it: From your waste disposal company or recycling center – as invoice or certificate.
Documentation of a Repair
Invoice or cost estimate showing the effort and cost of repair.
Why it’s needed: Only documented repairs can be reimbursed.
Where to get it: From a service provider, workshop, or in-house repair team – include date and itemized details.
Loss Report from Recipient
An informal statement confirming that parts of the shipment did not arrive.
Why it’s needed: To document missing items.
How to create it: Written confirmation with date, shipment number, missing items, and signature.
Itemized Packing List
A detailed list of shipped items including quantities, item numbers, and descriptions.
Why it’s needed: To match with the actual shipment contents.
Where to get it: From your inventory or warehouse management system.
Proof of Goods Receipt
Confirms when and in what condition the recipient accepted the goods.
Why it’s needed: To clarify if damage was visible upon delivery.
Where to get it: From the carrier or as a signed confirmation from your customer.
Delivery Note
A standard shipping document with item details, quantities, and delivery date.
Why it’s needed: Additional reference alongside invoice and packing list.
Where to get it: From your shipping or ERP system – please upload as PDF.