Why It’s Critical to Notate Damages on the POD: Protecting Your Freight Claim Rights
In freight shipping, the Proof of Delivery (POD) is more than a signature — it’s a legal document.
When freight arrives damaged or with shortages, what you write (or don’t write) on the POD can determine whether a carrier pays a claim or denies it outright.
Many shippers don’t realize this until it’s too late.
At X Logistics, we help customers prevent unnecessary claim denials by making sure they understand the critical importance of properly marking the POD at delivery.
Why the POD Matters in Freight Claims
The POD is the official record of the shipment’s condition at the moment of delivery.
Carriers treat it as primary legal evidence when evaluating a claim.
If the freight is delivered and the POD is signed “clear” — meaning no damages or shortages were noted — the carrier has legal grounds to deny your claim entirely.
This is because a clear POD suggests:
The freight arrived in good condition
No visible damage was present
The consignee accepted the shipment without issue
Without notations, there is no proof to challenge the carrier’s position.
Carriers Have the Legal Right to Deny a Claim Without Notated Damage
Under standard freight claim rules, if damage is discovered at delivery but not written on the POD, the carrier can — and often will — deny the claim for one simple reason:
“No exceptions were noted at delivery.”
From the carrier’s perspective:
If it wasn’t notated, it didn’t happen.
If no damage was recorded, the freight must have been received intact.
The burden of proof shifts entirely to the shipper.
And once the POD is signed clean, it becomes extremely difficult to fight the denial.
This is why it’s absolutely critical to document any visible damage the moment freight arrives.
How to Properly Notate Damage on a POD
At delivery, always have your consignee follow these steps:
1. Inspect freight BEFORE signing
Look for:
Torn shrink wrap
Punctures
Crushed corners
Missing boxes
Wet freight
Broken pallets
2. Notate exactly what you see — in detail
Examples of proper notations:
“Pallet #2 crushed, shrink wrap torn”
“One box missing, short by 1 piece”
“Carton ripped, product exposed”
Avoid vague notes like “damaged” or “subject to inspection.”
3. Take pictures immediately
Photo evidence + POD notation = strong claim.
4. Refuse freight if damage is severe
For extreme cases, refusing the shipment may be better than accepting damaged freight.
The Consequences of Not Notating Damage
If damage is present but not notated:
The claim may be automatically denied
The carrier may argue improper packaging
The claim may be processed as concealed damage (low payout rates)
Investigation time increases
Recovery becomes unlikely
Even when the carrier’s negligence is clear, a clean POD severely weakens your position.
Concealed Damage ≠ Visible Damage That Wasn’t Notated
Many shippers confuse the two.
Concealed damage = Not visible at delivery
Unnotated visible damage = Should have been marked but wasn’t
Carriers strictly differentiate these.
Concealed damage payouts are typically limited to 1–3% of the invoice value.
But unnotated visible damage almost always results in the claim being denied.
How X Logistics Protects Your Company
At X Logistics, we guide our customers through the entire delivery and claims process to ensure you’re protected from preventable denials.
We help you with:
Pre-shipment packaging recommendations
Best practices for delivery inspection
Exact POD wording for damage notations
Claims filing support
Documentation gathering
Communication with carriers
Our goal is simple:
Keep your freight protected — and your claims approved.
Bottom Line: Always Notate Damage at Delivery
A POD notation takes seconds.
A denied claim can cost you hundreds or thousands of dollars.
If freight is visibly damaged, you MUST note it — otherwise the carrier has every right to deny the claim, and they will.
This simple step is one of the most important parts of protecting your freight.
Have Questions About Freight Claims? We're Here to Help.
X Logistics is committed to educating our customers and preventing unnecessary losses.
If you ever need help with a claim, documentation, or training your receiving team:
📧 ops@xlogisticsllc.net
📞 219-786-5131
🌐 www.xlogisticsllc.net
