Cargo Damage Survey Procedure

A cargo damage survey documents the condition, extent and likely cause of loss. Prompt reporting and reliable evidence help the consignee, carrier and insurer assess the incident.

Actions for the consignee

1. Record and notify the damage

For apparent damage, record the condition at delivery with the vessel and port representatives where possible. A Cargo Outturn Report should identify the date, bill of lading, affected quantity and general nature of damage, with relevant signatures.

If a vessel representative will not sign, record that fact and arrange an independent survey promptly. Notify the carrier and insurer or their appointed agents without delay.

For concealed or suspected damage, send a written reservation and preserve the packaging and other evidence. A three-day notice period may apply; confirm the notice and claim deadlines under the contract and applicable carriage law. A missed notice does not necessarily extinguish every claim. Obtain appropriate advice promptly and do not rely on this article as a deadline calculation.

2. Limit further loss

Take reasonable, safe measures to prevent damage from spreading. Coordinate handling, segregation, salvage or disposal decisions with the relevant parties and document the actions and costs.

3. Preserve rights and evidence

Retain records that may support recovery against responsible parties. Avoid signing unqualified delivery acknowledgements where damage has been observed, and seek the insurer’s instructions on reservations and supporting documents.

4. Arrange the survey

The insurer may inspect directly or appoint a surveyor. Overseas insurers may use a local representative. The report should address the affected quantity or weight, extent of damage and findings on causation, including limitations in the available evidence.

5. Submit the claim

The insurer reviews the evidence against the policy terms. A survey report supports that assessment but does not itself guarantee insurance coverage or compensation.

Surveyor preparation

Before attending, review the request, supporting documents, reported packaging and cargo condition, affected quantity, customer instructions, cargo characteristics, and the agreed location and time.

Consult the warehouse, cargo owner and transporter to understand the transport method, incident history and actions already taken. Prepare suitable records, weighing or measurement arrangements, sampling equipment and photography.

Site inspection and sampling

Record the condition and relevant circumstances, identify affected cargo, and take representative samples where required by the agreed scope. Keep clear sample identification, custody and handover records, and distinguish observations from conclusions.

Supporting document checklist

• Bill of lading, packing list and commercial invoice.
• Sales contract and quality certificate.
• Cargo outturn, delivery, tally and container-unloading records.
• Insurance policy or framework agreement and relevant premium records.
• Notice of loss and correspondence with involved parties.
• Site survey records and certificates of condition, quantity or weight.
• Sampling reports, sample handover records and test results.
• Calculation of loss, salvage value and additional costs.
• Claim submission and authorization documents.

Examples of cargo damage