AFTER-SALES CLAIMS · September 24, 2026
How to Build an Evidence File for Damaged Goods From China
Build a damage evidence file around the shipment identity, condition on receipt, affected quantities and documented value. Notify the relevant parties promptly while collecting the remaining records. A well-organized file supports investigation; it does not by itself prove who caused the damage or guarantee payment.
What should you record when damage is discovered?
Record the discovery date, time, location and person receiving the goods. Identify the purchase order, shipment reference, container or consignment number, SKU and carton labels. Describe observable facts, such as a crushed corner or wet inner packaging, separately from suspected causes.
Keep the original receiving receipt and note any exceptions through the receiving process. Preserve packaging and affected goods where safe and practical, while protecting undamaged stock. For unsafe cargo, follow the facility’s safety procedures and obtain appropriate handling instructions rather than opening it just to take photographs.
Which photos and documents support a cargo claim?
Maersk’s cargo-claims guide illustrates the evidence a carrier may request: photographs of both damaged and sound goods, packaging and container identification, together with transport documents, the commercial invoice, packing list and an itemized calculation. It also identifies survey reports and delivery records as potentially relevant.
That guide is carrier-specific and carries a 2021 copyright date. Use it as an evidence example, then confirm the current procedure and applicable requirements with your own carrier and insurer.
Maersk: Guide to Cargo Claims Handling; accessed September 24, 2026
How do you make a photo useful to an investigator?
Give each image a stable file name linked to a carton or item identifier. Capture an overall view and a closer view of the observed defect, with enough context to identify the goods. Keep original files; place annotations on separate copies so the unedited record remains available.
Maintain a short index with file name, subject, photographer and capture date. If the capture time is unknown, say so. A photograph showing damage after unpacking should not be described as proof of the condition before loading unless separate evidence establishes that history.
Example: reconcile cartons and units without inflating the claim
Illustrative example: a delivery contains 100 cartons with 10 units each. Six cartons have visible external damage. Inspection finds 18 damaged units in those six cartons; the other 42 units in them show no observed damage. Record 60 units inspected, 18 damaged and 42 without observed damage.
Do not claim that all 1,000 units are damaged or that the remaining 940 units passed inspection. If their condition has not been checked, mark it unverified. Link each of the 18 affected units to its carton, photo and defect description, and record any later inspection separately.
How should the value and requested resolution be presented?
Create one line per affected SKU or item group with quantity, invoice unit value, currency and supporting record. Separate the goods value from repair quotations, handling costs or other amounts requested. Identify estimates as estimates and retain receipts for actual expenses.
State the requested resolution clearly: investigation, repair assessment, replacement proposal or another documented remedy. Keep supplier product issues, possible transit damage and insurance questions distinct until evidence supports a conclusion. Avoid counting the same loss twice across different requests.
Who needs the file, and when is it complete?
Promptly contact the relevant supplier, logistics provider and insurer as applicable, using the channels required for that shipment. Confirm notification, documentation and claim deadlines under the actual contract or policy; do not assume one deadline applies to every shipment. Obtain qualified advice for a disputed or substantial claim.
Assign a file owner and track missing documents, submission dates, acknowledgments and next actions. Ask for instructions before disposal, repair or salvage where these could affect inspection, while taking necessary safe steps to prevent further loss. MORENICE can help coordinate evidence and follow-up within an agreed scope; the responsible party and outcome depend on the facts and applicable terms.