Cargo Damage Report Template

Practical guide

Use the template as a structured handover, not as filler. Complete the fields that affect price, execution, safety or proof, and remove sections that do not apply so the important information stays visible.

Keep dates, times, addresses, references, quantities and money values unambiguous. For operational documents, version changes should be obvious so driver, dispatcher, customer and warehouse are not working from different instructions.

How it works

Copy the template, fill the shipment-specific fields, verify the information with the source order or booking, then share one final version with the people who need it. Record later changes instead of silently editing an old copy.

When to use it

Use it immediately when damage or suspected damage is found at loading, in transit or at delivery. The report is most useful when completed before the cargo is moved again and while photos, seals, packaging and witnesses can still be checked.

What to check before dispatch

This template records facts; it does not determine liability, cause, compensation or insurance coverage. Avoid guessing who is responsible. Preserve evidence, make required reservations on CMR/POD and follow carrier, customer and insurer procedures.

Worked example

Example: 2 of 18 pallets show crushed outer cartons at delivery; stretch film torn on one side; seal intact; 12 photos taken; consignee notes the exception on POD at 10:42; dispatcher informed at 10:48.

Common mistake

The common mistake is writing a vague line such as “cargo damaged” without quantity, location, packaging condition, photos or document reservations. A useful report separates observed facts from assumptions.