What to Do If Your Heavy Equipment Is Damaged in Transit

Step 1: Inspect Before Signing the Delivery Receipt

This is the most critical step. Before you sign the delivery receipt (also called the proof of delivery or POD), inspect the equipment thoroughly. Do not let the driver pressure you to sign quickly. You have the right to inspect the load before accepting it.

Look for:

• Visible damage to the cab, boom, bucket, or body panels
• Fluid leaks (hydraulic oil, coolant, fuel) that weren't present before transport
• Bent or cracked structural components
• Damage to tie-down points or attachment points
• Missing components or attachments
• Damage to undercarriage, tracks, or tires

If you find damage, note it specifically on the delivery receipt before signing. Write “Damaged—[describe damage]” on the receipt. If the driver refuses to let you note damage, sign with the notation “Signed under protest—damage noted” and photograph the receipt.

Step 2: Document Everything Immediately

Before moving the equipment or attempting any repairs, document the damage thoroughly:

• Photos and video: Capture the damage from multiple angles. Include wide shots showing the equipment in context on the trailer, and close-ups of specific damage. Video walkarounds are especially useful.
• Photograph the trailer and tie-downs: Document how the equipment was secured. Improper tie-down or securement failures are a common cause of transport damage.
• Photograph the delivery receipt: Keep a copy of the signed receipt with your damage notation.
• Note the date, time, and location of delivery.

Step 3: Notify the Carrier Immediately

Contact the carrier (not just the driver) as soon as possible after discovering damage. Most carriers require written notification within 24–48 hours of delivery. Verbal notification is not sufficient—follow up any phone call with an email or written notice.

Your notification should include:

• Your name, contact information, and shipment details (BOL number, pickup and delivery dates)
• A description of the damage discovered
• A statement that you are preserving the equipment in its current condition pending inspection
• A request for the carrier's formal damage claim process

Step 4: Do Not Repair the Equipment Yet

Do not attempt repairs until the carrier or insurance adjuster has inspected the damage. Repairing the equipment before inspection can void your claim or reduce your recovery. If the equipment must be moved for safety reasons, document its condition thoroughly before moving it.

Step 5: File a Formal Damage Claim

Obtain the carrier's damage claim form and complete it accurately. Include:

• All documentation from Steps 1–3 (photos, video, delivery receipt, notification correspondence)
• Pre-transport condition documentation (photos taken before loading, if available)
• Repair estimates from qualified equipment repair shops (get at least two estimates)
• Proof of the equipment's value (purchase invoice, appraisal, or market value documentation)

Step 6: Notify Your Insurance Provider

Even if you plan to pursue the carrier for the full damage amount, notify your own insurance provider promptly. Your policy may cover the damage while the carrier claim is being processed, and your insurer may have subrogation rights to pursue the carrier on your behalf.

Understanding Carrier Liability Limits

Under the Carmack Amendment (the federal law governing freight damage claims), carriers are liable for the actual loss or damage to freight. However, carriers may limit their liability through tariff provisions or contract terms. Review your shipping contract and the carrier's tariff to understand the liability limits that apply to your shipment. If the carrier's liability limit is less than the equipment's value, your own cargo insurance fills the gap.

If your equipment was damaged during a move arranged by IronHaul Logistics, contact us immediately at (208) 495-2260 or [email protected]. We will assist you in navigating the claims process and coordinating with the carrier on your behalf.