Filing a damage claim after a car shipment requires immediate action and adherence to a strict process. Helping to file against the motor carrier’s cargo insurance policy, with the broker assisting and mediating the process.

Here is the step-by-step process for filing a claim if damage occurs:

Step 1: Document Damage Immediately at Delivery (The Most Crucial Step)

This step determines the success of your claim.

• Do Not Sign Immediately: Before signing the final Bill of Lading (BOL), thoroughly inspect the vehicle with the driver.
• Identify New Damage: Compare the vehicle’s current condition to the notes and photos taken at pickup.
• Notate the BOL: You must clearly and specifically write down all new damage on the final BOL. Include details such as the location (“Scratch on passenger side rear quarter panel”), size, and nature of the damage. If you sign the BOL without noting the damage, you are legally confirming the vehicle was delivered in acceptable condition, which is grounds for a claim denial.
• Take Photos: Take clear, close-up photos of the new damage and wider shots that show the damage in context, ideally with the transport truck visible.
• Get the Driver’s Signature: Ensure the driver acknowledges and signs the BOL with the new damage noted. You must retain a copy of this signed BOL.
• Pay the Carrier: Legally, you are still required to pay the carrier the agreed-upon transport fee, even if damage has occurred. The claim process is separate from the payment of the transport service.

Step 2: Notify AAS LLC USA

• Contact the Broker: Immediately contact AAS LLC USA’s claims department or your assigned agent, typically within 24 to 48 hours of delivery.
• Provide Documentation: Submit your copy of the signed BOL that clearly marks the new damage, along with your pre-shipment and delivery photos/videos.

Step 3: Initiate the Formal Claim

AAS LLC USA will facilitate the process, but the formal claim is usually submitted to the carrier.

• Request Carrier Information: AAS LLC USA will provide you with the carrier’s full name, DOT/MC number, and their cargo insurance contact information.
• Obtain Repair Estimates: You will need to get two to three written repair estimates from certified body shops for the documented damage. These estimates must be professional and detailed.

Step 4: Submit the Claim Packet

You will compile and send a complete “Claim Packet” directly to the motor carrier and/or their insurance company. The packet typically includes:

• The Final Bill of Lading (signed with damage notes).
• Photos/Videos showing the new damage.
• The Repair Estimates you obtained.
• A formal Claim Letter requesting compensation.
• Proof of Ownership (like registration or title).

Step 5: Follow Up and Negotiation

• Adjuster Review: The carrier’s insurance company will assign an adjuster to review the claim, compare the BOLs, and confirm liability. They may request to physically inspect the car.
• Mediation: Reputable brokers like AAS LLC USA will step in to mediate the communication between you and the carrier/insurer, ensuring the process moves forward quickly and fairly.
• Resolution: Once the claim is approved, the insurance company will send payment for the authorized repairs, often minus any deductible.

Time Limit Warning: Most carrier insurance policies have a strict time limit (often 3 months from the date of delivery) to file a formal claim. However, it is always recommended to file the claim as quickly as possible, ideally within the first few days of delivery, to ensure a smooth process.