Freight claim guideline (For Vendors)

Freight claim guideline (For Vendors)

What is a Freight Claim?

A freight claim relates to loss or damage that may have occurred during international transportation, such as physical cargo damage, missing cargo, transportation delays, or temperature-related issues.

Product quality or commercial issues that are not caused by transportation should be submitted through the FMI Order.

Things to Know Before You Ship
Information for First-Time Shippers / Exporters

Both Vendors and Merchants do their best to ensure a smooth shipment, but unexpected situations may still occur during international transportation.

To support the review of any potential claims, we recommend keeping clear records before and during shipment so that the situation can be properly reviewed if an issue arises.

Before Handover

1. Check the Shipment

Before handing over the shipment to the carrier or forwarder, please confirm the number of boxes and shipment details.

2. Take Photos

Please take clear photos of:

1. Overall condition of the boxes before handover
   
2. Shipping labels / Air Waybill labels
   
3. Exterior condition of the cartons
   
4. Internal packing condition, where relevant
   
5. Product condition before packing, where practical
   
6. Temperature logger placement, if used
   

Keeping records of the product / variety and quantity shipped.

3. Temperature Monitoring
Recommend using a temperature logger for fresh-cut flowers and keeping the temperature records.

You can provide one free of charge for the first shipment, then discuss the cost with the Merchant for future shipments.

If a temperature logger is used:

1. Inform the Merchant where the logger was placed and how to use it.
   
2. Request the temperature data from the Merchant if needed for a claim review.
   

How Freight Claims Work

If a shipment arrives with damage, shortage, or another freight-related issue, supporting evidence may be required to review a claim. Requirements may vary depending on the carrier, forwarder, shipment, and type of issue.

Issue identified → Submit a preliminary claim to the forwarder→ Evidence collected → Relevant party notified → Supporting information provided to the forwarder → Final Claim submitted to the relevant carrier→ Claim outcome

1. Please note that some claims may take 6 months or longer to resolve. Claim outcomes are determined by the airline, and FMI cannot guarantee claim approval, settlement amounts, or resolution timelines.
   
2. FMI helps facilitate communication, organize supporting information, and assist with the claim process where applicable. FMI does not determine whether a freight claim is approved or the amount of compensation awarded by the carrier, airline, or forwarder. 
   
3. The party that arranges the international shipment and freight booking is responsible for handling the claim with the forwarder or airline. This will be:
   

Freight Arrangement	Responsible for Freight Claim
C&F	Vendor
FOB	Merchant
FBF	FMI Team

1. The responsible party will coordinate the freight claim with the forwarder or airline and may request supporting documents from the Vendor and/or Merchant.  Next steps will depend on the nature of the issue, available evidence, freight arrangement, and requirements of the relevant forwarder, carrier, or airline.