What is a Proof of Delivery (POD)?

A Proof of Delivery is the document a driver presents at the time of delivery confirming that freight has been received. It includes shipment details, the delivery date and time, and a signature line. What most shippers don't realize is that the POD is also a legal document — and what you write on it (or don't write) has major consequences for your ability to file a freight claim.

The #1 Reason Freight Claims Get Denied

Carriers have the legal right under the Carmack Amendment to deny freight claims when visible damage wasn't noted at the time of delivery. If you sign a clean POD — meaning no exceptions noted — you're essentially telling the carrier that the freight arrived in good condition. That's extremely difficult to overturn after the fact, regardless of how obvious the damage is once you open the packaging.

What to Write on the POD

When freight arrives damaged, note it specifically and legibly before signing. General exceptions like "subject to inspection" are better than nothing but are often challenged. Specific notations are far stronger:

  • Specific damage: "Visible damage to corner of pallet — box crushed, contents unknown"
  • Shortage: "Short 2 cartons per BOL — received 8 of 10"
  • Packaging issues: "Shrink wrap torn, contents exposed"
  • Pallet condition: "Pallet broken — freight shifted in transit"

What If the Driver Won't Wait?

Drivers are often under time pressure and may push you to sign quickly. You have the right to inspect freight before signing. Take whatever time you need. If a driver refuses to wait for inspection, note that on the POD: "Driver refused inspection time — signed under protest." Then photograph everything and contact your broker immediately.

The 5-Day Rule for Concealed Damage

If damage isn't visible at delivery — concealed damage discovered when unpacking — you have a window to file. Most carriers require concealed damage notification within 5 business days of delivery. Don't wait. Photograph the damage as soon as it's discovered, retain all packaging materials, and contact us immediately.

How X Logistics Helps with Claims

Our 0.2% claim rate is a result of proper carrier selection, packaging guidance, and proactive freight monitoring — but when claims do occur, we handle them. We assist with documentation, communicate with the carrier on your behalf, and work to get your claim resolved quickly and fairly. You shouldn't have to navigate carrier claims processes alone.

If you have a damaged shipment or a claim question, call us at 219-312-2428 or email quotes@xlogisticsllc.net. We'll help.