At some point, almost all organizations have sustained or will sustain loss or damage in the supply chain. The effects of such losses can spread throughout the company, therefore, one of the most urgent steps to be taken is to forward the necessary documents to the underwriter, as such will serve to substantiate the claim, expedite a solution to the problem and considerably increase the cargo owner’s chances of recovering the entire value lost in the accident.  

Listed below are the six main types of documents that every insured should be prepared to furnish together with the insurance claim:  

1. Personal documents   

• Identity card (RG) and taxpayer card (CPF) for all involved in the loss event;
• The driver’s license (CNH) of the vehicle motorist and/or owner;
• The vehicle document (CRLV), and the license document.

2. Waybill    

This document varies according to the mode of transportation, and it may be:

• Road Waybill (CTRC)
• Bill of Lading (ocean or air)

These documents, which are issued by the carrier, show the type and quantity of the goods shipped, the shipper, the consignee, the places of loading and discharge, according to the mode of transportation, details of the transporting vehicle, and the freight cost.  

3. Delivery Documentation

The purpose of this document is to prove the delivery of the merchandise to the final consignee, who will sign the document to confirm that the goods were received in the expected condition. If the freight received is damaged or does not conform to the shipper’s obligation, the consignee of the merchandise should note the fact on the delivery document. Delivery documents may include:

• Shipment invoice;
• Cargo delivery report, signed delivery receipt or receiving sheet.
  
  

4. Statement of Claim      

The objective of the statement is to clearly describe the details of the loss, including the damaged merchandise, the extent of the damage, and the value of the damage. This statement should contain the following:   

• Statement in the driver’s own handwriting;
• Letter from the Insured reporting the loss;
• Police report or road police report;
• Cargo manifest or any other equivalent document signed by the driver.

5. Accident Report

A police report or an accident report will provide supporting evidence that an accident occurred, and as a result the goods in transit were damaged.

• Technical report on the seizure, display and delivery of the vehicle and/or load;
• Police report or road police report;
  
  

6. Proof of Disposal

If the damaged goods are established to be a total or partial loss, the insurer may request a disposal report, which will serve as evidence that the goods were not recovered in any way. The following documents may also be considered for the purpose:  

• Photos of the damaged cargo;
• Quality assessment report (for instance, as usually required for electronic and pharmaceutical products or medical equipment);
• Temperature monitoring report (if the merchandise is temperature-sensitive, a report on the temperature variation in the conveyance may be required to prove that such was the cause of the damage to the merchandise)

Please note that this is not a full list. Additional documents may be requested according to the specific circumstances of the loss.