How to File a Cargo Theft Claim: Evidence Requirements and Timeline for Trucking Insurance

Cargo theft is among the costliest criminal exposures for U.S. trucking and logistics operators. If you move freight in high-risk corridors — Los Angeles/Long Beach, Houston, Atlanta, Chicago, and the I-95/I-75 corridors — knowing exactly what evidence insurers need and how quickly to act can mean the difference between full recovery and a denied claim. This guide explains what to assemble, who to notify, typical timeframes, and how to accelerate recovery and subrogation.

Who should file and when to start

• Who files: The insured party on the policy — usually the motor carrier, freight broker or shipper depending on named insureds and the wording of the contract. If you're the shipper and the carrier holds cargo liability, you may need to coordinate but the carrier likely files first.
• When to start: Immediately. File a police report and notify your insurer within 24–72 hours of discovery. The sooner you notify, the faster insurers can preserve evidence, open subrogation and begin recovery.

Refer upstream to prevention and planning strategies if you want to reduce claim frequency: Preventing Cargo Theft: Security Best Practices for Trucking and Logistics Insurance Buyers.

Evidence insurers typically require (detailed checklist)

Insurers treat cargo theft claims like forensic investigations. Provide as much documented evidence as possible; absence of documentation is the top reason for denials.

• Immediate items (within 24–72 hours)
  • Police report — jurisdictional report number and copy of the report.
  • Driver statement — signed written statement describing sequence of events.
  • Photos/video — images of damaged doors, trailer condition, missing seals, location scene, and any suspicious vehicles/persons.
  • GPS/telematics logs — location history, stop durations, geofence events, ignition on/off times.
  • Bill of Lading (BOL) / Proof of Delivery (POD) — last known accepted paperwork and consignee signatures.
• Operational and financial evidence (within days to weeks)
  • Inventory and packing lists — SKU-level data to establish quantity/value missing.
  • Invoices and freight bills — supplier cost and invoice value to calculate loss and shortage.
  • Seal and lock records — seal numbers, chain-of-custody logs, trailer pre-trip inspection forms.
  • Loading/unloading receipts and gate logs — timestamped gate-in and gate-out records.
  • Purchase orders and sales invoices — to substantiate replacement cost or actual shipment value.
• Contractual and legal documents
  • Carrier contracts and rate confirmation — to show who bore responsibility at time of loss.
  • Insurance policy information — declarations page, policy number, named insureds, limits, deductibles.
  • Any third-party claims or affidavits — for example, broker statements, warehouse receipts.

Boldly document chain of custody — missing chain-of-custody is the single most frequent cause of scrutiny in large loss claims.

Evidence table — what to provide and why

Typical claims timeline — what to expect

Claims speed depends on the complexity and value of the loss, but carriers should expect the following workflow and minimum deadlines:

• Within 0–24 hours
  • Secure scene, notify local law enforcement, preserve evidence (stop trailer movement), notify insurer.
• 24–72 hours
  • Provide initial claim package to insurer: police report number, driver statement, photos, telematics extracts.
• 7–30 days
  • Insurer opens investigation, may dispatch forensic team or recovery specialist. Subrogation may begin if suspect third-party negligence.
• 30–90 days
  • Valuation completed for straightforward losses; insurer may pay once documentation proves loss and policy triggers are met.
• 90–180+ days
  • Complex/high-value claims often require longer investigations, recovery attempts, salvage or legal action; subrogation recoveries can take months to years.

Create a single-source claim folder and track every interaction — insurer adjusters will expect it. See the quick sample timeline below.

Common reasons claims are denied

• Late notification or missing police report.
• Incomplete chain-of-custody (missing seals, no loading records).
• Failure to mitigate or secure cargo after discovery (moving/disposing of trailer).
• Policy exclusions (e.g., theft from unattended vehicle if policy requires locked/attended stops).
• Misstated values or missing invoices.

To reduce denial risk, follow security best practices and specialized underwriting advice in the carrier market; consider reading Specialized Insurance for Cargo Theft: Options for High-Risk Freight and Routes.

Costs, premiums and example carriers (U.S. market context)

Cargo insurance pricing depends on cargo value, commodity type, lane risk, security controls and claims history.

• Typical market mechanics:
  • Per-shipment rates often range from 0.1% to 1% of cargo value for standard commodities (lower for low-risk goods, higher for electronics/beauty products/pharma).
  • Annual premiums for small carriers can be $500–$3,000 for basic coverage limits; high-risk fleets or high-value exposures commonly see $5,000–$25,000+ annually.
  • Deductibles commonly range from $1,000–$25,000 depending on limit and risk appetite.

Example carriers and market players:

• Progressive Commercial — widely used for commercial auto and cargo endorsements; contact for tailored cargo add-on quotes (progressivecommercial.com). Small operators often obtain cargo endorsements bundled with primary auto policies.
• Great West Casualty (motor truck cargo products) — specialized motor truck cargo and liability products for for-hire carriers and fleets.
• Wholesale/Broker markets (e.g., Aon, Marsh) — used for high-value shipments and layered programs that include cargo, difference-in-conditions (DIC) and kidnap/extortion for very high-value lanes.

Pricing is highly variable; always get multiple competitive quotes and consider security credits (GPS, seals, vetted drivers) that lower premiums. For technology and preventive tools that reduce insurer risk and premiums, see Seal, Lock and Track: Technology Tools That Deter Cargo Theft and Lower Insurance Risk.

How to speed up recovery and subrogation

• Act immediately: police report + customer notification + insurer notice within 24 hours.
• Preserve evidence: do not move, alter or dispose of trailer, packaging, or product residues.
• Provide a consolidated claim packet: BOL, invoices, pre-trip inspection, seal logs, telematics CSV, photos, driver affidavit.
• Cooperate with law enforcement and recovery teams. See tactics and contacts at Partnering with Law Enforcement and Recovery Specialists After a Cargo Theft.
• Put a stop on payments to consignees if paperwork is suspicious — coordinate with counsel and your insurer.

Quick claim filing checklist (actionable)

1. Call 911 / local PD and get a report number.
2. Notify your insurer and provide: policy number, BOL, route details, driver info, photos.
3. Export and preserve telematics/GPS logs immediately.
4. Collect loading/unloading receipts, seal/lock logs and invoices.
5. Prepare a signed driver incident statement and witness affidavits.
6. Maintain custody of trailer/contents until instructed by investigator.

Sources and further reading

• FBI — Cargo Theft overview and law enforcement guidance: https://www.fbi.gov/investigate/violent-crime/cargo-theft
• CargoNet — cargo theft intelligence and annual reporting (industry analyses): https://www.cargonet.com/
• For commercial policy options, contact major providers and brokers (Progressive Commercial, Great West Casualty, Marsh/Aon) for tailored quotes.

Filing a cargo theft claim correctly is a mix of speed, documentation and cooperation. If you operate in theft-prone U.S. lanes — Southern California ports, Texas hubs, Southeastern freight corridors or Midwest distribution centers — proactively harden controls, buy the right endorsements and be prepared with a claim packet to protect recoveries and minimize financial loss.