Damaged or missing goods from China: how to document a claim
Damage and shortage cases depend heavily on evidence created at receipt. Photograph the unopened condition, count method, labels and carrier records before repacking or distributing the goods.
Updated 24 July 2026
Quick answer
Show the agreed quantity, the delivered quantity, the condition at receipt, the inspection method and the financial effect of the shortage or damage.
Document the arrival condition
Photograph the container, pallet or cartons before opening, including seals, labels, dents, moisture and visible damage.
Keep delivery receipts and note any reservation or damage remark made to the carrier.
Count and sample systematically
Use a written count sheet and identify carton numbers, SKU, batch and the person who performed the check.
For damage, state how many units were inspected, how many failed and how the sample was selected.
Separate carrier and supplier issues
Compare packaging obligations, Incoterms, transport documents and the point at which risk passed under the agreement.
Do not assume every transport loss is the supplier's responsibility or every packaging defect is the carrier's responsibility.
Calculate a supported remedy
Connect each missing or damaged unit to the invoice price and any documented inspection, disposal or repair cost.
Preserve the goods and packaging until the relevant parties confirm whether inspection is required.
Common mistakes
- Signing a clean delivery receipt despite obvious damage
- Discarding packaging before inspection
- Claiming the whole order is defective after checking only one unit
- Using an unexplained lump-sum refund demand
Frequently asked questions
Should I open every carton?
Use a defensible inspection plan and record what was checked. The correct scope depends on the shipment and dispute route.
Who is responsible for transit damage?
That depends on the contract, Incoterms, carrier documents, packaging obligations and the actual cause. Preserve evidence before deciding.
Can a warehouse report help?
Yes, especially when it records receipt time, seal condition, carton count, photographs and the inspection method.
Describe the situation and identify the documents you already have. Do not put confidential documents in the public chat.
Open the application formThis guide explains evidence organization and practical next steps. It does not predict an outcome or replace legal advice.
Educational information, not legal advice. Check current platform rules and deadlines.