For any logistics professional, the words "transport dispute" sound like a dull threat. Financial loss, customer dissatisfaction, time wasted on administrative procedures... The list of negative impacts is long. However, a dispute is not inevitable. It's the symptom of a flaw in the chain. What if, instead of suffering, you learned to manage?
Between September and December 2024, more than 3.7 million parcels were lost or damaged in France (according to ecommerce nation), controlling transport disputes requires a systemic approach. It's not just a matter of knowing how to claim, but of building a resilient ecosystem that anticipates them, handles them with surgical efficiency and learns from them.
This comprehensive guide gives you the best options for transforming this operational challenge into a lever for performance and confidence.
The Transport Litigation Equation: A Very Real Hidden Cost
Before exploring solutions, let's quantify what's at stake. A dispute is not just the cost of damaged or lost goods. It's also :
- Operational costs: hours spent compiling files, recontacting carriers and managing returns. The cost of managing a transport dispute is estimated at over €75, close to the average e-commerce shopping basket.
- Commercial cost: impact on customer satisfaction, risk of losing contracts. In the event of a transport dispute, you have more than one chance in three of losing your customer: if the dispute is poorly managed, there is little chance that he will return to you.
- Indirect financial cost: immobilization of cash flow, late payment penalties. On average, carriers take between 10 and 12 weeks to finalize their investigation: the outcome is uncertain, and you will probably have already reimbursed your customer.
The aim, therefore, is not "zero litigation" - an unattainable ideal - but to drastically reduce the frequency and cost of handling them. This requires four fundamental pillars, summarized in the illustration below and detailed in the rest of the article.
Pillar 1: Prevention, Your Best Line of Defense
The cheapest dispute is the one that never happens. A robust prevention policy is the cornerstone of any effective strategy.
1. Formalizing Solid Foundations
Prevention starts long before the package leaves the warehouse.
- Clarity of documents : The consignment note (CMR) must be beyond reproach: precise information on the goods, clear instructions, conditions of carriage. The paper era is over; theeCMR (electronic consignment note) offers far greater traceability and legal security.
- Choice of carriers: Work with reliable partners who have low dispute rates and transparent resolution processes. Performance is also measured by quality of service.
- Appropriate packaging: Insufficient packaging is an invitation to litigation. Make sure it complies with standards and is adapted to the nature of the products and the constraints of transport.
2. Technology as a Proactive Shield
Digital tools don't just track parcels; they are your sentinels. A high-performance TMS (Transport Management System) enables you to track each stage of the process in real time, raise alerts in the event of any anomaly (delay, break in the cold chain) and anticipate incidents even before delivery.
3. Training to Arm: the Human Link
Your teams on the docks are on the front line. Their training is crucial:
- Master the art of reservations: A vague reservation such as "subject to unpacking" has no legal value. Your teams need to be trained to make precise, specific reservations in writing on the consignment note, in the presence of the driver.
- Document the moment: The reflex must be immediate: photos of the damage, the packaging, the license plate... Every piece of evidence is ammunition for your case.
Pillar 2: Technology, Your Command Center for Resolution
When a dispute arises, the speed and precision of your response are crucial. Technology is your best ally.
1. TMS, the Litigation Control Tower
Modern TMS software centralizes all information relating to a shipment. In the event of a dispute, it becomes your command center, enabling you to :
- Instant access to all documents (purchase order, eCMR, proof of delivery).
- Create a dispute file for the shipment concerned.
- Follow every stage of the resolution, from exchanges with the Carrier to financial settlement.
2. 🚀 Claisy Innovation: Engaging the Recipient Without Friction
The classic problem: The shipper has to juggle between their unhappy customer, the Carrier putting together the claim file. They become the necessary middleman, wasting hours requesting photos and evidence.
The Claisy solution: The White Label Link Recipient
With just one click, you can send a secure link to your recipient that:
- Access an interface customized with your colors (logo, style guide)
- Upload photos directly (packages, damage, delivery note)
- Describes the incident in detail
- Valid in 5 minutes
Results:
- ✅ You save 90% of the time spent on preparation (2 hours → 10 minutes)
- ✅ Complete and accurate file (entered immediately by the direct witness)
- ✅ Full traceability in your Claisy dashboard
- ✅ Professional image preserved (white label = your branding)
- ✅ Express compensation: 48-72 hours vs. 60-90 days for carriers
📊 Measured impact: Claisy customers report an 85% reduction in the time spent on administrative dispute management.
3. Collaborative Platforms: Strength in Numbers
Litigation management involves a multitude of players. Dedicated solutions, such as Reflex Claim Management, create a shared workspace. The benefits are immense:
- Total transparency: The shipper, the Carrier and even the end customer can follow the progress of the project in real time.
- Smoother communication: no more endless e-mail chains. All communications and documents are centralized.
- Faster resolution: By automating evidence gathering and notifications, these platforms drastically reduce processing times.
Pillar 3: Procedural Rigor, Your Legal Guarantee
A well-prepared case is half the battle. Thoroughness is your best legal and negotiating weapon.
1. Reactivity, the Golden Rule
As soon as the damage is detected, the countdown begins.
- Immediate notification: Inform the Carrier by registered letter with acknowledgement of receipt (or any other traceable written means provided for in the contract).
- Respect legal deadlines: For visible damage, reservations must be made on delivery. For non-apparent damage (concealed damage), you generally have 3 working days after delivery to notify the Carrier (this period may vary, so check your contracts and the applicable legislation). Failure to do so may destroy your chances of recourse.
2. From Amiable Negotiation to Legal Recourse
The aim is to find a quick and fair solution.
- Amicable resolution: Offer compensation, a credit note or replacement of the goods. This is the quickest and least costly way to preserve the commercial relationship.
- Know how to escalate: If a dispute fails, mediation can be an interesting option before considering legal action, which should remain the last resort.
Pillar 4: Analysis and Continuous Improvement, the Virtuous Circle
Resolving a dispute is good. Preventing it from happening again is even better.
1. Integrated insurance: a safety net
Some delivery service platforms (see our article on the subject) and carriers (our 2025 comparison) offer "ad valorem" insurance that covers the actual value of the goods, well above the legal Limits . This is a relevant financial safety net for high-value goods.
2. Reporting: turning data into intelligence
Every dispute is a mine of information. Centralize and analyze data to :
- Identify recurring causes: Is it always the same type of product? The same transport line? The same Carrier ?
- Drive continuous improvement: Use these analyses to adjust your packaging processes, review your carrier contracts or reinforce your teams' training.
Synthesis : Don't submit, drive!
Optimal resolution of transport disputes in logistics is based on a powerful synergy: prevention (processes, training, digital tools), the use of collaborative technological solutions (TMS, dispute managers), rigorous documentation and reactivity in processing. All this is complemented by a continuous analysis of the causes to achieve lasting improvements in your operational performance.