Freight dispatch incident and dispute record

Freight Dispatching Service | PublicProof Academy working document

Documents load problems (cancellations, detention, claims, payment disputes, suspected fraud) and how each was resolved.

Business

State or jurisdiction

Prepared on

Owner

Official source saved

Next review

Incident details

Date and load reference
Carrier and broker involved
Type: cancellation, detention, damage claim, late payment, suspected fraud, other
What happened, in order, with times

Evidence

Rate confirmation attached
Emails, texts and call notes attached
BOL/POD and photos attached
Broker authority and bond status checked on the date of the incident

Resolution

Who owns the claim (carrier, broker, shipper); dispatcher does not pay or collect freight money
Actions taken and dates
Outcome
Process change to prevent a repeat

Use rule: Education and organization only. Record the agency, official source, checked date, cost, proof saved and responsible person for every consequential requirement. Unknown means stop and confirm. Example rows are labeled EXAMPLE and are not your data.