What to Do When Your Freight Gets Rejected

Rejected freight” is a term no shipper wants to encounter. For small and mid-sized businesses (SMBs), it’s a costly and unwelcome situation—impacting not just the shipper, but also the recipient and the carrier.

While freight rejection rates remain relatively low, they still occur. By the end of 2023, rejection rates in the U.S. were approximately 4% for non-perishable shipments and nearly 9% for refrigerated freight.

So, what should you do if your less-than-truckload (LTL) or full truckload (FTL) shipment gets rejected? First and foremost, stay calm. Let us guide you through the common causes of freight rejection and the best ways to handle it effectively and efficiently.

Common Reasons for Freight Rejection

Before diving into the solutions, it’s essential to understand why freight might get rejected:

1. Non-compliance with Specifications: The shipment doesn’t meet the agreed-upon requirements, such as size, weight, or packaging.
2. Damaged Goods: The freight arrives at the destination with visible damage, compromising its quality.
3. Incorrect Documentation: Missing or inaccurate paperwork can lead to rejection at customs or by the receiver.
4. Delivery Delays: Late shipments can disrupt the receiver’s schedule, prompting them to reject the freight.

Understanding the root cause can help you take the appropriate corrective measures.

Step-by-Step Guide to Handling Freight Rejections

1. Stay Calm and Assess the Situation

Freight rejections can be stressful, but a composed approach is crucial. Contact the receiver to understand their reasons for the rejection and gather all necessary details.

2. Document Everything

Take photographs of the freight, any visible damages, and the surrounding environment. Maintain detailed notes on the receiver’s feedback and retain all documentation related to the shipment. This information will be valuable for insurance claims or resolving disputes.

3. Communicate with All Stakeholders

Inform your freight forwarder, carrier, and other relevant parties about the rejection. A reliable logistics partner like Neoworld can act as a mediator, leveraging their expertise to coordinate next steps.

4. Evaluate Options for Resolution

Depending on the reason for rejection, consider these options:

• Repackaging or Re-labeling: If the issue is related to packaging or labeling, make the necessary corrections.
• Re-routing: In cases where customs or delivery delays are the problem, rerouting the shipment may be a solution.
• Return or Replacement: If the goods are damaged, discuss options for returning or replacing the shipment.

5. File Insurance Claims if Necessary

If the freight is damaged or lost, file an insurance claim promptly. Work with your freight forwarder to ensure all required documentation is submitted accurately.

6. Learn and Adapt

Use the experience as a learning opportunity. Analyze what went wrong and implement measures to prevent similar issues in the future. Regularly reviewing processes and partnering with a reliable freight forwarding company can make a significant difference.

Why Choose Neoworld for Your Freight Forwarding Needs?

At Neoworld, we understand the complexities of global logistics and the challenges that come with it. Our team of experts is dedicated to ensuring your freight reaches its destination smoothly and on time. With offices in the UK and Germany, and a strong global network, we provide end-to-end logistics solutions tailored to your needs.

When unexpected issues like freight rejections arise, you can rely on Neoworld to:

• Quickly identify the root cause and recommend actionable solutions.
• Coordinate with carriers and receivers to minimize disruptions.
• Handle documentation and compliance efficiently.