How to File a Truck Detention Claim
There is no single universal detention claim process. Use the applicable agreement and customer instructions, preserve the facts available for the load, and keep the calculation and requested amount reviewable.
Documentation and workflow guidance only. DetentionDesk does not determine legal entitlement or guarantee claim approval or payment.
- 01
Review the applicable detention terms
Start with the rate confirmation, contract, customer instructions, or other terms you rely on. Identify the free-time allowance, entered rate, billing increment, rounding rule, notice requirements, and submission process. Do not assume the same rules apply to every load.
- 02
Document the appointment and arrival
Preserve the scheduled appointment and the best available arrival or check-in record. Depending on the available records, that may include a facility timestamp, gate record, ELD or GPS history, tracking data, driver notes, or timestamped communication.
- 03
Document the detention period and departure
Record the selected detention start and end events and preserve the source for each timestamp. Release paperwork, signed load documents, location history, facility records, or messages may help document when the delay ended.
- 04
Calculate the requested detention amount
Subtract the applicable free time from the selected detention window, apply the entered increment and rounding rule, and multiply the potentially billable time by the entered rate. Review the arithmetic before submitting it.
Open the free truck detention calculator - 05
Organize supporting documentation
Match available records to the load and timeline. Keep included, missing, requested, and not-applicable items distinct. A checklist organizes the record; it does not verify evidence or guarantee payment.
Review the documentation checklist - 06
Prepare the invoice and claim communication
State the carrier, load, customer or broker, facility, service date, detention window, calculation, requested amount, and supporting records clearly. Review the message and invoice for accuracy before sending.
- 07
Submit through the applicable customer process
Use the email address, portal, form, or other process required by the customer or agreement. Keep a copy of the submitted claim and note the submission date and recipient.
- 08
Track follow-up
Record acknowledgements, questions, missing-item requests, status changes, and the next follow-up date. Consistent follow-up helps keep the claim from disappearing across inboxes and spreadsheets.
Keep the calculation, records, invoice, and follow-up together.
DetentionDesk turns the facts and billing terms you enter into an organized claim workflow you can review before submission.