This 2026 checklist helps you prepare the evidence commonly needed before filing a UPS damage claim. It is built around UPS guidance for supporting documents, photo documentation, detailed merchandise descriptions, and packaging retention.
Use it before you open the claim form, while the damaged item, box, label, and packaging materials are still available.
Prepare your evidence while you read
Use the free packet builder to organize photos, proof of value, tracking details, and a clean PDF preview before you file.
Open the checklist1. Claim basics
Start with the details that identify the shipment and the timeline. If you are missing one date, leave a note and come back to it, but do not delay gathering photos.
- UPS tracking number.
- Shipment date.
- Scheduled delivery or delivery date.
- Date damage was discovered.
- Shipper name and receiver name.
- Claim type: damaged package, damaged item, or missing contents.
2. Required photo set
UPS guidance says photo documentation may require the damaged item and its packaging, a readable label close-up, and an outside package photo. Box dimensions may also be needed.
Take more photos than you think you need, then select the clearest ones for the final packet.
- Damaged item photo.
- Item inside original package photo.
- Close-up shipping label photo with tracking number.
- Outside damaged package photo.
- Packaging material photo.
- Box length, width, and height.
- Serial number or product label photo when relevant.
3. Proof of value
Proof of value supports the dollar amount of the claim. If the value is not obvious from one document, combine several documents and add a short explanation.
- Receipt or invoice.
- Order confirmation with payment.
- Repair estimate.
- Statement of non-repair.
- Appraisal or expense statement.
- Replacement quote if the original item is no longer sold.
4. Merchandise description
UPS encourages specific item descriptions. Avoid generic phrases. Add enough identifiers that the item could be recognized from the description alone.
For electronics, include the serial number if available. If it is not available, provide model, product number, invoice, and any other identifier.
- Brand.
- Item name.
- Model or product number.
- Serial number.
- Quantity.
- Color and size.
- Declared or purchase value.
- Short description of the damaged part.
5. Packaging retention
Keep the damaged contents and packaging until the claim is resolved. A clean photo packet helps, but inspection may still be needed.
If the box is wet, dirty, or broken, store it safely in a bag or separate area and photograph it before conditions change.
- Outer box.
- Shipping label.
- Inner packaging.
- Cushioning material.
- Broken pieces.
- Product packaging.
- Any delivery notes or carrier notices.
6. Final packet review
Before filing, review the packet as if you were the claim reviewer. Can you identify the shipment, item, value, damage, packaging condition, and timeline without asking follow-up questions?
If the answer is no, add the missing photo, document, or one-sentence explanation before you submit.
- Tracking number is readable.
- Item and damage are clear.
- Proof of value matches the item.
- Photos show both item damage and package condition.
- Box dimensions are included.
- File names are descriptive.
- Original packaging is still available.
Official sources used
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