What to Do When You Receive Additional Charges Deemed Valid

How to Properly Dispute Additional Charges And How to Avoid Them

Unexpected additional charges are frustrating, we know. Especially when you expected everything to be in order before shipping. That’s why it’s important to understand why such charges may appear on your invoice and how to handle them properly. At Freightera, we have clear guidelines on why extra charges might arise (like re-dims, reweighs, or tailgates) and how you can dispute them if you believe they’re invalid.

So get ready, as we walk you through our dispute processes, how and when these charges typically apply, and what documentation you’ll need if you’d like to dispute them.

The Dispute Window is 15 Days

Once we’ve notified you of additional charges, the clock starts ticking. You have 15 days from receiving our notice to submit a dispute. If we don’t receive a valid claim within this timeframe, we have to move forward and proceed with payment of the added charges. That’s why it’s important  that you gather and submit your documentation as quickly as possible.

Know Which Charges Could Appear

Re-Dimension (re-dim) Charges
If the freight ends up being larger than the dimensions you entered while quoting, carriers may apply re-dim fees. To dispute these, you’ll need:

• A spec sheet and a packing list (created prior to shipping) to show the original dimensions and weight.
• A photo of the freight with a measuring tape visible, plus something to link it clearly to your specific shipment (like a Freightera label on it).

Reweigh Charges
Should the carrier weigh your freight and find it heavier than you stated, you might see a reweigh fee. Disputes here also require:

• A spec sheet or packing list, again, showing the original weight.
• A photo of the freight on a scale, clearly showing the weight (including the pallet or other packaging) and, again, something to link the load to your shipment such as the shipping label.

(Keep in mind that carriers may not accept a photo if the scale isn’t certified or proof of certification isn’t provided.)

Tailgate and Other Special Services
Sometimes, charges appear if value-added services that haven’t been requested during quoting are used. For example:

• Tailgate (liftgate) service
• Inside delivery
• Driver’s assist
• Appointment or call-before-delivery 

To dispute these, you’ll need proof that you explicitly declined or didn’t request them. For example, instructions on the Bill of Lading (BOL) saying you had the means to load/unload without a tailgate, or written communication stating that you did not authorize any additional special handling services. Photos proving you had a loading dock or forklift handy at the time of pickup can also help demonstrate that extra services were unnecessary.

Compile The Documentation

Each type of additional charge has specific proof requirements. If you want to build a strong case for yourself, it’s recommended that you have the following handy.

• Emails or documents showing you did not request any extra service.
• Spec sheets and packing lists created before shipping that match the originally entered size/weight.
• Photographs that clearly show your freight, its measurements, scale readings, and any identifying marks, such as the label.
• If you have emails or BOL instructions that warn against using a service without prior arrangement, that can further support your dispute.

How to Avoid Future Fees

While not every charge is preventable, you can take a few steps to minimize surprises…

Measure and weigh your cargo accurately. Double-check your freight dimensions and weight to get an honest quote upfront.

Make sure to communicate any special handling needs you may have. If you need a tailgate or suspect that your shipper or consignee may need anything extra, make sure to request them in advance. This way, you’ll get the most accurate price and you’ll know ahead of time what you’re dealing with.

Make sure everyone involved (warehouse staff, dock workers, etc.) knows about the potential extra fees if anything not listed on the paperwork is requested. If a warehouse worker (who probably knows already, but bear with us for this example) requests driver’s assistance to unload something, you can be sure that it’ll be a valid value-added service in your invoice later.

Why This Matters

Freight shipping is chaotic. Which is why you want to make sure to plan ahead and try to predict as many potential issues as possible. A small oversight like forgetting to request a tailgate or entering incorrect dimensions can lead to, sometimes budget-breaking, extra charges. If you take the time to understand the carriers’ dispute policies and the required documentation, you’ll be able to resolve issues much more easily. We’re here to help at every step of the way, but we’re still sometimes limited by the tools we have at our disposal, such as the paperwork or proof we have available to present your case.

Final Thoughts

No one likes seeing extra charges on an invoice. Yet they often come up due to very real issues like missed pickups, incorrect specs, or services being requested at the last possible moment. Maybe you’ve heard of the trick of asking for a side of fries as an afterthought after you’ve already ordered to get them cheaper than if you were to order fries separately.

In the freight industry, the fries always come as a separate order. The carrier cannot and will not be tricked, so it’s always best to request anything additional ahead of time.

That’s why we want to make sure that you know your rights, that you keep your documentation tidy, and that all parties communicate their needs clearly and on time. With these things in mind, you’ll be better equipped to dispute or better yet prevent extra charges in the first place.

For any questions not answered in this article, please feel free to reach out to us at [email protected], via online chat, or call us at 1(800) 886 4870.