Key takeaways
- Most of the claim is won before landfall: policy wording checked, cargo condition documented, surveyors on call.
- During the event the only priorities are people and information: keep staff safe and keep stakeholders informed from forecast data.
- After the event: inspect, segregate damaged cargo, document, notify the insurer, and assemble the file in a fixed order.
Before the event
- Risk assessment and planning. Identify routes, ports and storage in cyclone-prone areas, assess how vulnerable the cargo is in transit and at rest, and write contingency plans for different scenarios.
- Insurance coverage. Confirm cover against natural disasters, read exclusions and claim procedures, and set up a communication channel with the insurer.
- Documentation and records. Keep accurate cargo records (quantity, value, nature), document condition with photographs, video and written notes, and hold copies of bills of lading, invoices and packing lists.
- Appoint surveyors. Choose qualified surveyors or loss adjusters for before and after assessments, who know the cargo and its likely damage patterns.
- Cargo tracking. Use GPS devices or real-time monitoring so you know where every shipment sits relative to the storm track.
During the event
- Safety first: protect the people handling cargo, follow emergency and evacuation procedures.
- Monitor forecasts continuously to anticipate severity and trajectory.
- Keep communication channels open with carriers, insurers and surveyors so decisions are made on the same information.
After the event
- Damage assessment. Inspect cargo and storage thoroughly, document with photographs, video and written reports, and segregate damaged cargo from sound cargo to stop further loss.
- Compile documents. Gather cargo records, policies, survey reports and evidence, and organise them for easy reference.
- Submit the claim. Notify the insurer promptly and follow the procedure and documentation list in the policy.
- Prevent the next one. Analyse root causes, then update contingency plans with the lessons learned.
The document checklist by movement type
| Document group | Inland transit | Imports | Exports |
|---|---|---|---|
| Insurance | Policy certificate, declaration, mail to underwriters | Policy certificate, declaration if any, mail to underwriters | Policy certificate, declaration if any, mail to underwriters |
| Commercial | Invoice, packing lists | Invoice, packing lists | Invoice, packing lists |
| Transport | Lorry receipt or delivery challan; mail to transporter for open delivery or joint inspection | Bill of lading or airway bill; mail to transporter for open delivery or joint inspection | Bill of lading or airway bill; mail to transporter for open delivery or joint inspection |
| Customs and regulatory | E-way bills | Bills of entry or advance bills of entry | Shipping bills, let export order |
| Recoveries | Notice of loss upon carriers; joint inspection survey reports | Notice of loss upon carriers; joint inspection survey reports | Notice of loss upon carriers; joint inspection survey reports |
| Quality | Sampling of damaged packaging and cargo; lab test results on both | Sampling of damaged packaging and cargo; lab test results on both | Sampling of damaged packaging and cargo; lab test results on both |
The ‘notice of loss upon carriers’ row is the one most often forgotten. It protects the insurer’s subrogation rights and therefore your claim.
Questions answered
- What should I do first when a cyclone hits cargo in transit?
- Protect people, then keep communication open with carriers, insurers and surveyors. Inspection and documentation begin as soon as it is safe, with damaged cargo segregated from sound cargo.
Cite this note
iCargoFinsure Research Desk. “A Cyclone and Typhoon Claims SOP for Cargo Owners.” Manthan, iCargoFinsure, 20 Oct 2026. https://www.icargofinsure.com/manthanblog/cyclone-claims-sop.html