PolyVision Customer Service

Freight Claim Policy and Procedures

Yellow Freight Claims Form

PolyVision is committed to providing our customers the best level of service possible. We understand that instances may arise that require immediate attention and replacement of products due to loss of goods during shipment, freight and/or concealed damage.

The following serves as a guideline for remediation of issues concerning shipping and freight:

1. You should always inspect your delivery for damages immediately upon receiving the goods.
2. Review the bill of lading to ensure that all materials listed are included in the shipment packaging.
3. If you discover a problem, bring it to the driver's attention immediately. Always note all damage or shortage precisely before signing your freight receipt. The more precise your notation, the easier your claim will be to resolve.
4. You may choose to reject the shipment at the time of delivery receipt. PolyVision will be responsible for filing the freight claim.
5. If the shipment was not rejected at delivery, contact the freight company and file a freight claim with the carrier.
6. Contact PolyVision’s Customer Service at 1-800-620-POLY (7659) and notify us of the damaged order and schedule a replacement order to be processed. A purchase order (PO) for the replacement must accompany the order. PolyVision will invoice you for the replacement. The freight carrier will reimburse you for the original order.
7. The freight carrier will reimburse you directly for the freight damaged order.

What to Expect:
All shipments from PolyVision have a detailed packing slip. Should you receive a shipment without a packing slip, please contact us and obtain a copy prior to signing the carrier's freight receipt. All packing slips from PolyVision will list each item so that you know exactly what materials were included in the shipment. PolyVision packages all products to prevent possible damage; however, from time to time, you may experience some freight damage, loss of shipment or possibly a freight shortage.

What is a Claim?:
A claim is a written demand for payment by the owner of the shipment to the carrier for loss or damage occurring during transit. PolyVision ships materials F.O.B Origin; therefore, the customer is responsible for filing a claim with the carrier for shortage or damage.

How to File a Claim:
A claim and its supporting documentation are required to be filed within nine months of delivery, or in cases of non-delivery, within nine months after a reasonable time for delivery has elapsed. Carriers will not pay a claim unless it is filed, in writing, within the allotted nine months period. Concealed shortage or damage must be reported to the carrier within 15 days of delivery or no claim can be filed.

Determine the dollar amount that accurately represents your shortage or damage. Note that the carrier states that you, as the owner of the goods, have a legal obligation to minimize the amount of a claim whenever possible. The carrier will recommend that you make the efforts to repair, discount, or salvage the damaged goods.

Collect the following documents to support your claim:

• A standard claim form from the carrier and the claim amount
• A copy of your invoice showing the amount paid for the material
• A copy of the packing slip
• A copy of the bill of lading

Send your claim and all supporting documentation to the carrier for payment. The freight carrier will provide you with the address for mailing the claim, or some carriers offer a fax option. Contact the carrier for more information regarding filing the claim.

Remember that you must retain all damaged material until the claim is completely resolved. In some cases, the carrier will notify you that they intend to pick up the damaged material. If you are not able to provide the material for the carrier, then the claim is denied.

For a Shipment Shortage:
If you feel a part of your shipment is missing, match the shipment with the freight bill and check the number against what is indicated on your delivery receipt. Write a precise description of the shortage on both your copy and the freight carrier's copy of the freight bill. Contact PolyVision Customer Service and report the shortage. PolyVision will make every effort to locate your missing freight and assist in determining if the freight was lost in transit or missed in the original shipment of the order. All short shipment requests must be submitted to PolyVision Customer Service within 15 days of delivery receipt.

How to Have a Shortage Traced:
Before contacting PolyVision Customer Service, be sure to have the following information available:

• PolyVision order number and/or purchase order number
• Freight carrier name
• Names and addresses of the shipper and consignee
• Number of pieces in the shipment
• Number of pieces missing
• Delivery date
• Complete description of the missing pieces (including size, color, etc)
• Any other information that you think would be helpful in identifying the containers or contents

For Visible Damage:
If the containers, bundles, or material show visible signs of damage, open them immediately and check the contents for physical damage. Ask the driver to inspect the contents with you. Write a precise description of the damage on both your copy and the freight carrier's copy of the freight bill prior to signing for the receipt of goods.

After the delivery, contact PolyVision Customer Service to report the damage and submit a replacement purchase order. The freight carrier may not have an inspector examine the damaged freight. Instead, the carrier may request that you do the inspection yourself and keep a written description should you decide to file a freight claim. Please note that an inspection report is not a claim, nor is just noting damage or shortage on the freight receipt. All claims for visible damage that are signed on both delivery receipts must be filed within nine months of the damage. You should retain the damaged freight until the claim is completely settled. Failure to keep damaged freight will void any freight claim with the carrier.

Note: Do not install damaged freight as this will void any freight claim with PolyVision and the carrier.

For Concealed Shortage or Damage:

As soon as possible after delivery, unpack and inspect your shipment. Should you discover a concealed shortage or damage, report it to the carrier immediately and request an inspection. All claims for concealed shortage or damage must be made to the carrier within fifteen days of the delivery date. While you wait for the inspection, you must make every attempt to leave the containers and packing materials as they were when you first discovered the shortage or damage.