6 Tips to Reduce Claims & Disputes in Construction and Building Material Distribution 

Efficient route planning reduces unnecessary mileage, handling, and delivery errors, all of which contribute to fewer claims and disputes. By optimizing delivery density, distributors can:  

• Reduce handling and touchpoints – Fewer stops and transfers lower the risk of damage from excessive loading and unloading.
• Minimize delays and rushed deliveries – Well-planned routes help drivers maintain proper handling protocols instead of rushing to make up lost time. 
• Improve truck utilization – Maximizing route density ensures vehicles are fully utilized for the transportation of materials in construction while preventing overloading that can lead to material damage.
• Enhance delivery predictability – Precise ETAs and route consistency help job sites prepare for incoming materials, reducing unloading mishaps. 
• Optimize deliveries based on site conditions – Avoiding congested areas and tight job sites reduces transit-related damage risks.

A well-trained workforce plays a critical role in minimizing damage claims and ensuring safe, efficient deliveries. By prioritizing safety education for drivers, distributors can reduce handling errors, improve compliance, and lower the risk of costly disputes. Key training areas include: 

• Load securement best practices – Properly securing materials with straps, bracing, and stabilizers helps prevent shifting during transit, reducing the risk of damage and accidents. 
• Safe handling of equipment – Training drivers and warehouse staff on the correct use of forklifts, truck-mounted lifts, and cranes ensures safer loading and unloading at distribution centers and job sites. 
• Crane and heavy equipment safety – Understanding proper outrigger setup, electrical hazard awareness, and job site stabilization techniques prevents accidents and material damage. 
• Pre-trip vehicle inspections – Routine safety checks, including tire inspections and equipment readiness, help prevent mechanical failures that could lead to construction delivery issues. 
• Job site awareness and risk mitigation – Educating drivers on site hazards, proper positioning of delivery vehicles, and securing the work area ensures safer deliveries and reduces the likelihood of claims. 

Even when materials are transported safely, improper loading can lead to damage, disputes, and safety hazards. Drivers play a critical role in ensuring that materials are offloaded correctly, reducing risks to both personnel and products. Key considerations include:

• Pre-unloading safety checks – Drivers should assess job site conditions, including terrain, space constraints, and potential obstacles, before beginning unloading.
• Proper use of equipment – Forklifts, truck-mounted cranes, and pallet jacks should be used appropriately, with trained personnel handling each step.
• Securing a safe work area – Marking off unloading zones, keeping bystanders clear, and ensuring stable ground conditions reduce the risk of accidents.
• Photo documentation – Capturing time-stamped images of materials upon delivery provides verification of their condition, helping resolve potential disputes.
• Training for on-site personnel – Educating drivers and job site teams on safe unloading procedures ensures consistency, preventing material mishandling and damage.

Moving from a manual, paper-based proof of delivery method to a digitized process can significantly reduce claims and disputes. Electronic proof of delivery helps streamline operations and provides indisputable evidence of delivery accuracy. Key benefits include: 

• Preventing theft and fraud: Time-stamped photos, electronic manifests, and delivery location coordinates enable distributors to verify that materials reach their intended site and identify discrepancies, reducing financial losses and disputes. 
• Eliminating paper-based inefficiencies: Digital manifests guide drivers through their daily deliveries without relying on manual paperwork. 
• Ensuring accurate deliveries: Scanning products as they are loaded and unloaded from vehicles prevents misdeliveries and verifies that the correct items reach the intended destination. 
• Enhancing accountability: Real-time documentation allows dispatch teams to confirm deliveries, reducing the time spent resolving customer disputes. 

Miscommunication can lead to misplaced or mishandled deliveries, increasing damage risks. Clear communication helps prevent issues by: 

• Notifying job site teams in advance about delivery schedules and special handling needs. 
• Ensuring customers have the proper equipment (e.g., forklifts, manpower) ready for unloading. 
• Using mobile applications to keep drivers, dispatchers, and customers connected in real time. 

By addressing damage claims with digital solutions, building supply companies can expect: 

• Fewer claims mean reduced product replacement and repair costs. 
• Lower insurance claims and premiums. 
• Minimized revenue loss from disputed orders. 

• Transparent documentation prevents unnecessary confrontations. 
• Faster, more accurate claim resolution improves customer relationships. 
• Fewer disputes lead to stronger long-term partnerships. 

• Streamlined workflows reduce administrative burdens. 
• Data-driven decision-making improves logistics planning. 
• Improved driver accountability leads to better performance. 

Minimizing damage claims isn’t just about cost savings—it’s about delivering materials safely and efficiently while maintaining strong customer relationships. By optimizing load planning, route selection, digital documentation, and communication, building material distributors can reduce damages, improve customer satisfaction, and enhance overall operational efficiency.  

Consider Descartes: As experts in optimizing building material distribution, Descartes helps businesses dramatically improve delivery productivity and create a differentiated, end-to-end customer experience. With solutions for intelligent routing, proof of delivery, real-time tracking, and driver safety, Descartes enables distributors to minimize damage claims, optimize deliveries, and strengthen customer relationships.  

Learn how Descartes can help you enhance your delivery operations today.