Demurrage Dispute Letter Template
Stop paying demurrage you don't owe. A structured dispute letter with the right data gets results — a vague email gets ignored.
Carriers reject 80% of demurrage disputes on first attempt — usually because the letter is missing key data, doesn't reference the tariff, or doesn't include supporting evidence. This template structures your dispute with every field carriers need to process a waiver or adjustment.
Excel file with dispute letter fields, free time calculator, evidence checklist, and filled example
What's Inside the Template
Everything you need to build a dispute letter that carriers actually process — not just read and reject.
Shipment & Container Details
Pre-formatted fields for B/L number, container number, vessel/voyage, port of discharge, and carrier name. Every detail the carrier needs to locate the shipment in their system.
Free Time Calculation
Auto-calculated free time based on discharge date, last free day, and actual pickup/return date. Shows exactly how many days are legitimately chargeable vs. how many you're disputing.
Dispute Reasons (Pre-Built)
12 common dispute reasons with checkboxes: vessel delay, port congestion, customs hold, carrier equipment issue, incorrect free time, wrong tariff applied, and more. Check the ones that apply.
Evidence Checklist
Structured list of supporting documents: gate-in/gate-out receipts, terminal screenshots, customs release notices, carrier delay notifications. Track what you have and what you still need.
Dispute Letter Draft
Pre-written letter template with merge fields. Fill in your details, select your dispute reason, and the letter auto-populates with professional language carriers take seriously.
12 Reasons to Dispute Demurrage Charges
Not all demurrage is legitimate. These are the most common grounds for a successful dispute.
Vessel arrived late
If the vessel arrived after the original ETA, free time should start from actual discharge — not the original schedule. Many carriers still bill from the original ETA.
High success ratePort congestion / terminal delays
Container couldn't be picked up because the terminal was congested, on strike, or had equipment breakdowns. Not your fault — not your cost.
Medium success rateCustoms hold (not importer's fault)
Cargo held by customs for random inspection, or due to government agency holds (FDA, USDA, etc.). If the hold isn't caused by documentation errors, demurrage should be waived.
High success rateCarrier equipment shortage
You returned the container on time but the carrier had no chassis or couldn't accept the empty. The delay is on them, not you.
High success rateIncorrect free time applied
Carrier applied standard free time instead of contracted/tariff free time. Check your service contract — you may have negotiated 7 or 10 days instead of the standard 4.
High success rateWrong tariff rate applied
Carrier charged a higher daily rate than what's in the tariff or service contract. Always cross-check the per-diem rate against your agreement.
High success rateWeekend/holiday free time exclusion
Some tariffs exclude weekends and holidays from free time calculation. If the carrier counted them, dispute the extra days.
Medium success rateDouble-billing (demurrage + detention)
You can't be charged demurrage (at port) and detention (outside port) for the same days. If the container was gated out, demurrage stops — detention starts.
High success rateContainer damaged on arrival
If you couldn't use the container because it arrived damaged and needed repair or swap, the delay for the carrier's equipment issue shouldn't be billed to you.
Medium success rateDischarge date discrepancy
Free time starts from discharge date, not vessel arrival. If the carrier bills from arrival but the container wasn't discharged until days later, dispute the difference.
High success rateForce majeure events
Natural disasters, pandemics, government shutdowns — events beyond anyone's control. Most carrier tariffs have force majeure clauses that should waive D&D during these periods.
Medium success rateInvoice received after dispute deadline
Many carriers have a 30–60 day dispute window. If the invoice arrived after the deadline passed, or if the charges were retroactively applied, dispute on procedural grounds.
Low success rateHow to Write a Winning Dispute Letter
Follow this 5-step process. Skip any step and your dispute gets rejected.
Gather all reference numbers
Container number, B/L number, booking number, vessel/voyage, invoice number. The carrier's dispute team looks up your case by these IDs. Missing one means your dispute goes to the bottom of the pile.
Calculate the correct free time
Get the actual discharge date (from terminal, not carrier), your contracted free time days, and the actual gate-out date. Calculate how many days are legitimately chargeable. Compare to what the carrier invoiced.
Identify your dispute reason
Pick the specific reason from the template. Don't write 'we disagree with the charges' — write 'vessel arrived 3 days late per AIS data, free time should start from actual discharge date of [date], not scheduled ETA of [date].'
Attach supporting evidence
Gate-in/gate-out receipts, terminal availability notices, customs release documents, carrier delay notifications, AIS vessel tracking data. The more evidence, the faster the resolution.
Submit within the dispute window
Most carriers have a 30–60 day dispute window from invoice date. Submit your dispute letter with all attachments to the carrier's D&D department — not just your sales contact. Use the template's pre-built email format.
5 Dispute Letter Mistakes That Get Your Claim Rejected
Carriers process thousands of disputes. Make it easy for them to say yes.
Sending a vague email instead of a structured letter
Writing 'please waive our demurrage charges' without reference numbers, dates, or reasons gives the carrier nothing to work with. They'll reject it and ask you to resubmit — adding weeks to the process.
Missing the dispute deadline
Most carriers require disputes within 30–60 days of invoice date. Miss the window and the charges become final — no matter how valid your reason. Calendar the deadline as soon as you receive the invoice.
No supporting evidence attached
Saying 'the terminal was congested' without attaching the terminal's availability notice or gate appointment logs means the carrier has no reason to believe you. Evidence turns a request into a case.
Disputing the wrong entity
Demurrage is billed by the ocean carrier. Detention may be billed by the carrier or the terminal. Storage is billed by the terminal. Sending your dispute to the wrong party wastes time. Check who issued the invoice.
Not checking your service contract first
Your service contract may include extended free time, different per-diem rates, or special D&D terms. If you dispute based on the standard tariff when your contract gives you better terms, you're leaving money on the table.