Topchoice Forwarders Policy
These terms and conditions govern all freight forwarding, cargo handling, and trucking carriage services provided by Topchoice Forwarders. By tendering or booking cargo with us, you agree to these operational guidelines, packaging standards, liability limitations, and claims procedures.
Cargo Labeling & Consignor / Consignee Requirements
We require all shippers to provide complete, legible, and accurate shipping labels on every piece tendered to us. Cargo with missing, unreadable, or incorrect consignee details will be placed on hold, and any resulting delay or redelivery costs will be charged to the sender.
1.1 Mandatory Label Information
| Required Field | Standard | Our Operational Rule |
|---|---|---|
| Consignee Name | Full legal entity or registered recipient name | Must match the authorized party signing our delivery receipt |
| Destination Address | Building, unit/suite, street, barangay, city, and postal code | P.O. Boxes are strictly prohibited; must be accessible by truck |
| Active Contact Number | Direct landline and mobile number | Used by our drivers for arrival notice and gate clearance |
| Piece Count Sequencing | Fractional numbering (e.g., “1 of 8”, “2 of 8”) | Required on multi-piece shipments to verify complete loading and drop-off |
1.2 Physical Label Placement
Labels must be printed using waterproof thermal or laser print and securely attached to at least two opposite vertical sides of each carton or pallet. Please do not wrap labels around edges or cover box seams.
1.3 Special Handling Symbols
For fragile or upright freight, you must prominently display standard orientation markings (“FRAGILE”, “THIS SIDE UP”, “DO NOT STACK”). Reused cartons must have all prior barcodes and previous destination tags completely removed or crossed out.
Our Non-Liability: Topchoice Forwarders is not responsible for missed deliveries, transit delays, or return carriage fees resulting from incorrect or missing consignee information on your shipping labels.
Packaging Condition & Cargo Acceptance Standards
We require all freight tendered to us to be properly packaged, cushioned, and secured to withstand normal highway transit conditions, road vibration, turning forces, and trailer stacking. You are responsible for ensuring your items are safely boxed or crated before our drivers arrive.
2.1 Structural Packaging Standards
| Packaging Type | Our Standard | Conditions We Refuse |
|---|---|---|
| Corrugated Cartons | Double-wall corrugated; reinforced H-tape sealing across all flaps | Damp, softened, crushed corners, bulging sides, or open seams |
| Palletized Freight | Grade A 4-way skids; at least 5 stretch-wrap layers; tight strapping | Cargo overhanging the pallet edge, broken base boards, or loose pieces |
| Heavy Machinery & Crates | Fully enclosed wooden timber crate; interior lag bolts; forklift skids | Unbolted equipment, top-heavy hazards, or exposed fragile components |
| Liquids / Chemical Drums | Leakproof containers with secondary containment spill trays | Weeping caps, non-rated pails, or compromised inner seals |
2.2 Internal Cushioning & Dunnage
You must eliminate void spaces inside cartons using foam inserts, bubble wrap, or corrugated dividers. Articles that can shift or collide inside boxes during transit are considered improperly packaged.
2.3 Our Right of Inspection & Shipper’s Risk
Our dock supervisors and drivers reserve the right to inspect outer packaging upon tender. If packaging is substandard, we will refuse pickup, or accept the shipment only under a written “Shipper’s Risk / Defective Packaging” notation on the Waybill. This endorsement relieves us of all cargo damage liability.
Carrier Liability & Declared Value (DV) Coverage
Our freight rates are directly tied to the degree of liability we assume. Unless you declare a higher value and pay the corresponding valuation fee during booking, our liability remains limited to our standard baseline rate.
3.1 Valuation Schedules & Recovery Limits
| Coverage Tier | Valuation Fee | Our Maximum Payout | Substantiation Required |
|---|---|---|---|
| Standard Baseline (No DV Stated) | ₱0.00 (Included in haul rate) | Lesser of ₱100.00/kg or ₱1,000.00 per package / shipment | Delivery receipt with written damage note |
| Enhanced Declared Value (Declared at Booking) | 0.65% – 1.25% of declared amount | Lesser of actual replacement cost or verified Declared Value (max ₱5,000,000.00) | Original purchase invoice & certified repair quote |
3.2 Settlement Assessment Rules
- Direct Physical Replacement Only: Our payout is strictly limited to proven direct physical loss or damage. We do not pay beyond the actual manufacturer replacement cost or depreciated actual cash value.
- Repair Over Replacement: If an article can be restored to working order, our liability is strictly limited to direct repair and component costs.
- Exclusion of Consequential Losses: We are not liable for any indirect, consequential, special, or punitive damages. This includes lost sales, factory downtime, commercial penalties, or missed customer deadlines.
Strict 1-Hour Post-Delivery Damage Reporting Window
60-Minute Damage Notification Rule:
You must inspect all cargo immediately upon delivery. Any physical damage, broken seals, carton puncture, or piece shortage must be reported to us in writing within exactly ONE (1) HOUR of delivery completion. Any damage reports, claims, or notifications submitted after this 1-hour window will NOT be shouldered, entertained, or compensated by us under any circumstances.
4.1 Delivery Handover & Receipt Endorsement
When our driver arrives, your receiving staff must examine the outer condition of cartons, stretch wrap, and seals alongside our driver. Any visible discrepancies or damages must be clearly written on the delivery receipt or digital POD before signing. Signing our receipt with a clean signature confirms the freight was delivered complete and in good condition.
4.2 Why We Enforce the 1-Hour Window
Once our driver departs, your cargo is in your custody and subject to internal forklift movement, rack storage, pallet transfers, or drops in your warehouse. Because post-handover handling is beyond our control, we enforce this strict 1-hour window to distinguish transit damage from internal warehouse accidents.
Misdeclaration of Declared Value & Cargo Specifications
We require honest and accurate declaration of your cargo’s value, dimensions, weight, and commodity description. Misrepresenting your goods carries strict contractual penalties and claim forfeiture.
5.1 Misdeclaration Assessment Matrix
| Violation Type | Breach | Our Claim Assessment | Consequence |
|---|---|---|---|
| Under-Declaration | Declaring lower value to reduce valuation fees | Our payout is strictly capped to the declared amount; average clause applied | Forfeiture of unrecovered balance; no retroactive adjustment after departure |
| Over-Declaration | Inflating value beyond actual purchase invoice cost | We will reject and forfeit the claim in its entirety | Audit charges assessed; potential referral for insurance fraud investigation |
| Concealed HAZMAT | Tendering dangerous or regulated goods without declaration | Immediate cargo impoundment; zero claim eligibility | You must fully indemnify us for cleanup, decontamination, vehicle repairs, and regulatory fines |
5.2 Our Right to Audit Documentation
We reserve the right to audit the authenticity of declared cargo values. You must present certified commercial manufacturer invoices, purchase orders, and payment proofs. Any declared value not backed by commercial documentary evidence will be automatically adjusted downward to standard baseline replacement cost.
Cargo Claim Submission Protocol & Evidence Rules
If you need to submit a claim, you must complete the following 4-step sequence. Failure to meet these deadlines will result in claim denial.
6.1Delivery Receipt Damage Notation
At Time of DeliveryYour receiving staff must write clear damage or shortage remarks on our delivery receipt before our driver departs.
6.2Submit Notice to Our Claims Team
Within Exactly 60 Minutes of DeliverySend written notice to claims@topchoiceforwarders.com or via your Shipper Portal with the waybill number, damage summary, and estimated amount.
6.3Submit Documentary Evidence
Within 5 Business Days of NoticeProvide timestamped photos of outer packaging, dunnage, damaged goods, your original purchase invoice, and a certified repair quotation.
6.4Preserve Cargo for Our Surveyor Inspection
Prior to Cargo Disposal or RepairYou must preserve the damaged goods and all original packaging untouched until our surveyor has physically inspected or released the cargo in writing.
Driver Waiting Time, Demurrage & Prohibited Articles
7.1Prohibited Commodities We Do Not Transport
We do not accept or transport: bulk cash currency, bullion, precious metals, negotiable securities, firearms, ammunition, Class 1 explosives, radioactive substances, human remains, or live animals. Any tender of prohibited articles will be rejected immediately or handed over to authorities at the shipper’s expense.
7.2Driver Waiting Time Allowance (Max 30 Mins) & Demurrage Charges
We allow a maximum free waiting time of thirty (30) minutes upon our vehicle’s arrival at your pickup dock or delivery destination. Waiting time begins when our driver registers at the gate or notifies your contact person. Waiting time beyond 30 minutes is billed at ₱500.00 per 30 minutes (₱1,000.00/hour) in fifteen (15) minute increments. If loading or unloading has not started within sixty (60) minutes of waiting, we reserve the right to recall our vehicle and bill an Aborted Trip Fee of ₱1,500.00.
7.3Force Majeure & Unforeseen Road Closures
We are not liable for transit delays or cargo spoilage resulting from acts of God, typhoons, severe floods, earthquakes, road blockades, government quarantine checkpoints, labor strikes outside our control, or the natural decay of perishable goods.
Delivery Attempts, Hub Storage Limits & Cargo Disposal
This section establishes our operational rules regarding failed deliveries, return-to-sender requirements, warehouse free storage limits, and cargo disposal.
8.1 Maximum Three (3) Delivery Attempts
We will make up to a maximum of three (3) delivery attempts to the consignee address stated on your waybill. Our drivers document each attempt with GPS location timestamps and photos. If your consignee is unreachable, the facility is closed, or delivery is refused on all 3 attempts, we will return the cargo to our hub on on-hold status.
8.2 Return to Sender (RTS) Fee Requirement
We will NOT automatically return undelivered cargo to the sender after 3 failed attempts. We will only initiate return transit if you submit a written return request AND settle our Return Carriage Fee (equal to 100% of the outbound freight charge plus applicable local redelivery and handling fees). If you do not pay this return fee, your cargo remains in our hub and will accumulate daily storage fees.
8.3 Free Hub Storage (1 Week) & Daily Storage Rates (₱)
We provide a maximum free storage allowance of one (1) week (seven [7] calendar days) from the date your shipment arrives at our destination hub. Starting on the 8th calendar day, free storage ends and we charge daily storage fees according to the schedule below:
| Cargo Classification | Our Free Storage Duration | Daily Rate (Day 8+) | Billing Basis |
|---|---|---|---|
| Standard Cartons / Boxes (<30 kg) | Up to 7 Calendar Days | ₱50.00 / piece | Per piece per calendar day |
| Oversized / Heavy Pieces (30 kg – 100 kg) | Up to 7 Calendar Days | ₱150.00 / piece | Per piece per calendar day |
| Palletized Freight / Skids / CBM | Up to 7 Calendar Days | ₱300.00 / pallet | Per pallet or cubic meter per day |
| Temperature-Controlled / Special Units | Up to 3 Calendar Days | ₱500.00 / unit | Per refrigerated unit per day |
8.4 Cargo Abandonment & Our Disposal Rights
If you fail to pay for return delivery, or if your cargo remains unclaimed after fifteen (15) calendar days from our 3rd attempt notice, the freight is legally deemed ABANDONED. We reserve the full right to dispose of, scrap, or sell the abandoned cargo at private or public salvage auction.
Proceeds from salvage sales will be used to offset your unpaid freight, accumulated storage charges, handling expenses, and disposal costs. If sale proceeds do not cover your outstanding balance, you remain liable for the deficiency.