What Evidence You Need to Successfully Dispute DEM/DET Fees

Introduction

When perishable cargo is stuck at the port, every hour counts. Unfortunately, if your container isn’t picked up or returned on time, you could face demurrage (DEM) or detention (DET) charges. And while these charges can often be disputed, the outcome depends entirely on your evidence.

At Royal Cold Storage, we’ve helped importers build airtight dispute packages that convince carriers to reduce or waive fees — sometimes by thousands of dollars. Here’s exactly what to gather.

Arrival Notices with Accurate Timestamps

Carriers must prove when they notified you that cargo was ready for pickup.

Keep the original email, EDI transmission, or fax showing the date and time.

If the notice was late, highlight the delay compared to the vessel’s discharge date.

Customs Clearance Records

If clearance delays caused extra port time, show proof.

CBP release messages with timestamps

USDA or FDA inspection records

Notes from your customs broker confirming release dates

Truck Appointment Attempts

Prove you tried to arrange timely pickup.

Appointment confirmations or portal screenshots

Rejection messages due to full booking

Emails from truckers confirming no available slots

Reefer Temperature Logs

For refrigerated cargo, temperature data can justify fee reductions.

Reefer unit download reports

Facility temperature logs showing proper storage during delay

Communication Records

Demonstrate you acted promptly.

Email threads with carriers, truckers, brokers, and terminals

Call logs with dates, times, and conversation notes

Port and Carrier Advisories

If external events caused the delay, document them.

Port congestion notices

Labor strike or weather-related closure alerts

Carrier advisories about vessel delays or terminal issues

How to Organize Your DEM/DET Dispute Package

Cover Letter: Short summary of why the charges should be reduced/waived.

Timeline Table: Events from vessel arrival to empty return, with timestamps.

Evidence Section: All supporting documents in chronological order.

Closing Statement: Cite tariff clauses or exceptions for perishables.

How Royal Cold Storage Supports Importers

We help clients:

Monitor all container events in real time.

Archive documents, emails, and system records for easy retrieval.

Collect reefer temperature logs directly from carriers.

Prepare well-structured dispute packages that get results.

Final Takeaway

The strongest DEM/DET disputes aren’t based on emotion — they’re built on clear, timestamped proof. By keeping meticulous records and organizing your evidence, you can turn a costly invoice into a manageable — or even waived — charge.

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