Why Documentation Prevents Disputes (Not Just Wins Them)
A contractor with strong delivery documentation is less likely to face a disputed damage claim in the first place — because the potential dispute is less viable for the company. If your delivery record routinely includes timestamped photos, GPS confirmation, and app delivery data, a damage claim against you requires the company to overcome that evidence. Many don't bother.
The contractors who get repeated chargebacks and damage claims are often the ones with thin documentation. Not because they're careless — but because the company knows the dispute won't be challenged with evidence.
Daily Documentation Habits
Screenshot every delivery confirmation
Not just for deliveries that feel risky — for every delivery, every day. The screenshot should include the delivery address, timestamp, and confirmation status. Cloud backup automatically.
Photograph packages at notable stops
Any delivery involving a large or fragile item, any delivery where the customer interaction was unusual, any delivery where you noticed pre-existing condition issues. One photo takes five seconds.
Save your GPS route data
Most GPS apps can export route history. Save weekly data. GPS records showing you were at the delivery address at the time of the alleged incident are often the most decisive counter-evidence in damage claims.
Review every settlement the day it drops
Don't wait a week to check your settlement. Review it the day it's available, note any deductions immediately, and check your contract's dispute window. Most windows are 5–14 business days.
Keep communications in writing
When a company representative makes a promise, a concession, or an acknowledgment — follow it up with an email: "Confirming our conversation on [date] in which you stated..." This creates a written record of verbal commitments.
How Long to Keep Records
Most contractor agreements have dispute windows of 5–30 days. But a pattern of deductions — particularly across multiple settlements — may be relevant to later disputes. Keep settlement records for at least 12 months. Keep delivery documentation (screenshots, photos) for at least 60 days for recent deliveries.
If you're already in a dispute, don't delete anything. Even records that don't seem directly relevant may become relevant as the dispute develops.
Already in a dispute?
Build your case with what you have
The Evidence Checklist helps you identify what you have, what you're missing, and how to fill the gaps. Dispute System includes the checklist and all dispute templates.