How to prepare for a D&D dispute: what data you'll need and where to get it

A formal claim to a carrier has a better chance of being accepted if it's backed by full documentation from the start, not just a suspicion that the invoice is wrong. Below is a concrete list of what you'll actually need, and where to find that data if you don't already have it gathered in one place.

Contract documents

You'll need the part of the contract that states the free time and the rate that applies after it — often a separate attachment to the main contract (a tariff sheet), not the main contract itself. This document is usually kept by whoever negotiated the contract terms with the carrier, or in the procurement/logistics department.

Timestamps

You'll need four dates: the vessel discharge date, the container pickup date from the terminal (gate-out), the empty container return date (gate-in), and the dates stated on the invoice for comparison. The first three are usually available from the terminal operator's portal or directly from the carrier's track&trace system — if you haven't saved them, they can often still be retrieved retroactively, provided too much time hasn't passed since the event.

The invoice itself and related correspondence

The actual D&D invoice with all its attachments — some carriers state only a total amount on the invoice itself, and provide the detailed period calculation only when specifically requested. If an invoice doesn't include a clear period breakdown, that in itself is the first question to ask before paying.

Force majeure evidence, if relevant

If the delay was caused by port congestion, a strike, or another circumstance outside your control, it's worth having at least indirect evidence — a port notice, a news article, or the carrier's own acknowledgment in another context. This isn't necessary for every dispute, but it strengthens your position when the cause was clearly outside your control.

Why it's worth gathering this data in advance, not during the dispute

Carriers usually set a limited window within which an invoice can be disputed — often stated in the fine print of the tariff, not on the invoice itself. The sooner these four blocks of data are gathered, the more time is left to actually prepare and file the dispute, rather than hunting for documents across different departments and systems.