How to Dispute Demurrage Charges (With Templates)

Not every demurrage invoice is accurate. Industry analysis suggests that up to 25% of ocean freight invoices contain errors — and demurrage charges are among the most frequently miscalculated. If you're paying every demurrage invoice without verification, you're almost certainly overpaying.

This guide explains when and how to dispute demurrage charges, what evidence you need, and provides templates you can adapt for your own disputes.

When to dispute demurrage

Demurrage disputes are legitimate when the charges don't reflect what actually happened. Common disputable scenarios include charges for days the container was under customs or port hold, where the shipper had no ability to collect the container and the delay was outside their control. Incorrect free time calculations, where the carrier applied the wrong number of free days (standard terms instead of your contracted terms, or failing to account for weekends and holidays where applicable). Wrong tariff rates, where the carrier charged the standard published tariff instead of your negotiated contract rate. Charges beginning before availability, where demurrage was calculated from the discharge date but the container wasn't actually available for collection until days later due to holds or terminal processing. And duplicate charges, where the same demurrage period appears on multiple invoices or the same surcharge is applied twice.

The evidence you need

A successful dispute requires documentation showing the discrepancy between what was charged and what actually happened. The most important evidence is your own tracking data: the actual discharge date and time (verified, not just carrier-reported), the dates of any holds (customs, port authority, carrier), the date the container was actually made available for collection, the gate-out date and time, and for detention disputes, the empty return date.

If you're using a tracking platform that records these milestones in real time with timestamps, you have a verifiable audit trail. If you're relying on carrier-reported data alone, your dispute is weaker because you're effectively using the carrier's own data to challenge the carrier's own charges.

You'll also need the applicable tariff or contract showing the agreed free time and rates, the demurrage invoice showing the carrier's calculation, and any correspondence regarding holds or delays.

How to file a dispute

Most carriers have a formal demurrage dispute process, though the specifics vary. The general approach is to review the invoice against your tracking data to identify the discrepancy, then calculate the correct charge based on the actual timeline and applicable tariff, and submit a formal dispute to the carrier's demurrage/collections department within their required timeframe. Include the evidence outlined above — the clearer and more data-driven your dispute, the faster it gets resolved.

Timing matters. Most carriers require disputes to be filed within a specific window (often 30-90 days from the invoice date). Some jurisdictions have statutory limitations as well. Don't sit on a dispute — file it promptly.

Dispute email template: days under hold

Subject: Demurrage dispute — [Container number] — [Port] — Invoice #[number]

We are writing to dispute the demurrage charges on the above invoice. Our records show that container [number] was discharged on [date] and was under [customs/port authority] hold from [date] to [date], a period of [X] days during which the container was not available for collection.

The invoice charges demurrage for [Y] days at [rate]/day, totalling [amount]. We believe the correct calculation should exclude the [X] days under hold, resulting in [Y minus X] chargeable days at [rate]/day, totalling [corrected amount].

Please find attached our tracking records confirming the hold period, along with the relevant terminal/customs documentation. We request a credit of [disputed amount] to be applied to our account.

Dispute email template: incorrect free time

Subject: Demurrage dispute — [Container number] — [Port] — Invoice #[number]

We are writing to dispute the free time calculation on the above demurrage invoice. Per our contract [reference/number], the agreed free time for [port/trade lane] is [X] days. The invoice applies a free time of [Y] days, which does not reflect our contractual terms.

Container [number] was discharged on [date] and collected on [date]. Under our contracted [X]-day free time, the chargeable period is [Z] days. The invoice charges for [W] days. We request the invoice be recalculated using the correct free time allowance.

Please find attached the relevant section of our contract confirming the free time terms.

Automating the audit process

Manually reviewing every demurrage invoice against tracking data is time-consuming, especially at scale. The emerging approach is automated freight invoice auditing — where tracking platforms that already record discharge dates, hold periods, availability times, and collection dates compare this data against the carrier's invoice automatically.

When a discrepancy is detected, the system flags it, calculates the disputable amount, and can even pre-draft the dispute communication. This transforms demurrage auditing from a reactive, manual process into a continuous, automated check that runs on every invoice.