Wholesale THCA Claims & Dispute Resolution

Step-by-step process for reporting, documenting, and resolving wholesale THCA shipment issues. Protect your business with evidence-based claims, clear timelines, and transparent resolution paths.

Last updated: September 16, 2025 · Reviewed by: Claims & Compliance Team

Shipping Policy · Refunds & Returns · Insurance · Compliance Hub · Terms & Conditions

Overview

Claims are a normal part of wholesale logistics. The goal is fast, fair resolution that minimizes disruption while maintaining compliance. Every claim is assessed on documented evidence, carrier responsibility, and contract terms.

When to File a Claim

  • Transit Damage: torn cartons, broken seals, visible contamination.
  • Shortage: fewer units/cases than listed on the bill of lading.
  • Quality Defect: mold, off-odors, moisture outside spec, non-matching COA results.
  • Compliance Gap: missing COA, incorrect labeling, mismatched lot IDs.
  • Late Delivery: shipment held, delayed, or refused by carrier beyond agreed SLA.

Claim Requirements

All claims must include:

  • Order number, invoice, and bill of lading.
  • Photos of packaging (outer, inner, pallet, product).
  • Scale ticket with weights.
  • COAs and intake QC logs.
  • Delivery receipt annotated with damage/shortage (if applicable).

Step-by-Step Process

  1. Notify: Email claims@bulkthcawholesale.com within 48 hours (damage/shortage) or 5 business days (quality/compliance).
  2. Document: Collect required evidence listed above.
  3. Submit: Send claim packet via secure upload or email.
  4. Review: Claims team validates evidence, cross-references carrier scans, and inspects COAs.
  5. Resolution: Refund, replacement, or store credit issued per policy.

Timelines & Deadlines

  • Damage/Shortage: Report within 48 hours of delivery.
  • Quality/Compliance: Report within 5 business days of delivery.
  • Carrier Claims: Must be filed within carrier deadlines (UPS/FedEx: 60 days typical).
  • Resolution: Our team responds within 3 business days; full resolution within 14 business days on average.

Resolution Options

  • Refund: Funds returned to original payment method.
  • Replacement: Same strain/batch (if available) or substitute of equal/greater value.
  • Credit: Store credit applied for future orders.
  • Partial Settlement: Adjustment for shortages or partial quality loss.

Appeals & Escalation

If a claim is denied, buyers may appeal by submitting additional evidence within 7 business days. Escalation paths include compliance officers and, where applicable, arbitration per contract.

FAQs

What’s the fastest way to resolve a claim?

Submit complete evidence within 48 hours. Incomplete claims delay resolution.

Do I need to return damaged goods?

Not always. We may request samples for lab testing, but destruction on site with photo evidence is often accepted.

Can I file a claim if the COA doesn’t match intake tests?

Yes. Provide lab results and chain-of-custody documentation. Variance beyond ±10% triggers investigation.

What if the carrier loses my package?

Report immediately. We will assist in filing with UPS/FedEx and process replacement/refund once confirmed.

Are claims covered by insurance?

Yes, if you have cargo or product liability coverage. We support documentation for insurer subrogation.

Shopping Cart
Scroll to Top