Settlement File

A Settlement File is a dedicated collection of documents established during the handling of claims and settlements in foreign trade. It typically includes claim letters, inspection reports, insurance policies, transport documents, sales contracts, correspondence, basis for compensation calculation, and final payment vouchers. It is mainly used in claim and settlement processes arising from cargo damage, shortage, delayed delivery, and letter of credit discrepancies. Note: The settlement file must be complete, authentic, and traceable, and should be managed separately from the original transaction file to avoid confusion; also note that the content emphasis differs by role (e.g., insurance company, carrier, seller). Compared with a 'claim file', a settlement file focuses more on the compensation handling stage, while a claim file focuses on the stage of filing the claim; compared with a 'transaction file', a settlement file is a special sub-file derived from disputes within the transaction file. Foreign trade practitioners should establish a standardized settlement file management system to quickly provide evidence in dispute resolution, audits, or legal proceedings.