A missing update, identity mismatch, or unexplained reroute deserves prompt investigation without prematurely accusing a carrier. Assign a response lead and separate the known facts from suspicions. If there is an immediate threat to a person, use emergency services; do not send staff to confront a suspected thief.
1. Establish the last verified shipment event
Identify the last confirmed location, time, custodian, and source of that information. Keep unverified messages in a separate part of the timeline until they can be checked.
2. Notify the responsible parties through established channels
Bring in the designated security, carrier, customer, and insurance contacts under the response plan. FMCSA notes that a legitimate carrier or broker may also be a victim of the fraud. FMCSA fraud guidance.
3. Preserve original evidence
Retain booking changes, messages, shipment documents, access records, and available tracking exports. Ask authorized custodians to preserve relevant footage before normal retention processes overwrite it.
4. Coordinate location information safely
Have authorized tracking or security personnel assemble location evidence for the response lead and law enforcement. Keep location updates factual and avoid independent recovery attempts.
5. Report through the appropriate channels
Coordinate timely law-enforcement reporting and retain report identifiers. The FBI’s cargo-theft page provides reporting routes, including IC3 and its tip service. FBI cargo-theft reporting.
6. Address related account or payment exposure
If the event suggests compromised communications or payment changes, notify the responsible IT and finance teams. Let those teams preserve evidence and apply their response procedures.
7. Treat recovered food cargo as a separate product decision
Recovery does not establish that food is suitable for release. FSIS highlights the contamination risk associated with food theft and deceptive pickups; involve the responsible food-safety team in any disposition decision. FSIS food-defense guidance.
Put it to work: Build a one-page contact roster covering security, operations, finance, IT, insurance, and food-safety review. Keep an after-hours owner for each response function.