Important Documentation for the Surveyor

OBQ Certificate prior Loading: Critical document prior loading of cargo. Some vessels on crude trade follow a practice of showing a small ROB prior loading which can nullify ROB at the discharge port. However, on Product Tankers, it is undesirable to have any OBQ present especially, if cargo grade being loaded is different from the previous cargo.

Empty Tank Certificate: Similar to the ROB / OBQ certificate but with a signed statement from the surveyor stating as under:

The above document can prove to be beneficial in the event of disputes arising out of sampling

Last 3 Cargoes and Tank Preparation Report: This document is generally requested by all Surveyors, especially on Product Tankers. Having it ready will save time and effort. Ensure that the tank preparation details are in line with the company guidelines and relevant Tank Cleaning publications

Vessel’s Experience Factor (VEF): VEF is the quantity loaded or discharged as measured on the vessel (Total Calculated Volume- Remaining On Board or On Board Quantity) divided by the Bill of Lading (shore delivered at loading). Correct computation of the qualifying and non-qualifying voyages is vital. Generally, the ship’s maiden voyage, STS operations and the first voyage subsequent to any major alterations are excluded. Inclusion of a minimum of 5 voyages and a maximum of 20 voyages is the industry practice while calculating VEF.

Slops Certificate: A slop report with a signature from the Cargo Surveyor indicating the Volumes, Ullage and Interface of the Slops on board is an important document. Some port authorities choose to cross-reference entries regarding Slops in the Oil Record Book (Part II) with the Slop Certificate

Sample Witness Certificate: In the event of sampling disputes / off spec cargo, it becomes important to prove that the vessel had sampled the Cargo upon the commencement of loading in the presence of the cargo surveyor

If the vessel can prove that the first foot sample and the manifold samples are the same, then the owners’ interest are safeguarded against claims. Some surveyors may refuse to sign this document. In such cases, it should clearly be mentioned that the surveyor refused to sign the document and a Letter of Protest Issued accordingly

Seal Certificate: Some terminals / Port Authorities require the Cargo Surveyors to Seal the Cargo Sea Chest and the Overboard Valve prior loading / discharging. A signed certificate clearly indicating the seal numbers should be obtained from the Cargo Surveyor

Other miscellaneous documents: Crew List, Ship’s Particulars, Ballast Quantity Report, and Bunker Report are some of the other documents that are required by Cargo Surveyors on a case by case basis.