UNIT 5

ROUTINE SHIP'S CORRESPONDENCE

STATEMENT OF TIME/CHARTER BASIS.

I. Letter asking the Owners to restrict their attendances and expenses.

RE: M/V……………………………….

SUB: (INSERT T/CHRS NAME AND C/P DATE)

Dear Sirs,

I, the Master of M/V ………………… was informed by Owners that at this port you are nominated by this vessel’s timecharterers, under the charterparty, to act as Agents.

Purpose of this letter is to request you to restrict your attendances and expenses within the limits of your capacity as above.

If during the stay of this vessel in your port develop circumstances which necessitate for expenses to incur for the account of this vessel’s owners, I hereby request you to obtain my written consent prior of yourselves becoming committed in such expenses and also my written approval for payment on the respective vouchers which must be duly compiled.

Kindly keep in mind that Owners will not accept and not settle vouchers in their debit which shall not be supported by my specific written instructions and which shall not be signed by myself for the approval of the payment.

Yours faithfully, Captain

Master of M/V…………

Please sign copy of this letter in acknowledgement.

II. Letter advising that under the Charter Party the vessel is presently performing, stowage is to be under Master’s direction and responsibility.

(VESSEL'S LETTERHEAD PAPER)

PORT:

DATE

MESSRS

(COMPLETE NAME AND ADDRESS OF SHIPPERS)

Dear Sirs, Loading cargo.

May this letter serve to bring to your attention that in accordance with Clause… of the charter-party under which my vessel is presently performing, stowage of the cargo is to be under Master's direction and responsibility

I hereby give you my directions to cover the subject as follows:

1.You are requested to load the cargo in strict accordance with all the rules and regulations applicable at your port covering the proper and safe stowage of this cargo

2.You are requested to give relevant instructions to your stevedores to accomplish all requirements under (1), and also to work in strict compliance with all rules and regulations applicable for the safe handling and stowage of this cargo on board.

3.Regarding the quantity of the cargo to be loaded in each hold and compartment, also holds' working programme, same to be discussed daily with my Chief Officer, and stevedores to comply accordingly. In this connection if any problems arise during the time of loading I would request you to inform me in writing

Kindly acknowledge receipt of this letter by signing and returning copy of same Yours faithfully,

Master

Receipt of this letter hereby acknowledged by Shippers:

Comptete name……………………….

Title in company . ............

Name of company …………………….

Date ..........................

CC: Agents/Charterers/Stevedores

CC:Owners

III. Letter asking the Stevedoring Company to take due notice of Master’s requirements and appoint authorized personnel to discuss the discharging arrangements, the distribution of the cargo and working schedule.

(VESSEL'S LETTERHEAD PAPER)

PORT:

DATE:

MESSRS

(COMPLETE NAME AND ADDRESS OF STEVEDORES)

Dear Sirs,

I hereby wish to draw your attention to the fact that as per charter-party Cl.......the Stevedores are considered as the Owners' servants.

Accordingly, please take due notice of my requirements, as follows:

1.Please appoint your authorized personnel to discuss the discharging arrangements, the distribution of the cargo, and the working schedule with me.

2.Please arrange that I regularly receive the daily working reports and the Mate's Receipts.

3.Please ascertain that any requirements in connection to rearrangements of the cargo gear are reported timely to the respective officer so that any accidents or damage may be prevented.

4.Please give me advance notice of your requirements regarding the opening or closing of the hatches, shifting of gangs, use of barges, etc

5.I hereby request you to notify your employees to restrict their presence on board the vessel at the working areas and not to wonder around in the accommodation and crew quarters.

6.No dog hooks to be used during discharge.

7.No bags to be broken by your employees.

8.Any cargo damage to be reported before cargo is handled by the stevedores.

9.Please name your responsible foremen who will be empowered to sign cargo damage

10.Reports for damage incurred by the stevedores.

11.Please advise in writing what are your contracted responsibilities regarding damage to cargo effected by your employees.

I am at your disposal to discuss with you and to assist you in the coordination of any matter relevant to the present loading and I look forward to a smooth-running and speedy completion.

Kindly acknowledge receipt of this letter by signing and returning copy attached.

Yours faithfully, Master

IV. Letter asking the Consignees to draw their attention to Master’s requirements as per carge delivery and take part in joint inspection of the cargo in the vessel’s holds before discharging the cargo

(VESSEL’S LETTERHEAD PAPER)

DATE:

PORT:

MESSRS

(COMPLETE NAME AND ADDRESS)

Dear Sirs,

Cargo Delivery

Referring to the delivery of cargo in your port, I wish to draw your attention to the following:

1.In connection with clause......of the charter-party dated .............. the condition of the cargo must be determined prior to the cargo being handled by the stevedores. For this purpose please appoint and name your supervisors who can inspect jointly and constantly the condition of the cargo in the vessel's holds prior to same being handled by the stevedores. The vessel does not accept liability for any damaged cargo whatsoever, except when such cargo is found damaged by your inspectors and my officers during joint inspection prior to handling by the stevedores and acceptance of this fact is given by my officers in writing and confirmed by my signature and vessel's seal,

2.The tally of the cargo must be effected in the vessel's holds where remarks for the condition of the cargo must be inserted and admitted in writing by the vessel's officers in the holds, prior to stevedores handling and confirmed by my signature and vessel's officers in the holds, prior to stevedores handling and confirmed by my signature and vessel's seal. Stevedores damage to be tallied separately and such reports must carry the clear distinction «DAMAGE BY STEVEDORES». Any tally reports issued on the pier or in the shed presented to the vessel for signature must carry the insertion «THIS REPORT FOR TALLY EFFECTED ASHORE AFTER CARGO WAS HANDLED BY STEVEDORES» Such tally reports if carrying these remarks will be signed by the vessel «without prejudice to Owners' rights — Owners are not responsible for handling of cargo by stevedores»

3.If the tally of a cargo parcel, being effected as per item (2), results in «shortage» this fact is to be immediately brought to the notice of the Chief Officer and the possibility of a retally to be promptly investi-

gated and re-tally to be carried out immediately. Moreover, a search in the vessel’s compartments to be carried out jointly and if missing cargo is not found a certificate verifying the search and the results to be issued. Furthermore, a corresponding shed tally to be investigated to cross examine the tally shortage on board and results of same to be stated in the report.

4.Stevedores are not allowed to remove from the vessel without proper tally, empty bags/cases etc., found in the holds. In case of incidents where pilfering is comprehended as done by employees of the Stevedores. I shall call the Police immediately and hereby notify all parts concerned that I will apply to the Timecharterers declare in writing that they relieve the vessel of any responsibility on account of pilferage done by the Stevedores’ employees.

5.In the event of rain, discharging is to be immediately stopped, allowing reasonable time for the crew to close the hatches and thus protect the cargo from damage, and the stevedores are requested to cooperate in this connection.

6.The vessel will not accept and will not sign tally or other relevant reports, unless same are presented on the same date and time the operation took place and provided same were issued in compliance with the proceeding.

7.The stevedores' work on board must comply with the written instructions of the Chief Officer in connection with safe working on board. The vessel is hereby relieved of any responsibility for any Stevedores’ employee failing to comply with same.

8.On completion of discharge, a joint careful search is to be effected in the holds of the vessel and a certificate to be issued by you that no cargo destined to be delivered in your port was found remaining on board.

9.The vessel is bound only by my signature accompanied by the vessel's seal. Any other signature is not authorised and is not binding the vessel or Owners whatsoever.

10.Your failure to comply strictly with my aforementioned requirements which are derived from the provisions of the charter party dated…….will constitute a breach of the terms and conditions of the charter-party by the employees of the Charters and in every such instance I will have to hold you responsible on behalf of the Owners for any consequences and loss or damage incurred to Owners.

Please acknowledge receipt by signing and returning three copies of this letter.

Yours faithfully, Master

Received:

Port………………….

On……………………

Signed……………….

Name/Capacity……….

Company………………

V. Letter with the information about loading of injurious, inflammable or dangerous goods.

(VESSEL'S LETTERHEAD PAPER)

PORT:

DATE:

MESSRS

(COMPLETE NAME AND ADDRESS OF CHARTERERS' AGENTS)

Dear Sirs,

Loading of Injurious. Inflammable or Dangerous Goods

Kindly note that the charter-party excludes from loading ammunitions and explosives.

Other injurious, inflammable or dangerous goods can be loaded, but limited to a total quantity of 5% of the total cargo and provided that same will be packed, loaded and stowed in accordance with the regulations of the local authorities, plus the regulations of the Board of Trade (IMO Regulations) Therefore, I hereby request you with this letter to:

A)Notify me in writing regarding all and any cargo which will be loaded on the vessel in your port of the above captioned nature, giving complete particulars, reference to IMO Regulation applicable and rendering clear evidence of its weight.

B)Notify your stevedores to load cargo per above (A) strictly in accordance with local and Board of Trade regulations.

C)Provide me with a certificate from the appropriate authority in your port to the effect that cargo per above (A) was in fact loaded and stowed and secured strictly in accordance with mentioned regulations.

Please acknowledge receipt by signing and returning copy of this letter. Thanking you.

Yours faithfully, Master

VI. Letter with the information about discharge of the vessel.

M/V……………..

I hereby draw your attention to C/P ........Clause ........ where it is provided that the discharge of the vessel must be performed at the average rate of......... metric tons per weather working day. I hereby draw your………../… ……../………. attention to the fact that the daily rate of discharge of the days

average rate mentioned in the charter-party. This obviously is due to the fact that although there are ......... hatches available for discharge you have provided only .............

Stevedore gangs per day and also the cargo is not cleared through the chutes with the consequences of such delay in the discharge.

I therefore hereby invite you to do the needful to rectify this situation and expedite the discharge of the vessel, failing which, I am obliged to reserve all owners' rights with this letter.

Yours faithfully, Master

Receipt of this letter hereby acknowledged.