Check list for Operations dept.

One of the main things to do, when a voyage is fixed and you operate vessel on time charter is drafting a check list for the voyage. Though it's not a very hard question, a check list may hardly be standardized, because it's structure depends on a particular voyage. However we may divide it into blocks and try to make universal rules for these blocks. Here's the example of blocks for an easy usual voyage basis 1/1 without passing channels.

Beginning of voyage

When a voyage is just fixed and operator receives the recaps for both CPs time-charter with Owners and a voyage charter with cargo Charterers, following steps are always to be done:

• Study CP with Owners and with Charterers
• Calculate if it's efficient for vessel to steam with normal speed, or with ECO speed, if any
• Calculate bunkering program
• Calculate cargo intake
• Calculate 1st hire and the voyage cashflow

• Consider alternative routs

For example, if the voyage lies via the Suez Canal, or via Cape of Good Hope, an operator should consider and calculate the alternative rout and discuss his calculations with agents at Suez in order to obtain a rebate on Suez Canal Tolls

• Declare the vessel to PnI Club

Insurance is a very important thing and vessel should be declared timely in order to be on a safe side.

• Send full and sufficient instructions to the vessel / Master

Middle of voyage

Basically this section may be conventionally divided into several parts, as:

- prior to arrival load port

• Appoint on-hire bunker survey (if not done before)
• Appoint surveyors for other jobs (subject to cargo and voyage details)
• Appoint a weather routing service for the voyage (if needed)
• Negotiate load port PDA with agents
• Appoint load port agents and assure that Master provides all the pre-arrival documents
• Give instructions to Master as to how NOR should be tendered

- after departure load port

• Receive all needed documents from agents

this goes to Notice of Readiness, Statement of Facts, Mates Receipt, Bill of Lading, Cargo Manifest, Stowage Plan, etc.

• Calculate laytime for loading port
• Issue the Freight invoice and send it to Charterers for payment soonest possible
• Ensure Master is in contact with weather routing service provider and is serving his reports on daily basis
• In case Bills of Lading are marked as 'freight prepaid', instruct agents to keep them in agents' custody until they receive operator's clear instructions to release
• Request Final Disbursement Account from agents

- prior to arrival discharge port

• Ensure that the freight is received in full
• Appoint off-hire bunker survey (at last port of call)
• Appoint surveyors for other jobs (subject to cargo and voyage details)
• Negotiate discharge port PDA with agents
• Appoint discharge port agents and ensure that Master provides all the pre-arrival documents
• Give instructions to Master as to how NOR should be tendered

- after sailing discharge port

• Receive all needed documents from agents

this goes to Notice of Readiness, Statement of Facts, etc.

• Calculate laytime for discharge port
• Prepare the Voyage Statement of Accounts and send it to Charterers for settling balance, if any
• Request Final Disbursement Account from agents

End of voyage

This article describes the situations, when voyages are fixed on TCT basis. In that case the "End of voyage" is same as "after sailing discharge port" item. In case vessel was fixed on period, for example, then the end of first voyage is the beginning to the second one.

Hope this article was helpful. In case you have any comments, or questions, please don't hesitate to write below.