A port call document checklist should answer three questions: what information is required, who supplies it and who submits or retains it. A long undivided list is less useful because the master, principal, ship agent, charterer, cargo owner, customs broker and terminal do not control the same documents.

Requirements vary by vessel, cargo, flag, voyage and authority. This guide is a responsibility framework, not a substitute for the appointed agent’s current port-specific instructions.

Regulatory declarations and electronic submission

The IMO Facilitation Convention standardizes information that public authorities may require for a ship’s arrival, stay and departure. IMO identifies declarations covering areas such as general vessel information, cargo, stores, crew effects, crew and passenger lists, dangerous goods, health, security and advance cargo information.

Electronic exchange has been mandatory under the FAL framework since 2019, and the Maritime Single Window approach became mandatory from January 2024. This means the working process is increasingly data submission rather than exchanging scanned paper forms. The agent still needs complete, consistent source information from the vessel and principal.

1. Principal and vessel source file

The shipowner, manager, master or authorized principal normally supplies the source information needed for clearance and service coordination. The requested file may include:

  • vessel identity and statutory particulars;
  • flag, class and certificates relevant to the call;
  • ownership, management and P&I information;
  • previous and next port information required by authorities;
  • crew and passenger data where applicable;
  • health and sanitation information;
  • ship’s stores and crew-effects data;
  • security-related information;
  • waste-notification data;
  • dangerous-goods information when applicable;
  • service requests from the master or principal.

Exchange the full vessel file through the appointed secure channel. Do not place vessel identifiers, certificate copies or live voyage details in public forms or open content.

2. Cargo and chartering file

The charterer, shipper, receiver or cargo owner provides the commercial and operational cargo information assigned to them. This may include:

  • cargo description and quantity;
  • physical form and packaging;
  • loading or discharge instructions;
  • shipper and consignee details;
  • cargo declaration inputs;
  • safety documentation where applicable;
  • customs and origin documents under the cargo party’s responsibility;
  • surveyor appointment;
  • draft transport-document instructions;
  • notices required by the charter or sale contract.

The ship agent coordinates the local submission and exchange within the appointment but cannot create missing commercial facts on behalf of the cargo party.

3. Agent’s working file

The appointed agent converts source information into the required local workflow. Its file may contain:

  • agency nomination and authority;
  • contact matrix for principal, master, charterer, terminal and authorities;
  • pre-arrival and pre-departure submissions;
  • service orders and confirmations;
  • notices and event records;
  • clearance confirmations;
  • supplier invoices and supporting records;
  • disbursement estimate and final account materials;
  • final report to the principal.

The agency appointment should state who can authorize additional services and who receives each report.

4. Terminal operating file

The terminal needs the subset that enables safe, compliant cargo handling. Depending on the operation, this may include:

  • confirmed cargo and operation;
  • non-sensitive vessel profile required for compatibility review;
  • loading or discharge sequence agreed privately;
  • cargo readiness and delivery instructions;
  • storage, bagging or dispatch scope;
  • survey and sampling arrangements;
  • customs-control status;
  • terminal notices and operational records;
  • quantity or condition discrepancy instructions.

The terminal does not require every confidential charter-party or sale-contract term. Share only what is necessary for the assigned operation and risk control.

5. Customs and official-control file

The cargo owner and its appointed broker manage the declaration and supporting trade documents. The vessel agent manages vessel-clearance submissions within the appointment. The terminal provides physical access and operational cargo records within its scope.

Product-specific controls may involve other competent authorities. Identify those requirements before cargo arrival and state who books attendance, supplies samples and receives results.

6. Final port-call file

Agree the required close-out package before the call. It may include:

  • arrival and departure confirmations;
  • statement of operational events;
  • cargo-operation records;
  • signed or electronically confirmed notices;
  • survey and quantity reports received from appointed parties;
  • copies of final transport documents distributed under instructions;
  • supplier invoices and disbursement reconciliation;
  • exception, damage or discrepancy reports;
  • final agent report.

Retention periods and recipients depend on contract, company policy and applicable law. Do not assume that every party retains the complete file.

A responsibility matrix

For every document or data set, record:

source owner → preparer → reviewer → submitter → deadline → recipient/system → final archive holder

Also assign a status: draft, verified, submitted, accepted, superseded or final. Version control matters when arrival times, cargo quantities or crew data change.

New Energy provides ship agency and coordinates vessel, terminal and cargo interfaces for qualified calls at its Izmail terminal. The appointed agent issues the current call-specific checklist after nomination; detailed vessel and movement information remains in direct communication.