Master the basics of cargo documentation at sea with this comprehensive guide to ship officers and crew. This guide covers bills of lading, mate’s receipts, letters of protest, cargo manifests, notices of readiness (NORs), and more, and provides practical examples, best practices, and tips on how to avoid costly disputes.
Introduction: Why Cargo Documents Are Critical to Maritime Trade
For shipping logistics, cargo documents are more than just transportation documents; they form the commercial, operational, and legal foundation of every voyage. Each document, receipt and log entry helps protect the interests of shipowners, charterers, shippers and receivers.
If things are neglected, there is the possibility of:
High demurrage claims
Disputes regarding damage to cargo
Loss of insurance coverage
Delays in ports or the detainment of vessels altogether
If things are in order, you will achieve:
Efficient operation of cargo
Adherence to legal and contractual obligations
Clear records for reference purposes
Protection against vexatious claims
This handbook will explain all the important cargo documents you will find on board, from stowage plans to timesheets, with practical tools to ensure you are compliant and safe.
- Stowage Plan – The Cargo Blueprint
A stowage plan indicates the specific location, type, and amount of cargo in a particular hold or compartment.
It’s not merely for loading efficiency — it’s crucial for ship stability, safety, and adherence to the vessel’s approved loading manual.
Key Functions:
Guarantees cargo is stowed for stability and structural thresholds.
Aids in planning cargo segregation.
Accelerates cargo discharge at multiple ports.
Real Example:
A Chief Officer accepted a charterer’s stowage plan without verification against the vessel’s stability criteria. The vessel subsequently had excessive trim, necessitating ballast adjustments and port delays.
Best Practices:
Always ensure compatibility with the vessel’s loading manual.
Update after every cargo movement.
Keep old stowage plans handy in the event of disputes.
- Letter of Protest – Your Official Disagreement
A Letter of Protest (LOP) is an official means of placing on record that something is unacceptable or disputed.
Typical Reasons to Issue an LOP:
Discrepancy in cargo quantity between ship and shore figures.
Free water in bulk cargo that is excessive.
Non-compliant or unsafe loading practices.
Case Study:
The vessel’s draft survey indicated an underload of 500 tonnes compared to the terminal figure. The Master immediately issued a LOP to protect against a potential claim for subsequent short-loading.
Pro Tip:
Always append supporting documentation — draft survey reports, photographs, port log entries.
- Mate’s Receipt – First Acknowledgement of Cargo
The Mate’s Receipt (MR) is issued upon loading of cargo and acknowledges the quantity and obvious condition of that cargo.
Checks Before Signing:
Document any visible damage (e.g., rust, dent, wet).
Correlate quantity to tally or prepare survey.
Make sure date of completion of loading is as actually done.
Warning:
Under no circumstances provide a “clean” mate’s receipt for damaged cargo in return for an LOI — it can be fraudulent and cause insurance cover to be null and void.
- Letter of Indemnity (LOI) – Handle with Care
An LOI is a written undertaking to compensate for prospective losses, usually employed when:
Shipping without original Bill of Lading.
Change of discharge port.
Adjusting between ports cargo quantities.
Risk Factor:
LOIs are sometimes not enforceable in court. Only accept or issue them upon legal or P&I Club advice.
- Bill of Lading (BL) – The King of Documents
The Bill of Lading is:
- Receipt of cargo.
- Proof of contract of carriage.
- Document of title.
Checks Before Signing:
Quantity and condition equal actual cargo.
Ports and voyage information correct.
Loading completion date correct.
Freight status (“Prepaid” or “Collect”) is accurate.
Golden Rule:
Do not sign a blank/or antedated BL (bill of lading)
E.g. dispute:
A Master signed a BL that read “Clean on board” and later a person received the cargo and claimed damages upon receipt of the shipment. The P&I (protection and indemnity) covered for no liability and denied the claim of falsifications by the Master recording on the BL.
- Damage to cargo by Stevedores:
If damage occurs due to loading/discharging:
- Notify stevedore foreman once damage occurs.
- Obtain written acknowledgement.
- Photograph.
- Register in port log.
If they refuse to sign — write “Refused to sign” with date and witness name.
- Damage to Vessel by Stevedores
Hatch coaming dents, cracked deck plating, or bent ladders — stevedores can cause serious damage.
Immediate Steps:
Show foreman the damage.
Take photos.
Log it immediately.
Notify relevant parties if repairs affect seaworthiness.
- Port Log & Official Log Book Entries
Your port log is your memory in writing. It should include:
Arrival and departure times.
Cargo operations.
Delays and reasons.
Incidents or disputes.
Pro Tip:
The more specific you provide, the better your case is in the event of claims.
- Ship/Shore Safety Checklist
This checklist guarantees safety procedure is implemented prior to cargo operations.
Part A: Operational requirements.
Part B: Stevedore familiarisation.
Tip: Never sign until all requirements are fulfilled. If it is impossible, negotiate and adjust before signing.
- Notice of Readiness (NOR)
An NOR informs charterers that your vessel is ready to load/discharge. Timing is critical:
Must be at the agreed location.
Must meet “ready in all respects” condition.
Must comply with charter party instructions.
Incorrectly tendered NOR can cost thousands in lost laytime.
- Exceptions
These are notes made when cargo arrives in damaged condition or with irregular packaging. Exceptions protect you from later being blamed.
- Cargo Manifest
Lists all cargo on board for customs and operational planning.
Two Types:
Outward Manifest – filed at loading port.
Inward Manifest – filed at discharge port.
- Dangerous Cargo Manifest
Required for IMDG Code cargoes — lists danger goods, their hazard class, and stowage location for emergency use.
- Statement of Facts
Drawn up by the agent — records arrival, departure, cargo start/stop times, and stoppage causes. Basis of laytime calculations.
- Time Sheet
Used to determine demurrage or dispatch. Always verify accuracy prior to signing.
- Dead Freight Claim
When less cargo is loaded than agreed, the ship can claim dead freight. Records and computations should be accurate.
- Vessel Performance Report
Post-operation analysis by terminal — assists in the assessment of efficiency and areas for improvement.
18.Remote Review of Cargo Documentation
Periodic audits ensure proper and accurate cargo records
Compliance of proper stowage.
Proper manifests.
Sufficient hold cleaning records.
Common Cargo Documentation Mistakes and How to Evade Them
Signing without checking facts.
Failure to send prompt Letters of Protest.
Accepting ambiguous LOIs without attorney review.
Failure to record visible damage in Mate’s Receipts or BL.
Poor port log entries with omitted times or facts.
Conclusion
Cargo documentation is your sword and your shield in shipping. It insulates your vessel, crew, and career from financial loss, legal battle, and operational delay.
Final Tip:
Treat every document as if it might end up in court — because one day, it could.
