1．船舶抵港前安排和作业计划报告
为委托方抓船期（及时安排泊位并节省船期）是计划调度员和外勤最为重要的工作，最能体现代理水平的高低。因此，单船计划调度员接到任务后，应及时联系船方、港方、货主和其他有关方，事前落实船舶抵港后的各项作业安排，落实船舶、出口货物的备妥情况和进口货物的接卸准备情况，充分利用自身的各种优势和关系，安排好泊位和船舶的装卸作业计划。在此基础上，及时做好船舶抵港前作业安排报告书（PRE-ARRIVAL ARRANGEMENT REPORT）并发送给委托方。报告书的内容应该尽量详实，努力争取达到委托方的满意，举例如下：
____________________________________________________________________
船舶航次代理计划书参考样本
T XX Shipping Company Limited
Cc: XX Company
From: Operation Department /Penavico XX
Date: XX/XX/2003
Re: PRE-ARRIVAL REPORT FOR M.V. “GOLDEN STAR” -----------------------------------------------------------------------------------------
We are pleased to receive your e-mail dated 14th, June and contents of which were well noted. Thanks a lot for your kind agency appointment.
To ensure the vessel’s calling smoothly, we have made following arrangements and would like to provide below information for your reference:
A) Weather Forecast
According to local weather forecast and our experience, local weather during 15th to 20th June will be clear and/or cloudy but expected to have one day raining or dense fog on 16th or 17th.
B) Cargo Readiness and Port/Berth Situation
We have contacted with local shipper who confirmed that cargo is ready at Beiliang Terminal basis vessel’s ETA Dalian on 15th June, 2003. We have booked the berth at Beiliang Terminal accordingly (ETB on 18th June).
Please also be kindly informed that according to the port regulation, vessel’s berthing/leaving operation to/from Beiliang Terminal can be arranged in the daytime only.
There are two berths in Beiliang Terminal with depth of –12.8 and –13.5 meters respectively. Please confirm if vessel’s laden sailing draft will not exceed 12.8 meters. Cargo is stored in silo and loading will be carried out by computer controlled conveyor belt and directly spread into cargo holds by shore loader at both berths. Loading will be continued 24 hours (including Saturday, Sunday and holidays but except raining day and break down of the machinery and computer system which occurred occasionally) at an average speed of 12,000 metric tons per 24 hours. The present port situation is quite congested for maize loading vessels. The lined up vessels for Beiliang Terminal are as follows: M.V. XXX and M.V. XXX now on berth with ETD 12th afternoon and 13th noon respectively. M.V. XXX is going to load 50,000 metric tons of maize which arrived on10th with ETB 12th and ETD 16th. M.V. XXX arrived 6th and shifted to anchorage on 9th to wait for berth after discharging part cargo of wheat in another berth. Her ETB have been fixed on/about 13th with ETD 18th. M.V. XXX is arriving on 14th to load 55,000 metric tons of maize and expected to get on berth on 15th with ETD 20th. There are another 3 vessels going to load maize at other terminals during 11th to 20th. Best ETB for m.v. “Golden Star” can be expected on 18th if all going well and weather permit.
C) Cargo and Shipper’s Information
Please kindly inform us the main terms and conditions of the Charter Party such as LAYCAN, the minimum/maximum cargo quantity to be loaded (who’s option), the term of the freight payment, which kind of bill of lading form shall be used, the carrier’s full name and any other stipulation shall be typed on the original bill of lading.
As per shipper, cargo will be fumigated on board ship after completion of loading and no time loss and extra expenses will be caused to the ship. Please confirm your acceptance.
D) Bunkering and Others
Please let us know if you need to supply bunker, fresh water, change crew for the vessel or if master needs cash advance.
E) Pro-forma Port Disbursement
The pro-forma port disbursement for m.v. Golden Star is as follows: （参照公司规定的标准索汇格式）
F) Communication
Please note our full styles are as follows:
China xx Ocean Shipping Agency
Add:xx
PIC:Mr. XXX.
TEL: xxxxxx ( during office hours 0800-1130, 1300-1700 from Monday to Friday )
AOH: xxxxxxx ( 24 hours duty man )
MB: xxxxxxxx (at any time)
FAX:xxxxxxxx
Email:xxxx@xxxxxx.com.cn
VHF: Cannel 25.
If you have any other enquiry, please contact with us without hesitation.
Best Regards/Mr. XXX
2．船舶在港期间动态、作业日报
船舶抵港后，应及时向委托方发送抵港报告，报告内容应包括船舶抵达港口和下锚（靠泊）时间，抵港时吃水和存油、存水数量，预计靠泊时间和泊位名称，预计装卸作业开始时间，预计装卸作业完毕时间，预计开航日期和时间等，暂时无法确定的要说明情况。此后，应该每天向委托方发送至少一次船舶在港动态日报，内容应包括当日剩余货量，天气情况，装卸作业过程中发生的任何动态、问题和情况（如停工时间及原因，船损、货损、船员出现的问题、船方借支和邮件送船时间，船用备件转交时间，加油加水时间和数量等），船舶开装、开卸时间和当日作业工班数量，移泊时间和新泊位名称（如有），预计作业完毕时间和船舶开航日期时间以及其他委托方关心的问题或信息等，临时发生的情况和船舶动态发生变化应随时报。（F2）ACTION AGAINST SARS
3．船舶开航报告和其他报告
船舶开航后应及时向委托方发送开航报（集装箱船另发TDR = TERMINAL DEPARTURE REPORT），开航报至少应包括：船舶装卸作业完毕时间，实际装货或卸货数量，开航时间，开航时船舶存油、存水数量和前后吃水数，预计抵达下一挂港时间，船舶在港期间发生的各种问题和解决情况，代理工作的简要总结和对委托代理再次表示感谢等。举例如下：
_____________________________________________________________________
船舶航次代理开航报告参考样本
TO XX Company
Cc: XX Company
From: Operation Department/Penavico xx
Date: XX/XX/2003
Re: Departure Report of M.V. “Golden Star”
Thanks a lot for your kind agency appointment. We believe this Departure Report will give you some brief information about your good vessel.
A) Vessel’s Movement
Please kindly be informed that M.V. Golden Star completed loading at 1430 hours and sailed at 1600 hours on 20th June for Inchon, Korea. Master gave ETA Inchon at 2000 hours on 21st. Cargo quantity actually loaded is 52,150 metric tons and Master had signed “Full Loaded Certificate” to the shipper/charter.
At the time of sailing, there were remaining on board fuel oil 250 metric tons, diesel oil 45 metric tons and fresh water 120 metric tons. Vessel’s sailing drafts are F12.2 and A12.6 meters.
Fumigation was carried out on board by means of placing medicine in cargo holds after completion of loading, so there was no time lost.
B) Documentation
Chief Mate had put following remarks on the Mate’s Receipt: “shipper’s weight”, “a small amount of broken maize and mixture was found, ship is not responsible”. Shipper urged us to issue clean bill of lading (copy of which have been faxed to you on 18th) as soon as possible with a simple LOI issued by they themselves. Please kindly confirm your agreement before tomorrow noon so that we can release it to the shipper before closing of the local bank (at 1500 hours Friday).
Attached herewith please find the copy of cargo manifest and the lay time of statement of fact. The originals and other cargo documents will be dispatched to you next Monday by DHL. We have also placed on board one set export cargo manifest and two sets of copy bill of lading.
C) Special Recommends
As per time sheet, your vessel stayed in this port for 5 days 6 hours and 15 minutes within which there were 8 hours stoppage by raining (intermediate shower). The average loading rate is about 11,000 metric tons per 24 hours. We are really lucky that we had changed loading berth from Beiliang terminal to Dayaowan terminal because of that we saved 2days for berth waiting and another vessel on that berth experienced more than one day delay by the breakdown of the loading machinery.
Please also be kindly noted that through our effort and by your agreement, we have saved one tug each for berthing/un-berthing operation by special arrangement and agreement with the pilots.
D) Other Service
The ship’s spare parts sent by air from Hongkong have been received and delivered on board this morning before vessel’s departure.
E) Market Information
For your reference, as per shipper, the maize price is going up and the traders are rushing to catch tonnages for their next shipments. Probably there will be temporary port congestion for export maize loading vessels in the end of this month.
Thank you once again for your kind agency appointment and hoping to have your good suggestion and comment to improve our service.
Best Regards/Mr. XXX
Attachment:
A. Notice of Readiness
B. Lay Time Statement of Facts
C. Cargo Holds Survey Report
D. Draft Survey Report
E. Mate’s Receipt with Remarks
对长期委托方，最好还能提供月度/年度报告，或者提供特别报告，以显示专业水平，增加服务内容和服务深度。特别是接到委托方投诉后，必须开展调查并给予书面答复。
4．有关单证、文件的传送或寄送
船开后应根据委托方的要求及时传送或寄送相关单证和文件（集装箱船一般都由单证部门负责寄送，散杂货船有的代理公司也由单证部门来寄送）。传送可以用传真，也可以在电子扫描后用E MAIL方式传送。如需要寄送，重要文件应该用可以查询的方式（如快递）寄送，寄出后应该通知委托方寄出单证文件的名称、寄出日期、寄送方式和查询号码。所寄出的重要单证文件无留底的应复印一份存档，以防万一。
5．办理船舶进出口岸手续需要的报表文件
在计划调度办理好船舶进口申报的基础上，外勤还必须及时为自己所包船舶办理船舶具体的进出口岸补充申报、签证和查验等相关手续。对进口船，除卫生检疫由检疫官直接上船办理以外，要分别到港监、边检和海关办理进口查验手续。各查验部门进出口需要提供和查验的报表和文件如下：
*If there is no crew change in this port, no need to submit.
PSC=Port State Control 港口国管理（安全检查），（新的ISPS标准实施）
DOC=Document of Compliance 符合证书（对船舶）
SMC=Safety Management Certificate 安全管理证书（对船公司）
除以上报表文件以外，边检需要查验海员证和护照，也可能上船进行查验或出口进行大检（查验有无偷渡者），港监需要查验相关船舶证书和进行港口国安全检查，卫检需要查验船员健康状况或检测船员体温（预防SARS），各地情况不同，需按照当地查验部门要求来办理。载有旅客的船要另外提供进出口旅客名单和旅客携带的需要申报的个人物品清单。（古巴泰国没收满报船员个人物品事件，法国地毯、行李事件）
在一些查验部门已经实行电子申报的港口，外勤还必须在将计划调度没有填报齐全的电子申报项目填报齐全后方可进行书面申报，查验部门往往要求电子申报数据必须与书面申报材料和文件完全一致。一旦出现差异，修改申报内容将十分复杂和困难，还常常招致罚款。对出口船舶，海关要求必须申报实装货物数量，而散装货的实际装船数量常常需要等候商检计算，如不能取得海关通融在出数前提前办理出口申报核准手续，出数后再办手续，要多耽误时间，还可能会错过高潮时间或码头出港限制时间，从而进一步耽误船期，需要外勤努力协调，防止出现这类情况。（木材、蚬子少报多装事件）
为委托方抓船期（及时安排泊位并节省船期）是计划调度员和外勤最为重要的工作，最能体现代理水平的高低。因此，单船计划调度员接到任务后，应及时联系船方、港方、货主和其他有关方，事前落实船舶抵港后的各项作业安排，落实船舶、出口货物的备妥情况和进口货物的接卸准备情况，充分利用自身的各种优势和关系，安排好泊位和船舶的装卸作业计划。在此基础上，及时做好船舶抵港前作业安排报告书（PRE-ARRIVAL ARRANGEMENT REPORT）并发送给委托方。报告书的内容应该尽量详实，努力争取达到委托方的满意，举例如下：
____________________________________________________________________
船舶航次代理计划书参考样本
T XX Shipping Company Limited
Cc: XX Company
From: Operation Department /Penavico XX
Date: XX/XX/2003
Re: PRE-ARRIVAL REPORT FOR M.V. “GOLDEN STAR” -----------------------------------------------------------------------------------------
We are pleased to receive your e-mail dated 14th, June and contents of which were well noted. Thanks a lot for your kind agency appointment.
To ensure the vessel’s calling smoothly, we have made following arrangements and would like to provide below information for your reference:
A) Weather Forecast
According to local weather forecast and our experience, local weather during 15th to 20th June will be clear and/or cloudy but expected to have one day raining or dense fog on 16th or 17th.
B) Cargo Readiness and Port/Berth Situation
We have contacted with local shipper who confirmed that cargo is ready at Beiliang Terminal basis vessel’s ETA Dalian on 15th June, 2003. We have booked the berth at Beiliang Terminal accordingly (ETB on 18th June).
Please also be kindly informed that according to the port regulation, vessel’s berthing/leaving operation to/from Beiliang Terminal can be arranged in the daytime only.
There are two berths in Beiliang Terminal with depth of –12.8 and –13.5 meters respectively. Please confirm if vessel’s laden sailing draft will not exceed 12.8 meters. Cargo is stored in silo and loading will be carried out by computer controlled conveyor belt and directly spread into cargo holds by shore loader at both berths. Loading will be continued 24 hours (including Saturday, Sunday and holidays but except raining day and break down of the machinery and computer system which occurred occasionally) at an average speed of 12,000 metric tons per 24 hours. The present port situation is quite congested for maize loading vessels. The lined up vessels for Beiliang Terminal are as follows: M.V. XXX and M.V. XXX now on berth with ETD 12th afternoon and 13th noon respectively. M.V. XXX is going to load 50,000 metric tons of maize which arrived on10th with ETB 12th and ETD 16th. M.V. XXX arrived 6th and shifted to anchorage on 9th to wait for berth after discharging part cargo of wheat in another berth. Her ETB have been fixed on/about 13th with ETD 18th. M.V. XXX is arriving on 14th to load 55,000 metric tons of maize and expected to get on berth on 15th with ETD 20th. There are another 3 vessels going to load maize at other terminals during 11th to 20th. Best ETB for m.v. “Golden Star” can be expected on 18th if all going well and weather permit.
C) Cargo and Shipper’s Information
Please kindly inform us the main terms and conditions of the Charter Party such as LAYCAN, the minimum/maximum cargo quantity to be loaded (who’s option), the term of the freight payment, which kind of bill of lading form shall be used, the carrier’s full name and any other stipulation shall be typed on the original bill of lading.
As per shipper, cargo will be fumigated on board ship after completion of loading and no time loss and extra expenses will be caused to the ship. Please confirm your acceptance.
D) Bunkering and Others
Please let us know if you need to supply bunker, fresh water, change crew for the vessel or if master needs cash advance.
E) Pro-forma Port Disbursement
The pro-forma port disbursement for m.v. Golden Star is as follows: （参照公司规定的标准索汇格式）
F) Communication
Please note our full styles are as follows:
China xx Ocean Shipping Agency
Add:xx
PIC:Mr. XXX.
TEL: xxxxxx ( during office hours 0800-1130, 1300-1700 from Monday to Friday )
AOH: xxxxxxx ( 24 hours duty man )
MB: xxxxxxxx (at any time)
FAX:xxxxxxxx
Email:xxxx@xxxxxx.com.cn
VHF: Cannel 25.
If you have any other enquiry, please contact with us without hesitation.
Best Regards/Mr. XXX
2．船舶在港期间动态、作业日报
船舶抵港后，应及时向委托方发送抵港报告，报告内容应包括船舶抵达港口和下锚（靠泊）时间，抵港时吃水和存油、存水数量，预计靠泊时间和泊位名称，预计装卸作业开始时间，预计装卸作业完毕时间，预计开航日期和时间等，暂时无法确定的要说明情况。此后，应该每天向委托方发送至少一次船舶在港动态日报，内容应包括当日剩余货量，天气情况，装卸作业过程中发生的任何动态、问题和情况（如停工时间及原因，船损、货损、船员出现的问题、船方借支和邮件送船时间，船用备件转交时间，加油加水时间和数量等），船舶开装、开卸时间和当日作业工班数量，移泊时间和新泊位名称（如有），预计作业完毕时间和船舶开航日期时间以及其他委托方关心的问题或信息等，临时发生的情况和船舶动态发生变化应随时报。（F2）ACTION AGAINST SARS
3．船舶开航报告和其他报告
船舶开航后应及时向委托方发送开航报（集装箱船另发TDR = TERMINAL DEPARTURE REPORT），开航报至少应包括：船舶装卸作业完毕时间，实际装货或卸货数量，开航时间，开航时船舶存油、存水数量和前后吃水数，预计抵达下一挂港时间，船舶在港期间发生的各种问题和解决情况，代理工作的简要总结和对委托代理再次表示感谢等。举例如下：
_____________________________________________________________________
船舶航次代理开航报告参考样本
TO XX Company
Cc: XX Company
From: Operation Department/Penavico xx
Date: XX/XX/2003
Re: Departure Report of M.V. “Golden Star”
Thanks a lot for your kind agency appointment. We believe this Departure Report will give you some brief information about your good vessel.
A) Vessel’s Movement
Please kindly be informed that M.V. Golden Star completed loading at 1430 hours and sailed at 1600 hours on 20th June for Inchon, Korea. Master gave ETA Inchon at 2000 hours on 21st. Cargo quantity actually loaded is 52,150 metric tons and Master had signed “Full Loaded Certificate” to the shipper/charter.
At the time of sailing, there were remaining on board fuel oil 250 metric tons, diesel oil 45 metric tons and fresh water 120 metric tons. Vessel’s sailing drafts are F12.2 and A12.6 meters.
Fumigation was carried out on board by means of placing medicine in cargo holds after completion of loading, so there was no time lost.
B) Documentation
Chief Mate had put following remarks on the Mate’s Receipt: “shipper’s weight”, “a small amount of broken maize and mixture was found, ship is not responsible”. Shipper urged us to issue clean bill of lading (copy of which have been faxed to you on 18th) as soon as possible with a simple LOI issued by they themselves. Please kindly confirm your agreement before tomorrow noon so that we can release it to the shipper before closing of the local bank (at 1500 hours Friday).
Attached herewith please find the copy of cargo manifest and the lay time of statement of fact. The originals and other cargo documents will be dispatched to you next Monday by DHL. We have also placed on board one set export cargo manifest and two sets of copy bill of lading.
C) Special Recommends
As per time sheet, your vessel stayed in this port for 5 days 6 hours and 15 minutes within which there were 8 hours stoppage by raining (intermediate shower). The average loading rate is about 11,000 metric tons per 24 hours. We are really lucky that we had changed loading berth from Beiliang terminal to Dayaowan terminal because of that we saved 2days for berth waiting and another vessel on that berth experienced more than one day delay by the breakdown of the loading machinery.
Please also be kindly noted that through our effort and by your agreement, we have saved one tug each for berthing/un-berthing operation by special arrangement and agreement with the pilots.
D) Other Service
The ship’s spare parts sent by air from Hongkong have been received and delivered on board this morning before vessel’s departure.
E) Market Information
For your reference, as per shipper, the maize price is going up and the traders are rushing to catch tonnages for their next shipments. Probably there will be temporary port congestion for export maize loading vessels in the end of this month.
Thank you once again for your kind agency appointment and hoping to have your good suggestion and comment to improve our service.
Best Regards/Mr. XXX
Attachment:
A. Notice of Readiness
B. Lay Time Statement of Facts
C. Cargo Holds Survey Report
D. Draft Survey Report
E. Mate’s Receipt with Remarks
对长期委托方，最好还能提供月度/年度报告，或者提供特别报告，以显示专业水平，增加服务内容和服务深度。特别是接到委托方投诉后，必须开展调查并给予书面答复。
4．有关单证、文件的传送或寄送
船开后应根据委托方的要求及时传送或寄送相关单证和文件（集装箱船一般都由单证部门负责寄送，散杂货船有的代理公司也由单证部门来寄送）。传送可以用传真，也可以在电子扫描后用E MAIL方式传送。如需要寄送，重要文件应该用可以查询的方式（如快递）寄送，寄出后应该通知委托方寄出单证文件的名称、寄出日期、寄送方式和查询号码。所寄出的重要单证文件无留底的应复印一份存档，以防万一。
5．办理船舶进出口岸手续需要的报表文件
在计划调度办理好船舶进口申报的基础上，外勤还必须及时为自己所包船舶办理船舶具体的进出口岸补充申报、签证和查验等相关手续。对进口船，除卫生检疫由检疫官直接上船办理以外，要分别到港监、边检和海关办理进口查验手续。各查验部门进出口需要提供和查验的报表和文件如下：
*If there is no crew change in this port, no need to submit.
PSC=Port State Control 港口国管理（安全检查），（新的ISPS标准实施）
DOC=Document of Compliance 符合证书（对船舶）
SMC=Safety Management Certificate 安全管理证书（对船公司）
除以上报表文件以外，边检需要查验海员证和护照，也可能上船进行查验或出口进行大检（查验有无偷渡者），港监需要查验相关船舶证书和进行港口国安全检查，卫检需要查验船员健康状况或检测船员体温（预防SARS），各地情况不同，需按照当地查验部门要求来办理。载有旅客的船要另外提供进出口旅客名单和旅客携带的需要申报的个人物品清单。（古巴泰国没收满报船员个人物品事件，法国地毯、行李事件）
在一些查验部门已经实行电子申报的港口，外勤还必须在将计划调度没有填报齐全的电子申报项目填报齐全后方可进行书面申报，查验部门往往要求电子申报数据必须与书面申报材料和文件完全一致。一旦出现差异，修改申报内容将十分复杂和困难，还常常招致罚款。对出口船舶，海关要求必须申报实装货物数量，而散装货的实际装船数量常常需要等候商检计算，如不能取得海关通融在出数前提前办理出口申报核准手续，出数后再办手续，要多耽误时间，还可能会错过高潮时间或码头出港限制时间，从而进一步耽误船期，需要外勤努力协调，防止出现这类情况。（木材、蚬子少报多装事件）
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