Agency

Represents the owner of the ship or the master of the vessel and is held responsible for handling
the vessel cargo and carrying out duties such as customs documentation , port documentation
and declarations. The agency also keeps the stakeholders informed about the activities of the
vessel and the destination port by updating them on a regular basis.
Through enquiries the Master or the vessel owner knows the various shipping agencies ready
to provide a range of services on different rates . The owner sends the mail to the chosen agency
giving an appointment , the mail consists of the details of the vessel and the email id of the
Master of the Vessel .
 If the agency is responsible for the import i.e. , unloading / discharging of the
vessel.
The Agency then requests Master for the pre-arrival documents which are :
i. Ship Declarations – the store list (form 4)
a. Ship Nationality
b. Period of Stay
c. Quantity of various Cargo
d. Port and Date Of Arrival
ii. The Arrival notice – This should be sent to the destination port , the immigration
office as well as to the Health Officer. Particulars to be mentioned :
a. General Vessel Details (IMO number ,Tonnage , Draft , Call Sign etc. )
b. Last Port of Call
c. Cargo Gear
d. Vessel Draft
e. Hold Dimensions & Capacity
f. Cargo Stowage Plan.
g. Remarks

Before the Vessel Arrival

The Agency must obtain an IGM (import general manifest ) number from the customs.
The Customs would require
i. Bill Of Lading
ii. And the Ship’s Declaration certifying that there is no dangerous cargo, arms, no
causalities have occurred and there are no unauthorized persons traveling by the vessel.

For Port and Customs entry it is Mandatory to Upload Vessel Details and Documents on the
Indian Port Community System ( PCS ). The documents required are :
i. Registry Certificate
ii. Safety Construction Certificate
iii. Safety Equipment Certificate
iv. Safety Radio Certificate
v. International Oil Pollution Certificate
vi. International Sewage Pollution Certificate
 vii. International Air Pollution Certificate
viii. Certificate Of Class
ix. Load Line Certificate
x. International Ship Security Certificate
xi. Safety Management Certificate
xii. Tonnage Certificate
xiii. Ship Sanitation Certificate
xiv. Protection and Indemnity Certificate
xv. Document Of Compliance
These documents must be uploaded along with filling of the Vessel profile and the Details
of the Voyage. Upon which a VCN (Vessel Call Number) number is obtained . This
number acts as a reference number.
Port Operating System (POS) is a software for the purpose of filling the remaining details
which were not in the PCS as well as the payment of the dues. These two softwares are linked
together .
Dues paid by the Agency to the port on the behalf of the Master are :
i. Port Dues
ii. Pilotage Dues
iii. Anchorage Dues
iv. Berth Charges
v. Lighthouse Dues (paid once every 30 days)

Upon fulfilling all the obligations of uploading and entering documents , details ICL IGM is a
software files a draft IGM . This software also asks the details pertaining to cargo in every
vessel line. This draft IGM is sent to consignee for further verification and corrections. The
Draft is saved as a IGM patch file on the desktop.

ICEGATE is the official customs website where the patch file is to uploaded after it gets
digitally signed by the authorized person. Approval of the file by the customs would generate
an IGM number. PCS and POS is automatically linked to ICEGATE and the IGM number gets
automatically linked in both the software.

A Delivery Order must be filed first online through EDO (electronic delivery order ) available
on PCS and then filed manually which then should get the approval from the vessel owner.
After which it should be sent to the receiver.

Role Of Customs House Agents (CHA) :

i. Upon the receipt of IGM number it would lead the CHA to file for the Bill Of Entry.
They also pay the customs duty.

ii. Import Application - The cargo related documents would not be processed until the
this document is filed. The agency must submit CHA the Delivery Order for the Import
 Application Document. CHA also has to pay for the Wharfage and the Pollution
charges.

To obtain Berthing Movement the following documents must be submitted to the port :

i. Bill Of Entry
ii. Duty Payment Bill Of Entry Copy
iii. Import Application
iv. P&I certificate
v. International Ship Security
vi. Coast Guard Registry
vii. Dock Safety Registry
viii. Last 10 ports of Call.
ix. Vessel Related Charges.

The request for Berthing must again be done in the POS and PCS software. After the
approval the Berth Registration Details are received which are to be submitted to the port.

Upon the Vessel Arrival

The towing of the ship to the Berth will only occur upon the signature of the Master on the
following documents which are presented by the agent in the presence of a customs agent.

i. Ship Registry
ii. International Tonnage Certificate
iii. Form 1 ( obtained from the Master ) To be Uploaded on POS
iv. Form 3
v. Crew List
vi. Entry Certificate
vii. All the IGM documents
viii. The Declarations - (To be submitted to the Customs )
a. Crew List (Form 5)
b. Crew Effects List
c. Crew Currency
d. Ship Currency
e. Ship Bond Store List
ix. Immigration clauses
x. Port Health Officer Clauses

 Upon the regularization of the certificates the Port and Customs entry is said to be done.

Port and Customs Clearance

Port Clearance- Requirements (submitted to the traffic department )

i. Voyage license
 ii. Form 1 - Vessel name ,type ,Nationality , Call Sign, Draft ,Speed etc.
iii. Form 3 – Cargo Declaration Form
iv. Crew List
v. Declarations
vi. General Certificate
vii. Master Certificate
viii. NOC issued by BOT operations

Customs Clearance
i. EO document – it is a rotation number . To obtain it the filing process
is similar to the IGM number procurement.
ii. Registry Certificate
iii. Safety Construction Certificate
iv. Safety Equipment Certificate
v. Safety Radio Certificate
vi. International Oil Pollution Certificate
vii. International Sewage Pollution Certificate
viii. International Air Pollution Certificate
ix. Certificate Of Class
x. Load Line Certificate
xi. International Ship Security Certificate
xii. Safety Management Certificate
xiii. Tonnage Certificate
xiv. Ship Sanitation Certificate
xv. Protection and Indemnity Certificate
xvi. Document Of Compliance
xvii. Light Dues Copy

A binding document called the Statement of Facts is issued to protect the owner , the agent
and the cargo receiver . This legal Document is sent to the Master and the CHA .
Some details pertaining to the document are :
a. The vessel timings
b. Flag
c. Quantity to be Discharged
d. Fwd & Aft Draft
e. Delays due to Rain , Ship, Shore.
f. Anchorage
g. Cranes and Hatches etc.
h. Remarks of the Master / Agent.
i. Holidays (Charter Party Holidays issued by Chamber of Commerce)
j. Labour Holidays.
The document is then sent to the consignee /the receiver of the cargo for his remarks after
which it is approved by the vessel owner.
Other Documents to be signed by the Master are :
i. Notice Of Readiness
 ii. Joint Draft Survey
iii. Stevedore no damage certificate
iv. Discharge Completion certificate

After the Vessel sails within 7 days it is mandatory for the agency to close IGM as well as close
Port clearance
To close IGM : A Joint Draught Survey report is to be submitted to the customs.
To close Port Clearance (EGM) , documents required :
i. Immigration clearance
ii. PHO clearance
iii. Port clearance
iv. EGM form.
The Master is later presented with a feedback form to rate the quality of services provided by
the agency.