A tally sheet is kept by filling in the vessel, port, hatch, shift and cargo details in the header, then recording the number of units in every sling as it happens, legibly and in sequence. Damaged units go in a separate column, totals are taken at the end of each shift and the sheet is signed. Errors are crossed through and initialled, never erased.
What is a tally sheet and what goes in the header?
A tally sheet is the form on which the count during loading or discharge is recorded. Layouts differ with cargo type and from company to company, but a good tally sheet shows at a glance who counted, where, when and for which cargo.
The header normally contains the details below. Completing them fully means that, months later, anyone reviewing a claim can tell exactly which operation the sheet belongs to.
- Vessel name, voyage number and port
- Type of operation: loading or discharge
- Hatch or handling point
- Date, shift and shift hours
- Cargo description, marks and bill of lading or lot number
- Name of the tally clerk and, if any, the opposite clerk
What should be prepared before tallying starts?
Before starting, the clerk should study the loading list or manifest to know which parcels will be worked during the shift. Knowing in advance what the units look like, which marks they carry and how many usually make up a sling makes the count faster and more accurate.
It also helps to agree the standard sling make-up with the stevedore foreman. If each sling is meant to carry a set number of bags or pallets, irregular slings stand out. The interval for comparing running totals with the opposite clerk should be agreed at the outset as well.
How is each sling recorded?
In conventional operations the usual method is to record each sling on its own line or box: the sling number, the number of units, any mark or parcel reference and, if needed, the time. This makes every individual lift traceable as well as the total.
Some clerks use five-bar tally marks for speed, but in every case the entry must be made as the sling passes. Relying on memory and writing several slings in afterwards is one of the most common sources of error. Irregular slings, with more or fewer units than standard, should be clearly flagged.
How are damaged and doubtful units entered?
Damaged units are included in the total count but shown in a separate column or with a separate note, so that both the total and the damaged quantity can be read from the same sheet.
Damage notes should be brief but descriptive: torn bag, crushed carton, broken pallet, wet bale, illegible marks. Note which sling the unit was in and, where possible, the photo reference. Recording what is seen, rather than speculating about the cause, makes the record more reliable.
How are shift totals and signatures handled?
At the end of each shift the clerk totals the units handled by hatch and by parcel. This running total is compared with the opposite clerk, if there is one. Differences are rechecked on the spot and any that cannot be closed are noted.
The sheet showing the shift total is signed by the clerks or the parties' representatives. When handing over to the next shift, open points and the exact position of the count are passed on in writing, which prevents gaps or double counting.
How do you correct a mistake on a tally sheet?
A tally sheet is evidence, so it should never be erased, scribbled over or corrected with correction fluid. A wrong entry is struck through with a single line so that it remains legible, the correct figure is written beside it and the person making the correction initials it.
Sheets should be filled in with indelible ink rather than pencil, pages numbered and no page torn out. These simple rules are the easiest way to show that the record has not been altered afterwards.
Can digital tally records replace paper?
Digital tallying on tablets, handheld terminals and barcode scanners is increasingly common. It offers instant totals, photos linked directly to entries and faster reporting. The underlying logic does not change, though: every unit must be recorded as it passes, with a clear record of who entered it.
Backups and an audit trail of changes are essential, and keeping paper sheets on hand in case a device fails is common practice. Karan Gözetim provides tally services from Gemlik; the record format and scope are agreed at the quotation stage.
Frequently asked questions
Who signs the tally sheet?
The clerk who kept it signs it. Where a joint tally was held, the opposite clerk or representative signs too. On some operations a ship's officer or terminal representative also countersigns; the arrangement should be agreed in advance.
How long should tally sheets be kept?
Retention depends on the contracts and on how long potential claims may take to resolve. As a general rule, original sheets and photographs should be archived until all claims relating to the shipment have been settled.
Are tally sheets used for containers too?
Yes. For containers the record includes the container number, seal number and, where required, external damage, in addition to the unit count. The layout therefore often differs from a general cargo sheet.
Topics
- how to keep a tally sheet
- tally sheet
- cargo tally sheet format
- tally sheet shipping
- tally clerk records
- cargo counting form