During tally, damaged cargo is recorded by separating the unit from the sound count, describing the type, location and extent of damage in objective terms, noting it against the relevant sling and marks, and photographing it. At the load port these notes support remarks on the mate's receipt; at the discharge port they feed into the damaged cargo report.
Why record damage at the moment of tally?
The first question in any cargo damage case is when and where the damage happened. Was it there before loading, did it occur during handling, or did it happen at sea? The answer plays a key role in deciding which party is liable.
The tally clerk is the person who sees each unit at the ship's side. Damage notes made during the count are therefore the most direct record of the cargo's condition at the moment it was received or delivered. Notes written later from memory do not carry the same weight.
What should be noted as damage?
The clerk does not need to judge the cause or severity of damage; it is enough to record anything that departs from a normal, sound appearance.
- Torn, holed or re-sewn bags
- Crushed, torn or re-taped cartons
- Broken or missing pallets, collapsed stacks
- Wet, stained or moisture-marked packaging
- Rust, dents, scratches or edge damage on steel products
- Leaking drums or containers
- Illegible, missing or mismatched marks
- Spilled cargo and sweepings collected from the quay
How should a damage note be written?
A good damage note is short, clear and verifiable. It should state the number of damaged units, their marks or lot number, the type and location of damage, the sling in which it was seen and the time, plus a photo reference where possible.
Avoid speculating about the cause. Rather than writing hit by forklift, write corner of pallet crushed and packaging torn. Keeping observation separate from interpretation makes the record far more credible to all parties.
Was the damage pre-existing or caused during handling?
At the load port, the clerk should try to distinguish damage already present on the quay or when the cargo left the warehouse from damage caused during handling. A bale already wet on the quay and one damaged by falling from a sling are recorded differently.
Damage caused during handling is normally reported to the stevedores and the ship's officer, and in many ports a separate stevedore damage report is drawn up. The note of the clerk who saw it happen is the most important evidence supporting that report.
What are the damaged cargo report and mate's receipt remarks?
At the load port, the chief officer issues a mate's receipt for cargo taken on board. If damage or shortage is seen, remarks are entered on it and are usually carried over to the bill of lading. A bill without remarks is a clean bill; one with remarks is a claused or foul bill. The clerk's damage notes are the basis for those remarks.
At the discharge port, damage found during tally is compiled into a damaged cargo report or exceptions list. This report is a key document for the reservations the receiver enters on the delivery receipt and for any insurance claim.
How should damage be photographed?
Photographs are the strongest support for a damage note, but only if taken methodically. A poor photo loses most of its value when no one can tell which unit it shows.
- Take a general view of the unit and its surroundings first, then a close-up of the damage
- Make sure the unit's marks or lot number are legible in the frame
- Use an object for scale where it helps to show the extent of damage
- Do not alter date and time data or edit the images
- Link each photo number to the relevant sling and damage note
How are damaged units included in the total count?
Damaged units are not deducted from the total; they are shown within it, split into sound and damaged. When the total for a parcel is entered, the number of damaged units is stated alongside. This keeps quantity reconciliation and damage recording from getting mixed up.
With bagged cargo, contents spilled from torn bags may be collected and re-bagged. In that case the re-bagged units and the quantity of sweepings should be recorded separately. Karan Gözetim provides tally services from Gemlik; the scope of damage recording is agreed at the quotation stage.
Frequently asked questions
Can a damaged unit be held back from loading?
That decision belongs to the shipper and depends on what the parties agree. The clerk records and reports the damaged unit; whether it is set aside, replaced or loaded with remarks is decided by the parties concerned.
Are photographs enough to document damage?
Photographs are strong support but not sufficient on their own. They should be backed by a written note linking each photo to the unit, the sling and the time it was taken.
Is rust on steel always recorded as damage?
Light atmospheric rust is common on steel products and is usually described separately from wet rust. The clerk records what is seen objectively; assessing the nature of the rust is normally a matter for a surveyor.
Topics
- damaged cargo report
- recording cargo damage
- mate's receipt remarks
- tally damage notes
- cargo damage at discharge
- claused bill of lading