Which Documents Does a Supercargo Check? Mate's Receipt, Tally and Bill of Lading

A mate's receipt is an acknowledgement that cargo has been received on board, usually signed by the chief officer. It describes the cargo, states the number of packages or weight and records its apparent condition. In many trades the bill of lading is prepared on the basis of the mate's receipt.

That means any remark written on the mate's receipt can carry straight through to the bill of lading. Because a remark about apparent condition can have serious commercial consequences, the supercargo follows this document closely before it is signed.

Timing matters too. In some ports mate's receipts are issued parcel by parcel as loading progresses; in others they are prepared in one batch at completion. Batch preparation increases the risk that something noticed during the day is forgotten or recorded against the wrong parcel, and the supercargo's running notes become a reliable basis for checking them.

When receiving cargo, the vessel may note visible defects such as torn packaging, rust or signs of wetting. A bill of lading carrying such remarks is called claused or foul; one without them is a clean bill of lading. Under letters of credit, banks generally require clean bills.

A claused bill can delay the seller's payment or trigger a dispute with the buyer. On the other hand, failing to record a genuine defect leaves the ship exposed to later claims. Remarks that are accurate, proportionate and factual serve both sides better than vague or exaggerated wording.

Document checks happen while loading is in progress, not only at the end. The supercargo compares daily records with the principal's lists and raises discrepancies without delay.

In practice, the documents most often followed are these.

A difference between the tally count and the loading list, or a parcel recorded in the wrong hold, is far easier to resolve while the ship is still working. As soon as the supercargo identifies a discrepancy, the records are reviewed with the vessel, terminal and agent and the outcome is reported to the principal.

If there is disagreement over a remark, the supercargo documents the cargo condition with photographs and passes the evidence to the principal. Whether to accept, negotiate or replace cargo remains a decision for the principal and, where appropriate, its legal advisers.

In practice, shippers sometimes ask for a clean bill of lading against a letter of indemnity where the cargo would otherwise attract remarks. Because the resulting document may not reflect the true condition of the cargo, this carries significant legal and insurance risk.

If the request comes up, the supercargo's job is not to decide but to report the facts fully. The matter belongs with the owners' P&I club, the cargo insurers and the parties' legal advisers.

A letter of protest records in writing that one party objects to an event during the operation or to the conduct of another party. Damage to cargo, stowage contrary to instructions, unexplained waiting time or a disagreement over documents are common subjects.

A good letter states the date, time and concrete facts and avoids emotional or accusatory language. The receiving party often signs it "for receipt only", and such a signature does not mean the contents are accepted.

Whether the supercargo may issue or accept letters of protest should be defined in the letter of instruction. Without that authority, the supercargo documents the event and reports it, leaving the principal to decide whether a protest is lodged. How a letter will be weighed later depends on the contract and the facts of the case.

At completion, the supercargo makes a final comparison of the stowage plan, mate's receipts and draft bills. Consistent piece counts, weights, marks and hold positions for every parcel make delivery at the discharge port far smoother.

The result is reported to the principal together with photographs and operational notes. Karan Gözetim can take on this kind of document follow-up as part of its supercargo service from Gemlik, with the scope agreed at the quotation stage.