A tally clerk counts every cargo unit loaded onto or discharged from a ship, checks its marks, notes any damaged units and records all of this on tally sheets. These records are one of the main documents the parties rely on to establish the quantity and condition of cargo handed over at the ship's side.
Who is a tally clerk and whom do they represent?
A tally clerk carries out the count in operations involving unitised and break-bulk cargo. The clerk may be appointed on behalf of the ship, the shipper, the receiver, the terminal or the agent, and it is common for several parties to have their own tally clerks on the same operation.
Whoever appoints them, a tally clerk's value lies in impartial and accurate recording. The clerk does not accept or reject cargo; they count what they see and write it down. Those records later support the bill of lading, delivery receipts and any claims.
What are a tally clerk's duties during an operation?
The job varies with the cargo and the operation, but the core duties are much the same.
- Counting the units in each sling or each movement
- Checking marks, lot numbers and bill of lading references against the list
- Recording which hold, compartment or quay area the cargo goes to
- Noting damaged, wet, torn or unmarked units separately
- Totalling at the end of each shift and comparing with the other side
- Reporting discrepancies to the right people while the operation is running
- Preparing the tally summary at completion
Where is a tally clerk positioned?
The clerk stands where the cargo passes and can be seen unit by unit. In conventional loading this is usually the point on the quay where the crane picks up the sling, or the hatch. On ro-ro operations it is the head of the ramp, and when cargo moves from a warehouse, the warehouse door.
The count kept by the ship is the ship's tally and the one kept ashore is the shore tally. When both sides count at the same point and compare at regular intervals, discrepancies are caught early. While counting, the clerk must stay in a safe position, clear of the crane's working area and vehicle traffic.
Which documents does a tally clerk work with?
A count only makes sense if the clerk knows what is supposed to be counted. These documents are obtained before tallying starts.
- Loading list, or the cargo manifest for discharge
- Description of the cargo units and their marks
- Stowage plan or hold distribution
- Tally sheets
- A separate form for damaged cargo notes
- Shift summary and final tally summary forms
What skills make a good tally clerk?
Tallying may look like simple counting, but it requires sustained concentration through hours of repetitive work. One missed sling can become an unexplained discrepancy at the end of the day, so attention and discipline come first.
A good clerk also knows cargo types and packaging, reads marks quickly, describes damage in objective terms and communicates clearly with stevedores, ship's officers and terminal staff. Because the work takes place on an operational quay, wearing the right PPE and behaving safely around cranes and forklifts is part of the job.
What does a typical tally shift look like?
A shift begins with collecting the documents and the previous shift's handover notes. The clerk finds out which hatch will be worked, which parcels are planned and exactly where the count stands, and agrees the sling make-up with the stevedore foreman if needed.
Once work starts, the clerk takes up position at the counting point and records each sling as it passes. During breaks and stoppages such as crane breakdowns, the position of the count is noted. At the end of the shift, running totals are drawn up, compared with the opposite clerk where there is one, and open points are handed over in writing. This routine keeps the records continuous and traceable even on long operations.
Which cargoes need a tally clerk?
Tally services make sense for cargo that can be counted unit by unit: bagged cargo, palletised goods, bales, cartons, steel and paper coils, steel sections, pipes, vehicles, machinery and containers. On general cargo ships carrying parcels for several receivers, separating the parcels correctly is an important part of the clerk's work.
With dry bulk cargo, unit counting is not possible and the quantity is normally established by other methods. Karan Gözetim provides tally services from its base in Gemlik; shift arrangements and scope are agreed at the quotation stage.
Frequently asked questions
Is a tally clerk the same as a cargo surveyor?
Not always. A tally clerk focuses on the count and on damage seen during the count. A surveyor looks at a wider scope, including cargo condition, handling, stowage and documents. On some operations the two roles are combined.
Can a tally clerk reject damaged cargo?
No. A tally clerk has no authority to accept or reject cargo. Their task is to record the damage and condition accurately and report it. Whether the cargo is accepted is a decision for the parties concerned.
What is a checker?
In many ports, checker is used for the person who checks cargo in and out at the terminal or warehouse, often against delivery documents. The work overlaps with tallying, and in some ports the two terms are used almost interchangeably.
Topics
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