A pre-loading survey is an independent inspection that records and photographs the condition of cargo before it is loaded on board. It helps ensure that damage and defects existing before shipment are not later treated as damage sustained in transit.
What is Pre-Loading Survey?
A pre-loading survey is carried out while cargo is waiting on the quay, in the stacking area or in a warehouse, before it goes on board. The surveyor inspects packing, marks, visible damage and defects such as rust, wetting or deformation, and records them.
The survey is most common for steel products. For hot- and cold-rolled coils, plates, rebar, sections and pipes, surface rust, edge damage, torn wrapping and the condition of steel bands are assessed item by item. For project cargo and machinery, protective coatings, exposed components and lifting points are observed.
Findings are recorded per item, usually matched to coil or bundle numbers. The inspection may cover the entire consignment or an agreed sampling rate; the method is settled at the quotation stage.
These records give the parties a documented starting point for any remarks to be entered on the bill of lading (B/L clausing) and for assessing damage claims that may arise later.
Why does it matter?
A carrier is deemed to have received cargo in the apparent condition stated on the bill of lading. If pre-shipment rust or mechanical damage is not recorded, defects found at the discharge port may be attributed to the carrier. This is why pre-loading surveys are frequently requested by owners and P&I clubs.
Pre-shipment findings give the master and the parties concrete grounds for deciding whether a clean bill of lading can be issued and which remarks should be claused. Remarks entered without documentation or in vague terms can lead to disputes with shippers and letter of credit problems.
Observing storage conditions helps establish whether cargo was exposed to rain or standing water before loading, which can be decisive in later wet damage claims.
Who is it for?
- Owners and charterers carrying steel products, project cargo and general cargo
- Masters and agents needing independent findings for bill of lading remarks
- Exporters who want the pre-shipment condition of their cargo documented
- P&I clubs and cargo insurers assessing damage exposure
- Buyers requesting an independent record of cargo condition before shipment
Scope of service
- Check of packing and general appearance
- Identification of rust (atmospheric rust, white rust, etc.) and signs of wetting
- Identification of mechanical defects such as dents, bends, edge damage and telescoping
- Check of steel bands, labels and protective wrapping
- Comparison of marks and piece count with the cargo list
- Observation of storage conditions in the stacking area (ground, covering, exposure to rain)
- Photographic, item-by-item recording of findings
- Preparation of suggested B/L remarks (on request)
The exact scope is agreed at the quotation stage according to the nature of the operation.
Key checkpoints
- 01Rust and oxidation
- The surveyor distinguishes superficial from widespread rust and rust under wrapping from rust on exposed surfaces; where possible, observations are noted to help differentiate fresh water from salt water wetting.
- 02Mechanical damage
- Defects such as crushed coil edges, bent plates and sections or damaged pipe ends are recorded with their location and approximate extent.
- 03Packing integrity
- Tears in protective paper, film or metal wrapping and broken or loose bands are identified, noting whether packing damage has reached the product itself.
- 04Identification
- Each coil, bundle or piece number is matched against the cargo list; items not on the list or with illegible numbers are reported separately.
- 05Storage conditions
- The surveyor notes whether cargo sits directly on the ground, whether it is covered and whether there is standing water in the stacking area.
How does the process work?
- 01
Information gathering
The cargo list, stacking area, loading plan and client expectations are obtained, and the inspection method and sampling rate are agreed.
- 02
Field inspection
Cargo items are inspected individually or by sampling, and visible defects are recorded.
- 03
Documentation
Findings are matched with photographs and classified by item and defect type.
- 04
Sharing findings
Significant findings are passed to the client and, where appropriate, to the master before loading begins.
- 05
Report
Findings are compiled into a report for the parties and used for B/L remarks where required.
Information we need from you
- Cargo list / packing list
- Location of the stacking area or warehouse
- Vessel name and planned loading date
- Whether the entire consignment or a sample is to be inspected
- Report recipients
Reporting
- Pre-loading condition survey report
- Item-by-item photographic appendix
- List of defects and nonconformities
- Suggested B/L remarks (on request)
Report content and format are agreed according to your request.
Key terms
- Clean B/L
- A bill of lading stating that cargo was shipped in apparent good order and condition, without adverse remarks.
- B/L clausing
- Entering remarks on the bill of lading or mate's receipt describing visible defects found at the time of loading.
- Atmospheric rust
- A thin, superficial layer of rust formed on steel surfaces by contact with humid air; it is assessed separately from heavy rust caused by wetting.
- Mate's receipt
- A receipt confirming that cargo has been received on board, on which defects observed during loading are noted; it forms the basis of the bill of lading.
Frequently asked questions
When should a pre-loading survey be carried out?
Before the cargo is loaded, ideally shortly before loading begins, so that the actual pre-shipment condition is recorded.
For which cargoes is a pre-loading survey commonly requested?
It is frequently requested for steel products, where surface defects can be confused with transit damage, and for project cargo.
Is a pre-loading survey the same as loading supervision?
No. A pre-loading survey records cargo condition before loading, while loading supervision records how the cargo is transferred to the vessel. The two services can be combined.
Is every item inspected?
Depending on quantity, cargo type and the parties' requirements, either the whole consignment or an agreed sample is inspected. The method applied is stated in the report.
Who decides on bill of lading remarks?
The authority to clause the bill of lading rests with the master. The pre-loading survey report supports the master and the parties in making that decision on a documented basis.