Port agency
and ship supply in Vladivostok
Port agency in Vladivostok means representing the shipowner or charterer in port: arrival and departure clearance, ordering port services, the disbursement account, crew changes and vessel supplies. The ship's agent makes sure the port stay goes without extra days or extra costs.
We work in the ports of Vladivostok, Vostochny and Nakhodka. Vessel agency is combined with ship supply (chandling): provisions, water, stores and spares are delivered on board within the port stay, with customs clearance of ship's stores.
Specification
Specification · Port agency. Standard terms · services and PDA are confirmed per port call
Service
- Role
- owner's or charterer's agent
- Ports
- Vladivostok, Vostochny, Nakhodka
- Options
- chandling, crew change, spares on board
Terms
- Timing
- PDA within 1–2 days of request
- Documents
- PDA, FDA, SOF included
- Currency
- USD / RUB
Logistics
- Before the call
- appointment, PDA, advance, notices
- Port stay
- formalities, supplies, crew
- After
- departure, FDA, advance reconciliation
Price
- Base
- agency fee per port call
- Extras
- port dues and services — at cost in the FDA
Service flow
- 01
Appointment
We receive the appointment from the owner or charterer, vessel particulars, ETA and call objectives: cargo, crew change, supplies, repairs.
5–7 days before arrival - 02
PDA and advance
We prepare the proforma disbursement account (PDA): port dues, pilotage, tugs, berth, agency fee, supplies. The owner remits the advance before the call.
1–2 days - 03
Arrival
We send pre-arrival notices, book pilot, tugs and mooring and complete arrival formalities with the harbour master, border guards, customs and health control.
before and on arrival - 04
Port stay
During the stay we coordinate cargo operations, crew change, supplies, medical assistance, cash to master and delivery of spares on board.
throughout the stay - 05
Departure and FDA
We clear the vessel out, collect supporting vouchers and issue the final disbursement account (FDA) reconciled against the advance.
FDA within a few weeks
Problems
The final account differs sharply from the proforma and there are no vouchers — the owner disputes the costs.
We build the PDA on port and service tariffs and attach a supporting voucher to every FDA item.
Supplies arrive as cargo work ends — the vessel waits for delivery and loses time.
We get the order in advance, agree delivery with the chief engineer and master and deliver in the first days of the stay.
A crew change fails: border crossing documents are not ready, flights do not match the port stay.
We check seafarers' documents and border requirements in advance and align flights, transfer and hotel with the port stay.
Documents
Documents for port call agency. Who appoints the agent and pays port costs is set by the charter party; the delivery term affects who charters the vessel.
Incoterms
- FOB
- the buyer nominates the vessel — and often the load-port agent
- CFR / CIF
- the seller charters — agent of its choice, costs per charter
- Owner's / charterer's agent
- owner's agent vs charterer's protecting agent — different roles
Documents
- Agency appointment
- owner's or charterer's appointment letter stating the scope
- Ship's documents
- ship's certificates, crew list, general declaration data
- PDA
- proforma disbursement — basis for the advance before the call
- Supply order
- list of provisions, stores and spares from the master or chief engineer
- FDA
- final account with supporting vouchers for every item
FAQ
The ship's agent clears the vessel in and out, deals with the harbour master, border guards, customs and health control, books pilot, tugs and mooring and keeps the disbursement account. The agent also arranges crew changes, medical assistance and supplies, representing the owner's interests in port.
Before the call the agent prepares the proforma (PDA): port dues, pilotage, tugs, berth services and agency fee, and the owner remits an advance against it. After sailing a final account (FDA) is issued for services actually rendered, with supporting vouchers. The difference from the advance is refunded or topped up.
Ship chandling is supplying the vessel with everything it needs: provisions and fresh water, fuel and lubricants, spares and consumables, deck and engine stores. Delivery is agreed with the chief engineer and master and made on board within the port stay; for a foreign vessel it is cleared as ship's stores under customs control.
A ship's agent works for the vessel — representing the owner or charterer before the port and authorities. A freight forwarder works for the cargo — arranging its carriage, clearance and delivery on the cargo owner's instructions. ATF performs both roles, so it can link vessel and cargo interests in the same port.
Yes. The agent checks seafarers' documents and border requirements in advance and arranges airport transfer, hotel and sign-on/sign-off formalities. The key is aligning flights with the port stay, so crew details are needed several days before arrival.