Vessel arrival and departure clearance
Vladivostok, Vostochny, Nakhodka
Vessel arrival and departure clearance means notices to the harbour master, the full set of ship's documents for border, customs and sanitary-quarantine control, and departure clearance. At the same time the events that drive money are recorded: when the Notice of Readiness (NOR) was tendered, when cargo work started and finished, and any stoppages.
We handle these documents in the ports of Vladivostok, Vostochny and Nakhodka and hand the owner or charterer a pack that lets laytime be calculated without disputes. The general act on discharge results and mate's receipts on loading are issued as the basis for claims and for issuing B/Ls.
Specification
Specification · Vessel arrival and departure. Standard terms · documents and deadlines are confirmed per port call
Service
- Vessels
- dry bulk, container and general cargo vessels
- Ports
- Vladivostok, Vostochny, Nakhodka
- Options
- time sheet, laytime calculation, general act
Terms
- Timing
- data 3–5 days before arrival
- Documents
- preparation and filing included
- Currency
- USD / RUB
Logistics
- Before arrival
- notices, ISPS, ship's documents
- Port stay
- NOR, SOF, mate's receipts
- Departure
- formalities, clearance
Price
- Base
- fixed fee per port call
- Extras
- port dues and services — via disbursement account
Service flow
- 01
Data collection
We collect call details, ETA, ship's documents and cargo data from the vessel or owner, and check the set and filing deadlines against the port's compulsory regulations.
3–5 days before arrival - 02
Notifications
We send the pre-arrival notice to the harbour master and the ISPS pre-arrival information, update the ETA and agree berthing with the terminal.
per port deadlines, usually 24–72 h ahead - 03
Arrival
We complete arrival formalities at the checkpoint: border, customs and sanitary-quarantine control. We record NOR tender and open the SOF.
a few hours - 04
Port stay
We keep the SOF for every event: mooring, start and finish of cargo work, weather and technical stoppages. On loading we issue mate's receipts with remarks on cargo condition.
throughout the stay - 05
Departure
We prepare departure documents, complete outbound formalities and obtain the harbour master's clearance. We send the owner the signed SOF, time sheet and full port call pack.
on sailing day
Problems
NOR was tendered before the vessel was actually ready or not per the charter terms — the charterer disputes it and laytime starts later.
We check NOR conditions against the charter before arrival, record tender and acceptance times and get the receiver's acknowledgement.
Weather or terminal-caused stoppages are missing from the SOF — there is nothing to prove them when demurrage is calculated.
We log every event of the stay with exact time and reason and agree the SOF with the master and terminal before sailing.
Arrival documents were filed with errors or late — the vessel waits at anchor for clearance.
We check the crew list, manifests and declarations before filing and send notices within the port's compulsory deadlines.
Documents
The core set of vessel documents for arrival and departure. The content and deadlines are set by the port's compulsory regulations and the control agencies — we check them for every call.
Incoterms
- FOB
- the buyer charters the vessel — NOR and laytime at the load port matter to them
- CFR / CIF
- freight on the seller; discharge and laytime at destination per contract
- FAS
- delivery alongside — loading and receipts are on the buyer
Documents
- General declaration
- the vessel's main arrival and departure document (FAL form)
- Crew list
- crew list with passport details — for border control
- Cargo declaration / manifest
- covering all B/Ls; a separate DG manifest for dangerous goods
- Ship's stores
- ship's stores declaration and crew effects declaration
- ISPS / health
- ISPS pre-arrival security information, maritime declaration of health
- NOR, SOF, mate's receipts
- documents for laytime and issuing B/Ls
FAQ
A Notice of Readiness is the master's written statement that the vessel has arrived and is ready for cargo operations. Laytime starts counting from its valid tender, according to the charter terms. That is why the NOR time directly affects demurrage or despatch.
The core set is the general declaration, crew list, cargo declaration and manifests, ship's stores declaration, crew effects declaration, maritime declaration of health and ship's certificates. The pre-arrival notice and ISPS pre-arrival information are sent in advance. The exact list and deadlines are set by the port's compulsory regulations.
A mate's receipt confirms that cargo has been received on board, stating quantity and condition, and is the basis for issuing the bill of lading. The B/L is the document of title under which cargo is delivered at destination. Remarks on cargo condition in the receipt are carried into the B/L, making it a claused (unclean) bill.
The Statement of Facts is the chronology of the stay: arrival, NOR, mooring, start and finish of cargo work, stoppages with reasons. The time sheet and laytime are based on it. The general act is a different document: it is drawn up after discharge and records the total cargo quantity and any discrepancies with the documents.
Departure clearance from a Russian seaport is issued by the harbour master. Before that the vessel completes outbound border and customs formalities, and the agent files the departure documents. A delay in any document delays sailing, so we prepare the set before cargo work ends.
Yes. We keep the Statement of Facts for every stage of the stay — mooring, start and finish of cargo work, weather and technical stoppages — and agree it with the master and terminal. We then prepare the time sheet for the laytime calculation.