19 Main Responsibilities of Shipping Agency?
Why Ship’s Owner need Shipping Agency?
A Shipping Agency or Ship Agent is the designated person or agency held responsible for handling shipments and cargo, and the general interests of its customers, at ports and harbors worldwide, on behalf of ship owners, managers, and charterers. In some parts of the world, these agents are referred to as port agents or cargo brokers. There are several categories of shipping agents such as port agents, liner agents, and own agencies, each rendering specific services depending on the shipping company they represent.
In other words, a Ship Agent is a company that carries out the functions of an agent, irrespective of whether they are in business as a Ship Agent, or they perform such functions as an adjunct to, or conjunction with, other activities such as ship owning or operating, providing cargo handling or similar.
Acting as the local representative of the principal, The Agent provides local knowledge and expertise and ensures that the principal’s requirements are performed with the utmost efficiency and despatch. Accordingly, The Agent requires to be fully conversant with all the appropriate regulations and requirements relating to the port, area, or sector in which they operate, to have a wide range of relevant contacts, and be sufficiently well established and founded to be able to provide the level of service and support the principal needs.
The shipping Agent will usually take care of all the regular routine tasks of a shipping company quickly and efficiently. They ensure that essential supplies, crew transfers, customs documentation, and waste declarations are all arranged with the port authorities without delay. Quite often, they also provide the shipping company with updates and reports on activities at the destination port so that shipping companies have real-time information available to them while goods are in transit.
Succinctly, the term shipping agent refers to the relationship between the principal (in this case the shipping company conveying the goods) and its representative, whereby the principal, expressly or impliedly, authorizes the agent to work under his control and on his behalf.
19 Responsibilities of Shipping Agent
The responsibilities/competencies, as well as the remuneration of the agent, maybe explicitly entered into a contract that has been concluded between himself and the shipowner. This practice is very common in the cargo trade, booking agents, etc.
The duties of a cargo broker are like those of a shipping agent but may also vary. For example, a cargo broker will also book outward cargo and inform the shippers on which quay and when the goods are to be presented, and when loading and unloading are due to start. He will draw up booking lists according to the incoming bookings and ensure that the manifest department collects the shipping documents (shipping permits, bills of lading) which are necessary to commence the loading and unloading operations. The collected documents are also compared with the booking lists.
Responsibilities of Shipping Agency Include:
- Ensuring a berth for the incoming ship
- Arranging for the pilot and the tugs if necessary
- Drawing up the documents for the customs and harbour services
- Arranging for the necessary ship fresh water / provisions
- Arranging for the necessary doctor for the crew for any medical assistance
- Arranging for storage bunkers if these are needed
- Arranging for necessary repairs
- Conveying instructions to and from the ship owner
- Organizing the supply, transport and the handling of the goods
- Organizing the necessary contacts with the stevedores
- Collecting freights, cargoes
- Contacting shippers and the receivers of the goods
In the case of damage to cargo or the ship, the Shipping Agency also makes the necessary arrangements (at the request of the ship’s master or owner) with the insurance company, and for nautical inspections and the services of experts or surveyors, etc.The specific tasks of the Port agent include:
- Providing the necessary information concerning the freight rates and the publication of the sailing lists
- Looking for cargo via notices and sailing lists
- Booking of cargo and the conclusion of the agreements
- Drawing up, initiating, and delivering the required documents (booking lists, shipping permits, delivery orders) related to the cargo
- Contacting the shippers/forwarders regarding the deliveries for shipment
- Fulfilling the necessary formalities regarding the delivery and reception of the goods (customs etc.)
- Settling cargo claims with insurance companies
Why Shipping Agent very important for you?
The Port Agents are present physically when the ship arrives in a particular port and then make sure that all the above-mentioned procedures are carried out. This ensures reliability from the sides of both parties. The physical presence of Port Agents ensuring that the responsibility is being taken care of by the company providing the shipping services and from the part of the client, the fact that there is no illegality involved in the ship and its crew anywhere.
Therefore, it becomes the responsibility of the port agency to make sure that none of its Port Agents have a prior criminal record. This further adds to the credibility aspect of a Port Agency. In addition to ships, a Port Agency also handles smaller boats and yachts. This covers all marine vessels – big as well as small.
With the help of a Port Agency, a ship’s owner can relax and be free of all tensions and be completely assured that the normal and routine course of his business will not get disrupted at any point in time.
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