Steps against Damages and Claims.
Sea Export
As far as sea freight is concerned we can expect claims on account of THEFT, PILFERAGE, DAMAGES & NON-DELIVERY (short landing/missing/lost/burnt/water-soaked/etc) of the goods.
Normally, all such risks are supposed to be covered by the customer's (shipper or consignee) insurance policy/cover.
We as an agent have to ensure following before the shipment is executed.
1. As and when any goods are unloaded at our warehouse delivery challan has to be initial with remarks by our operational staff receipt of goods in proper or damage condition giving the number of packages damaged and the package numbers.
2. Where any cartons found to be damaged or suspected short packed, immediately to communicate with shipper/overseas agent. Damage packages are to be re-packed & Quantity has to be ascertained & confirmed with shipper prior to sailing of the same. Any short shipment noticed has to be intimated to concerned party.
3. Water damaged goods reported at port are to be re-packed under supervision of shipper & insurance surveyors. Cargo is ensured to be dried while re-packed. Indemnity letter to this effect has to be collected from shipper in exchange of B/L. B/L are to be claused with water damaged remarks.
4. Our operational staff has to take care about unloading the goods and its security at our warehouse/inside port and to communicate with office in event of mishap. Fragile cargo to be handled with special labour/equipments.
5. Valuable/precious shipments are to be carted inside the cage within port premises to avoid theft.
6. Dangerous/Hazardous goods has to be accepted with obtaining proper declaration from shipper and prior approval by carrier.
Packing to checked and confirmed by IIP to carry haz commodity & sea worthy.
7. Factory stuffed containers are to be accepted with seal intact. ODC/Drums packed shipments are to be checked with proper lashing/chocking. Photo graphs & Lashing Certificates to be obtained from shipper thru their surveyors.
All B/L has to be claused with “SHIPPER’S LOAD, STOW, WEIGHT AND COUNT" & movement as FCL/FCL.
8. For Shipment stuffed at our warehouse, to ensure stuffing is conducted in supervision of marine surveyors. Goods are properly packed in the containers. Lashing and chocking to be arrange wherever there is possibility of cargo movement inside the container during voyage to avoid damages. Photographs to be arranged wherever possible.
9. We need to obtain written confirmation from our overseas partners that shipments will be delivered only against proper documents i.e. with original B/L duly discharge/after obtaining BRC/Bank guarantees in event of original B/L not available.
10. All B/L prior issued are claused properly depending on the terms of shipment (i.e FOB/CIF/C&F/EX-WORK/DDU/DDC), PACKAGES SAID TO CONTAIN, LCL/FCL with container nos. weight/volume & full description of goods wherever possible.
Photo copies of original b/l's released are to be kept in file to keep check on manipulated documents.
11. Pre-alerts & scan copies of documents are to be sent in time to avoid storage/detention at destination and confirmation is sought from our counterpart for having received same.
12. Suggestion be made to agent, that they arrange joint survey at destination prior to receiving the goods in event of shipment received damaged. Formal claim to be lodged with steamer agent/insurance company/port authorities.
Air Exports
Some of the points can be as follows:-
1) Shipment should be handled with care and shipper informed till the shipment is delivered to the consignee
2) If the cargo is damaged or lost during the transit we have to inform shipper / cnee and our counter part (if the shipment is nominated or consigned to our agent). Letter to the airline along with the shipper’s covering letter to be filed for claim
3) Packing should be checked at the time of handing over the cargo to the airline inorder to avoid any claim later
4) During rainy season we should advise / instruct the shipper to pack the cartons in plastic wrapping so that cargo does not get wet during transit
5) If we get any message from the shipper / cnee / agent about the damage cartons or goods, we have to take up the matter immediately with the airline and preferably ask the cnee or agent to give a written message on the delivery note about the damage on the airline DO… processing of claim becomes easier
6) All country regulations should be adhered to
7) For DGR cargo, weshould ensure the packing is done as per the DGR requirement before clearing or accepting the shipment. DGR declaration has to be given by shipper, and one DGR qualified staff to check along with the carrier if all is in order.
Imports
1) Make sure every communication is on paper and nothing VERBALLY or "on WORD"
2) Always make sure proper HONEST info/updates are gone to customers…even if they are not in the interest of the client - one must know how to put it to the client.
3) Few overseas agents are asking for FIXED profit share amounts which are very high to sell in our market...this should be clarified with agents before shpt executed to avoid losses thereafter
4) Make sure,as far as possible,to treat agents wisely whereas the profit share element goes...if you have a claim from an agent to whom you have been giving good margins of profit,he might think twice before executing a claim against us or might do the same in part
5) Do not over commit to clients when there are doubts of meeting delivery deadline…Most of the time client's stick onto the point that we "COMMITTED" hence we have to suffer now.
6) Detention time for imports should be confirmed with shipping lines at destination before arrival of shpts
7) If we are handling customs clearance, to make sure the product imported is under the guidelines of Indian customs act
8) Re-check all docs before manifesting the same with Indian customs / port authorities or else heavy penalty is levied
9) Do not delay actioning any CLAIMS...act on them ASAP
10) Before accepting / executing any shipment, advise all the details,procedures and handling instructions to overseas agent in advance and take their confirmation on the same in writing, also cross check the documents once you receive the same
11) Always advise your limitations ...... that, this you can do and this you can not do ... do not over commit
12) Update the status of the shipment to consignee / agent (free hand / ddu / ddp shipment) on each stage......