Port Captain Desk
Primary outputPort Call Event & Exception Report
- Cargo
- Time
- Equipment
- Stevedores
- Stowage
- Lashing
- Damage
- Delays
- Vessel condition
- Principal instructions
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Port Captaincy & Bunker Survey Services in Vietnam
SVC Marine provides port captaincy, bunker survey, cargo-operation attendance and marine field reporting for overseas principals requiring reliable local representation at Vietnamese ports, terminals and anchorages.
Our team attends the vessel, records operational events, monitors cargo or bunker activities, preserves photographic and documentary evidence and reports material exceptions directly to the appointing owner, manager, charterer, trader or cargo interest.
When the principal is thousands of kilometres away, a delay, cargo incident, bunker discrepancy or stevedore issue can become a commercial dispute before the office receives a clear account of what happened.
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Request Port Attendance
Illustrative port call record
Vessel
Cargo / Bunker
Principal Reporting
Vessel all fast
Recorded
Photo
- Bunker Quantity Survey
- Cargo Supervision
- Stevedore Damage Record
- Lashing Observation
- Daily Operations Report
- Port Call Event Log
- Arrival
- All fast
- Holds ready
- Cargo operations
- Bunker
- Completion
- Sailing
- Operation event
- Quantity
- Progress
- Exception
- Evidence
- Time
- Fact
- Photograph
- Risk
- Action
- Time
- Event
- Status
- Evidence
- 06:40
03
07:15
Hold inspection
Completed
Photo
04
08:00
Loading commenced
In progress
Operation log
05
12:20
Crane interruption
Delay
Photo + remark
06
14:05
Operation resumed
Recorded
Timeline
07
18:00
Principal update
Sent
Daily report
Illustrative format only. It does not belong to a real vessel and is not a Statement of Facts.
SVC Marine port captain attending vessel and cargo operations at a Vietnamese port.
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What Does a Port Captain Do During a Vessel Call?
A port captain attends a vessel or cargo operation on behalf of an owner, charterer, operator, trader or cargo interest and provides an independent local view of loading, discharge, stowage, cargo handling, lashing, delays, damage and operational events.
The port captain does not replace the vessel master, terminal, stevedore or ship agent. The role is to observe the operation from the appointing principal’s perspective, preserve factual records and promptly report events that may affect cargo, time, vessel condition or commercial exposure.
Depending on the mandate, attendance may be continuous, shift-based, event-based or limited to critical stages of the port call.
Operating model: attend → observe → measure → record → report → escalate.
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Port Operations and Bunker Survey Require Different Controls
These are two separate desks with different inputs, different evidence and different outputs. They are not run from one combined inspection checklist.
Bunker Survey Desk
Primary outputBunker Quantity & Attendance Report
- Tank condition
- Initial ROB
- Delivery
- Sampling
- Documents
- Final ROB
- Calculation
- Discrepancy
- Evidence
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Cargo Operations From the Principal’s Side
Attendance Scope
- Pre-operation attendance
- Hold readiness observation
- Cargo condition
- Stowage sequence
- Crane / gear availability
- Stevedore performance
- Loading progress
- Discharge progress
- Weather stoppage
- Cargo damage
- Vessel damage
- Lashing condition
- Dunnage condition
- Shift changes
- Delay events
- Completion status
Six Questions Every Report Must Answer
- What happened?
- When did it happen?
- What caused the exception?
- What evidence exists?
- Who was informed?
- What remains unresolved?
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Every Material Event Should Have a Timestamp
Event Categories Recorded
Loading commenced
SVC Marine maintains an independent event record for the appointing principal. It is not the official Statement of Facts unless SVC Marine is formally appointed and authorized to issue one.
The agent, terminal, vessel and charter-party parties maintain their own separate official records, and those documents govern where the charter party says so.
- Notice of readiness
- All fast
- Gangway down
- Holds opened
- Survey commenced
- Discharge commenced
- Weather stoppage
- Crane breakdown
- Stevedore stoppage
- Vessel delay
- Cargo delay
- Shift change
- Cargo damage
- Vessel damage
- Lashing commenced
- Lashing completed
- Cargo operation completed
- Documents completed
- Pilot onboard
- Vessel sailed
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Cargoes That Require Closer Field Observation
Cargo Categories
- Steel coils
- Steel plates
- Steel structures
- Pipes
- Machinery
- Heavy equipment
- Project cargo
- Breakbulk
- Bagged cargo
- General cargo
- Heavy lifts
What Is Observed
This is field observation and evidence recording. SVC Marine does not act as a formal cargo warranty surveyor unless specifically appointed for that scope.
- Pre-loading cargo condition
- Lifting arrangement observation
- Crane / hook condition
- Dunnage
- Stowage
- Cargo separation
- Lashing
- Securing
- Weather exposure
- Cargo damage
- Stevedore handling
- Final stow condition
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Cargo Securing Must Match the Cargo and Voyage
Items Observed During Lashing and Securing
Observation of lashing work is not automatically a formal approval of the vessel’s Cargo Securing Manual, engineering calculation or class-approved sea-fastening design.
- Lashing material
- Number and arrangement of lashings
- Welded stoppers
- Chains
- Wire ropes
- Turnbuckles
- Shackles
- Timber / dunnage
- Chocking
- Sea fastening
- Cargo movement risk
- Accessible final condition
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When Something Is Damaged During Cargo Operations
- Damage observed
- Time recorded
- Location identified
- Photo / video
- Vessel / stevedore informed
- Principal informed
- Damage record
- Next action
Vessel Damage Points
- Handrail
- Ladder
- Hatch cover
- Coaming
- Tank top
- Hold structure
- Bulkhead
- Pipe
- Deck fitting
- Crane
- Cargo gear
Cargo Damage Types
SVC Marine preserves factual evidence. It does not determine legal liability or apportion fault between vessel, stevedore, terminal and cargo interests.
Letters of Protest, notices and claims should be issued or reviewed by the responsible vessel, charterer, cargo party or adviser.
- Dent
- Scratch
- Wetting
- Broken packing
- Deformation
- Sling damage
- Dropped cargo
- Contamination
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Independent Bunker Quantity Attendance in Vietnam
A bunker survey records the measurable bunker quantity before and after delivery using the agreed tank data, measurement observations and calculation method. It should clearly distinguish survey observations, vessel-provided information and contractual bunker documents.
Where SVC Marine holds another commercial role in the same transaction, the appointment is described transparently to the principal rather than presented as independent attendance.
- Pre-bunker meeting
- Initial ROB
- Tank measurements
- Document review
- Sampling witness
- Delivery monitoring
- Final measurements
- Quantity calculation
- Difference review
- Final evidence and report
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Quantity Onboard Before Delivery
Initial ROB Inputs
- Tank identification
- Sounding or ullage
- Tank calibration table
- Vessel trim
- Vessel list
- Product temperature
- Observed water where relevant
- Density information
- Previous bunker records
- Tank allocation
Status Recorded Per Tank
Corrections and calculation method depend on the vessel’s approved or provided tank tables and the agreed survey procedure.
Missing calibration data is reported as missing. A tank that could not be accessed is never recorded as measured.
- Measured
- Vessel data
- Not accessible
- Empty declared
- Measurement restricted
- Data pending
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During Fuel Delivery
Observations Recorded
SVC Marine attends and records. It does not control vessel safety. The master, chief engineer, bunker supplier and responsible operational parties retain their respective duties throughout the operation.
- Bunker barge alongside
- Hose connection
- Manifold
- Tank allocation
- Start time
- Stop time
- Product change
- Delivery interruption
- Leakage
- Drip containment
- Sampling point
- Sample bottles
- Seal numbers
- BDN information
- Operational remarks
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Sample Identity Must Be Traceable
Records Taken at Sampling
Vessel
- Sampling location
- Sample method observed
- Bottle identification
- Seal number
- Time
- Product
- Bunker supplier
- Custody or receiving party where relevant
MARPOL-Delivered Sample
Under MARPOL Annex VI regulation 18.8.1 the bunker delivery note is accompanied by a representative sample of the fuel oil delivered. It is retained under the ship’s control until the fuel oil is substantially consumed, and in any case for not less than 12 months from delivery.
guidance is set out in MSC-MEPC.2/Circ.18, which replaced resolution MEPC.182(59).
In-Use / Onboard Samples
Designated sampling points for in-use and onboard fuel oil follow the MARPOL Annex VI amendments in resolution MEPC.324(75), in force from April 2022, with guidance in MEPC.1/Circ.864/Rev.1 and MEPC.1/Circ.889.
These are separate from the delivered sample and serve verification purposes.
Commercial / Supplier Samples
Additional samples retained by the vessel, the supplier or for laboratory testing are contractual rather than regulatory. Their handling depends on the supply contract and company procedure.
Witnessing a sample records how, where and when the sample was drawn and sealed. It does not certify fuel quality.
Fuel quality requires appropriate laboratory testing and contractual or regulatory interpretation. The applicable version of each should be confirmed with the vessel’s flag administration or class.
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From Final Sounding to Delivered Quantity
Calculation Inputs
Final ROB − Initial ROB ± Agreed operational adjustments = Observed receipt
This is a concept, not a universal formula. Vessel-specific factors, tank table limitations and the agreed survey procedure change how the figure is derived.
Mass conversion depends on the applicable density and volume-correction inputs. An observed receipt is a survey observation, not a contractually accepted quantity.
- Final sounding / ullage
- Tank calibration volume
- Trim / list correction where applicable
- Observed temperature
- Temperature-volume correction
- Density data
- Initial quantity
- Final quantity
- Consumption or transfer during operation where relevant
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What Happens When the Figures Do Not Match?
Possible Discrepancy Sources
- Different tank measurements
- Tank table limitations
- Trim / list
- Temperature
- Density
- Unmeasured transfer
- Barge figure versus vessel figure
- Unclear tank allocation
- Measurement timing
- Remaining line contents
- Documentation error
Field Response
SVC Marine personnel do not sign away a contractual right and do not accept a shortage on behalf of the owner, master or charterer.
A Letter of Protest is issued by the appropriate authorized vessel or commercial party unless SVC Marine holds explicit written authority.
- Recheck readings where practical
- Recheck tank identification
- Review calculation inputs
- Confirm transfer history
- Compare vessel and barge figures
- Record disagreement
- Preserve evidence
- Inform principal
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Bunker Quantity at Commercial Handover Points
Appointment Types
- On-hire
- Off-hire
- Vessel delivery
- Vessel redelivery
- Ownership transfer
- Charter commencement
- Charter completion
Possible Scope
Related: Vessel Delivery & Handover.
The survey provides the measured figure, not the settlement.
- ROB
- Fuel grades
- Lube oil where agreed
- Vessel condition observations
- Photographs
- Time and place
- Quantity report
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Cargo Readiness Before Operations
Hold and Hatch Observations
Visual condition observation is not a formal hold-cleanliness certification unless SVC Marine is separately appointed for that scope.
- Cargo hold cleanliness
- Dryness
- Odour
- Previous cargo residue
- Bilges
- Tank top
- Structural damage
- Hatch cover
- Drain channels
- Rubber packing
- Coaming
- Water-ingress concern
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What the Principal Should Receive From Site
Live Operation Update
Delay
- Timestamp
- Cargo progress
- Damage
- Equipment issue
- Weather
- Photographs
- Immediate risk
- Action required
Final Attendance Report
Vessel
Where the principal uses its own reporting template, the structure above is adapted to that format rather than imposed.
- Appointment scope
- Port
- Attendance period
- Event timeline
- Cargo or bunker summary
- Exceptions
- Photographs
- Documents reviewed
- Damage records
- Quantity records
- Pending items
- Final remarks
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Routine Progress Can Wait - Material Exceptions Cannot
- Event
- Evidence
- Commercial impact
- Principal action
Escalated Promptly
Exception reports state facts, timing, evidence and commercial exposure. They do not contain legal conclusions.
- Cargo damage
- Vessel damage
- Crane breakdown
- Serious delay
- Weather stoppage
- Unsafe handling
- Incorrect cargo
- Stowage concern
- Lashing concern
- Bunker shortage
- Bunker quantity discrepancy
- Suspected contamination
- Hose leak
- Missing documents
- Operation suspended
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Port Captain and Ship Agent Have Different Roles
Ship Agent
Normally handles local agency and port-call formalities.
Represents the appointing principal’s operational interest.
SVC Marine works alongside the nominated ship agent. It does not replace a formally appointed agent unless separately appointed and legally permitted.
- Port call arrangements
- Immigration
- Port authority interface
- Pilot
- Tug
- Clearance
- Local logistics
- Attending cargo operations
- Observing field condition
- Recording events
- Monitoring handling
- Reporting exceptions
- Preserving evidence
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Attendance Scope Must Be Defined Before Mobilisation
Appointment Types
A single SVC Marine representative may perform overlapping factual attendance only where competent and agreed. Regulated, certified or specialist surveys are not automatically combined into one appointment.
- Bunker surveyor
- Cargo surveyor
- Technical inspector
- Owner representative
- Superintendent
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More Than Remote Reporting
Where corrective action is required during the port call, SVC Marine can mobilise local execution under a separate appointment.
Where the same SVC Marine group is subsequently appointed for corrective work, the observation findings and the commercial execution scope are kept separate and the dual role is disclosed to the principal.
- Lashing teams
- Cargo securing
- Ship repair
- Crane / cargo gear service
- Underwater inspection
- Fresh water
- Provisions
- Spare parts
- Crew change
- Technical attendance
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Port Captain and Survey Attendance Across Vietnam
Northern Vietnam
- Hai Phong
- Lach Huyen
- Dinh Vu
- Hon Gai
- Cai Lan
- Cam Pha
Central Vietnam
- Nghi Son
- Cua Lo
- Vung Ang
- Son Duong
- Hon La
- Chan May
- Da Nang
- Dung Quat
- Quy Nhon
- Nha Trang
- Vinh Tan
Southern Vietnam
- Ho Chi Minh City
- Cat Lai
- Hiep Phuoc
- Phu My
- Cai Mep - Thi Vai
- Vung Tau
- Long An
View Vietnam port coverage
Other Vietnamese ports, terminals and anchorages are reviewed case by case, subject to access, schedule and team availability.
- Hai Phong
- Lach Huyen
- Dinh Vu
- Hon Gai
- Cai Lan
- Cam Pha
- Nghi Son
- Cua Lo
- Vung Ang
- Son Duong
- Hon La
- Chan May
- Da Nang
- Dung Quat
- Quy Nhon
- Nha Trang
- Vinh Tan
- Ho Chi Minh City
- Cat Lai
- Hiep Phuoc
- Phu My
- Cai Mep - Thi Vai
- Vung Tau
- Long An
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Send the Port Call Details
Port Captaincy Appointment
Optional
- Vessel name
- Port / terminal
- ETA
- ETB
- ETD
- Agent
- Cargo
- Quantity
- Loading or discharge
- Vessel gear or shore gear
- Expected operation period
- Principal represented
- Required attendance hours
- Main concerns
- Reporting interval
- Stowage plan
- Cargo photos
- Charter-party instruction
- Cargo securing requirement
- Previous damage
- Special reporting template
Bunker Survey Appointment
Vessel
Optional
- IMO
- Port / anchorage
- ETA
- Bunker supplier
- Barge if known
- Product grades
- Planned quantity
- Tank allocation
- Expected bunker time
- Survey scope
- Sampling requirement
- Report requirement
- Appointing party
- Tank tables
- Previous ROB
- BDN
- Charter / delivery context
- Dispute concern
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Send Port Call Details
- Send Bunker Appointment
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Why Appoint SVC Marine for Local Port Attendance?
Physical Attendance
The principal receives information from someone actually present at the operation.
Maritime Understanding
The report reflects vessel, cargo and operational context rather than only photographs.
Material events are supported by timestamps, photos, documents and field notes where available.
- Evidence
Fast Escalation
Issues affecting cargo, bunker quantity, vessel damage or delay are reported promptly.
Wider Local Execution
Where corrective action is required, SVC Marine can separately mobilize relevant marine services.
Vietnam Coverage
Attendance can be arranged at major Vietnamese ports, terminals and selected anchorages.
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Factual Attendance, Not Authority Substitution
SVC Marine reports observations and measurements within the agreed appointment scope.
Final vessel command, cargo decisions, port authority matters, class decisions, bunker supplier obligations, charter-party interpretation, legal liability and contractual acceptance remain with the responsible parties.
SVC Marine Does Not
- Sign for the master
- Accept cargo liability
- Approve a stevedore claim
- Accept bunker shortage
- Issue legal liability conclusions
- Act for both disputed parties without disclosure
- Present a witnessed sample as a fuel-quality certificate
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Where This Page Sits in the SVC Marine Service Chain
Cargo & Port Operations
- Port Captaincy & Bunker Survey - current page
- Shipping & Freight Forwarding
Technical
- Marine Technical Superintendent
- Underwater Inspection
- Ship Repair
- Owner’s Representative
Vessel & Crew Services
- Vessel Delivery & Handover
- Crew Change in Vietnam
- Cash to Master Supply
- Fresh Water Supply for Ships
Field Records
- UWC & UWI at Vissai Cua Lo
- Crane Load Test Records
- Case Studies
- Recent Transactions
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Frequently Asked Questions
What does a port captain do in Vietnam?
A port captain attends vessel and cargo operations for an owner, charterer, operator or cargo interest, records operational events and reports cargo progress, delays, handling issues, damage and other material exceptions.
Can SVC Marine attend loading and discharge?
Yes. Attendance may cover loading, discharge, cargo handling, stowage, lashing observation, stevedore activity, damage and daily reporting.
Can SVC Marine represent a charterer or cargo owner?
Yes, subject to a clearly defined appointment and authority.
Is a port captain the same as a ship agent?
No. The agent handles port-call formalities and local agency matters. A port captain normally represents the appointing principal’s operational interests during cargo activities.
Can SVC Marine provide bunker quantity surveys?
Yes. Appointments may include initial ROB, measurement attendance, sampling records, final ROB, quantity calculation and bunker-survey reporting.
Can SVC Marine perform an on-hire or off-hire bunker survey?
Yes, where the required scope, measurement basis, charter context and vessel access are agreed before attendance.
How is bunker quantity calculated?
The calculation may use vessel tank calibration data, observed sounding or ullage, temperature, density, applicable corrections and initial and final ROB. The exact method depends on vessel data and the agreed survey scope.
Does a bunker survey confirm fuel quality?
No. Quantity survey and sampling attendance do not by themselves certify fuel quality. Laboratory analysis may be required.
Can SVC Marine witness bunker samples?
Yes, where included in the appointment. Sample identity, location, bottle and seal information may be recorded.
What happens if there is a bunker quantity discrepancy?
Measurements and calculation inputs should be reviewed, the discrepancy recorded and the appointing principal informed. Contractual action remains with the responsible vessel and commercial parties.
Can SVC Marine record stevedore damage?
Yes. SVC Marine can record the time, location, visible condition and available photo or video evidence and report the matter to the appointing principal.
Can SVC Marine issue a Letter of Protest?
SVC Marine can help preserve factual evidence, but a Letter of Protest should be issued by the appropriate authorized vessel or commercial party unless SVC Marine has explicit authority.
Can SVC Marine attend project cargo and heavy-lift operations?
Yes, depending on cargo, vessel, port, lifting scope and required specialist attendance.
Can SVC Marine provide continuous 24-hour attendance?
Continuous or shift attendance may be arranged depending on operation duration, scope, location and personnel availability.
Which Vietnamese ports can SVC Marine cover?
SVC Marine can handle selected attendance at major ports and terminals across northern, central and southern Vietnam, subject to access, schedule and team availability.
See the Operation · Record the Facts
Talk to SVC Marine
Please provide your company details and the vessel requirement or work scope. Acceptance is subject to verification and confirmation by SVC Marine.