Table of contents

Instructions to agents
Prior arrival
Upon arrival
Upon departure
General flow of information
Statement of facts
Notice of readiness
Bill of lading
More than one herning shipping controlled vessel in port
Marpol 73/78
Cash to master
Fleet particulars
Disbursements accounts
herning shipping telephone list


This information serves to bring you up-to-date on our requirements from agents when attending our tankers, details of whom you will find at this homepage under "vessels".

This instruction replaces our previous "Instructions to agents".


You will receive an e-mail from us with the following information:

  • Vessel’s name,
  • Vessel’s ETA,
  • Last port or place of call,
  • Transit cargo on board, if any,
  • Next port or place of call,
  • Actual loading port,
  • Other relevant details for the vessel’s call at yours,
  • Name of our Agent in previous as well as next port.

As we are operating in a highly competitive market with relatively short voyages, optimal flexibility for the fleet is essential. Re-shuffling or programs at a late stage, with very short notice, is not uncommon but is frequently necessary, you will therefore often receive information with relatively short notice.

Upon receipt of our appointment by means of e-mail, we expect a short confirmation from you providing us with an estimated turn around time at your port. Any other relevant data such as: restrictions, expected delays and the reason for same, name of berth(s), loading and/or discharging rotation, number of lines/grades to be worked, one by one, or simultaneously and/or in which order, bad weather expected must also be advised. This information is required in order for the vessel and us to plan the voyage and cargo operations so we are fully aware of the duration of the stay in port.


Herning Shipping, and/or the Master, and/or the Agent in previous port will currently update you on the vessel’s ETA, as well as any change in cargo composition. We expect you to keep us, the Master, as well as the Agent in next port informed of any changes in berthing / prospects / turn around / ETS. Please note that without our prior consent you are not authorized to instruct slow steaming in order to time the vessel’s arrival.


Shortly after the vessel’s arrival at your port we expect to receive an e-mail stating the arrival details, and your best ETS. If the vessel arrived within office hours, we expect to receive an ‘arrival e-mail’ within relatively short time after the actual arrival. For vessels arriving after office hours, an ‘arrival e-mail’ the following morning will be sufficient.

If there are any sudden significant changes in berthing prospects, turn around, departure time etc. we ask you to inform us hereof immediately in order for us to be able to achieve optimum planning.


After the vessel has left your port, we expect to receive an e-mail stating full details of what transpired at your port, the mail details including times for:

  • Anchoring and weighing anchor, as well as the reason for anchoring (i.e. congestions, awaiting tide, awaiting shore readiness etc)
  • Pilot on board
  • All fast at the berth
  • Notice of readiness tendered
  • Notice of readiness accepted
  • Tanks inspected and accepted
  • Hose connected (if more than one grade – then grade by grade)
  • Loading / Discharging commenced (grade by grade)
  • Any interruptions during cargo operation, clearly stating the reason(s)
  • Loading / Discharging completed (grade by grade)
  • Hose disconnected (grade by grade)
  • Cargo documents on board (when loading)
  • Actual departure time

Also information about:

  • Letter of protest, either from shore or from the vessel.
  • Bill of Lading figures after loading
  • Bunkers replenished (if any) and quantity ROB in tons on departure


We insist that all written correspondence is in English, this includes Statement Of Facts, Notice of readiness, Letters, Disbursements accounts etc.


We kindly ask you to issue a Statement Of Facts stating as many details as possible, including the details set forth under the heading "upon departure". It is of the utmost importance that the following three parties sign the Statement of Facts: Terminal, Agent and the Master of the vessel.

We kindly ask you not to fax or mail the SOF to herning shipping a.s. unless you are especially instructed to do so. The SOF is to kept in your files and handed over to herning shipping a.s. upon request.


When the NOR has been duly signed by the representatives of the shippers/receivers it is to be kept in your files. We kindly ask you not to fax or mail the NOR to herning shipping a.s. unless you are especially instructed to do so.


When the original Bill of Lading has been duly endorsed by the local receiver, it is to be send by registered mail to herning shipping.


In case you are attending more than one of our vessels in port, we ask you to kindly send a separate e-mail for each Vessel.

MARPOL 73/78

All the cargoes carried on our tankers are subject to MARPOL 73/78 – Annex I and/or Annex II regulations. We will do our utmost to keep you fully informed as to specific procedures required at your port, and we expect that your staffs is well versed in the basics of "MARPOL" rules and regulations.


If the vessel has to replenish bunkers at your port, we will inform you regarding the quantity stemmed and then name of the supplier. We expect your full cooperation with the bunkers suppliers in order to arrange for the best service and smooth delivery, thus saving valuable time and avoiding/minimizing any overtime.


We will normally inform you about the Master’s requirement for cash. Should the Master, however, request cash directly from you, please inform us of all relevant details and obtain our approval before releasing any cash to the Master.


Please find all required information on this homepage under ‘Fleet’.


Please mail your final disbursement account to the herning shipping office who appointed you (either the office in Denmark, in Holland or in France). The disbursement account will be settled when approved by herning shipping group, and within 30 days. herning shipping does not transfer "cash in advance" if the amount only covers normal port expenses.

During 2001 we may ask you to send the disbursement account via e-mail, however until further notice please send the full d/a with vouchers to herning shipping a.s.


Please find all required information on this homepage under ‘Office Staff’.