Instructions to agents - last updated: 05.01.05.

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 "fleet".

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
  • Cargo to be loaded/discharged in port
  • 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, size and dimension of the connections, 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.

Prior arrival:

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.

Upon 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 before 0800 hours Danish time 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.

Upon departure:

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

General flow of information:

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 use e-mail for all communication to our office and tlx to the vessels thanks.

Statement of facts:

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. Certain Charterers may ask us to provide a special SOF, which we will send attached to the Agency momination. It is very important that this special SOF is used for these voyages, and important that this SOF is returned to herning shipping straight after the vessels´s departure.

Notice of readiness:

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.

Bill of lading:

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. This is to be done within 30 days after the vessels´s departure.

More than one herning shipping controlled vessel in port:

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.

ISPS Code:

Following September 11th, IMO has taken steps to implement new safety procedures in compliance with the "International Ship and Port Facility Security" Code (also known as the ISPS Code). All vessels operating internationally are to conform to the ISPS Code by 1st. July 2004 at the latest. 

The ISPS Code, however, implies great demands as to ship admittance, wherefore we have no other alternative but to request name and ID for all people boarding our vessels.

herning shipping trust that you will inform your water clerk's, local surveyors, jetty operators, ship chandler, mooring men and other personnel which may board any of our vessels accordingly, and prior to the vessel´s arrival in port.

Should the implementation of the ISPS Code result in any additional costs for Owners account, or extended long port operation, we expect that you will inform us in due course and prior to the vessel´s arrival. 

In case the vessels need to pass on any special notification and other information to the port authorities prior to the vessel arrival, we expect that you - acting as the local agent on herning shipping behalf - will pass on the information and the notification form directly to the Captain, either via e-mail or telex. To the contrary, you do NOT need to inform this office about the documentation required, unless any delays might occur or in case any additional costs are involved.

Marpol 73/78:

Most of 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.

Cash to master:

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.

Fleet particulars:

Please find all required information on this homepage under "fleet".

Disbursements accounts:

When attending Agency on the herning shipping group's behalf, the following instruction must be followed.

As an additional step to minimize the flow of paper, we encourage that you send us your final disbursement account on either e-mail, or via fax. No cover letter should be sent, only the front page of the disbursement account which must include the following details:

  • Your VAT number
  • Vessel’s name as well as voyage number
  • Date of arrival and departure
  • Original vouchers for costs related to “Medical expenses” must be sent as an attachment and via ordinary post to herning shipping a.s
  • We do not require any vouchers to be attached for costs related to “normal port costs” - such as: Pilot, Boatmen, Port dues, Tugs, etc. However, vouchers on expenses for “Owners account” must be attached to the disbursement account.

On your invoice please group the usual port costs into three totals:

A) Pilot expenses.
B) Agency fee.
C) Other expenses (to be specified).

All invoices must show total amount excl. vat, amount vat (if any) and a total amount incl. vat. Vat on underlying vouchers must be shown on your invoice.

Needless to say, that all the original vouchers must be kept in your office, and handed over to herning shipping a.s. upon request. Please issue your final Disbursement account to:

herning shipping a.s.
Olufsvaenget 29
7400  Herning

Please send your final disbursement account to or by fax to no.: +45 96264681. The disbursement account will be settled when approved by herning shipping group, within 30 days. herning shipping does not transfer "cash in advance" if the amount only covers normal port expenses. Please do not send any final invoices to above-mentioned addresses.

Except for your company letterhead, please try to keep the disbursement account in black and white, as some colures may be difficult to read.

It's very important, that what we receive from you is your own invoice and not a specific draft made just for us. The disbursement account and the vouchers are to be send to us either in the same file, or the same fax. (Please do not send us two or more invoices in the same file or fax).

Please feel free to call our accounts department, should you have any questions.

Payment Instruction:

It is very important that you include your "IBAN" number (International Bank Account Number) as well as your "SWIFT" address and full bank details, including account number on your final disbursement account.


D & A Policy:

In order to further strengthen our focus on safety and the environment, herning shipping tightened its internal Drug and Alcohol policy in the Autumn of 2002, changing the definition of alcohol impairment from a blood alcohol content of 40 mg/100 ml into 0 mg/100 ml. This means that no alcohol is to be consumed by any crew member whilst signed on a vessel – on duty or off duty - on board or ashore.

To enforce the revised D&A policy, herning shipping count on your assistance. We expect you to inform us immediately should you observe anything indicating a violation of the policy. It is of utmost importance that prompt action is taken wherefore you should make sure that the information is received when given – i.e. if outside normal office hours, the information must be given via herning shipping’s duty phone. This request will form part of any future agency agreements between our companies.

We trust you will consider this as extending your excellent service to us.

herning shipping telephone list:

Please find all required information on this homepage under "office staff".