Q2. briefly explain the main elements of the following chartering contract
i. time chartering
ii. voyage chartering
B. tabulate the costs that are associated under the charter parties between the responsibilities of the ship owner and the charterer under (i) and (ii)
The charter party agreement establishes the type of charter that governs the type of operations to be carried out. Charter types are defined under three headings.
VOYAGE CHARTER
a) General : Under voyage charters, the charterer pays for the use
of the ship’s cargo space for one, or sometimes more than one,
voyage. In these cases the owner's earnings are usually based on
the quantity of cargo loaded, or as a lump sum irrespective of the
quantity of cargo loaded.
b) Charter Party Agreement:
i) The Operator must read and be thoroughly conversant with the
charter party agreement or fixing telex and bring to the attention
of the Manager any point requiring clarification.
ii) In circumstances where the client and/or broker does not
forward the charter party, the Commercial Ship Operator shall
request the necessary voyage information.
These files are to be uniquely identified and located in the
post fixture department. These files must remain in the regional
office until all outstanding items pertaining to the voyage have
been closed, after which they are to be archived.
v) The charter party document is to be filed in the voyage file if
made available.
vi) Where the charter information is in the form of an email, fax,
telex or letter of abstract, this information is to be filed in the
voyage file.
c) Instructions to Master :
i) The Operator must make the following details known to the Master
by email or telex as soon as they are received after completion of
charter party negotiations. In some cases this information will
take the form of a recap and/or charterers voyage orders. In some
cases the Operator will need to extract the relevant information
from the charter party:
ii) On receipt of the charter party the Operator shall check the
advance detail against the charter party and take up any material
differences with the client prior to sending a copy of the charter
party to the Master.
iii) In the instances where the charter party is not made available
then the Operator is to forward whatever relevant information is
received from the clients/charterers. If the Master is advised of
any requirements of the charter directly by the charterer or by
their agent the Master is required to convey these requirements to
the Operator.
The above is to be filed in the voyage file.
d) Communications with the Vessel :
The Operator shall be responsible for day-to-day communications
with the Master on post fixture operation matters in compliance
with the CITM, the charterer’s voyage orders and other relevant
requirements. The specific means used and requirement for
communication depend on the urgency of the situation.
e) Cargo
The Operator, by communicating with the Master, shall monitor
that:
Any problems relating to commercial cargo matters shall be
addressed by the Operator who shall communicate with the Master by
telephone, e-mail or telex as appropriate, to assist him in
resolving these matters. Where required, the technical manager is
to be involved. Communications from the Master and Operator and
other relevant parties shall be filed in the voyage file. The
Operator may also engage the services of the PandI Club as
necessary in compliance with the client's cover arrangements.
All other cargo related papers are also to be filed in the voyage
file. The monitoring of type and stowage of cargo is the
responsibility of the Master, however the Operator must be aware of
how this relates to the operation of the vessel. The Operator must
ensure that the vessel is complying with the charter party
requirements in this respect.
f) Freight Collection :
The Operator, with the assistance of the Assistant, is responsible
for ensuring that freight is invoiced and collected in the most
efficient and accurate manner possible. The Manager is to be
informed of any freight collection problems should they
arise.
g) Claims and Expenses:
The Operator will be responsible for ensuring that all claims and
expenses applicable under a voyage charter are compiled as
accurately as possible and submitted to the charterers in the most
efficient manner. This includes claims for demurrage/despatch,
charterer's expenses, cargo heating, hold cleaning, shifting
etc.
The Operator, with the assistance of the Commercial Assistant, will
follow each claim closely until all outstandings have been
recovered from the charterers. If deemed necessary the Operator
should seek the services of the client's FD&D Club to assist
with collecting outstandings. The Manager should be advised of any
particular problems that are encountered in this area.
h) Agency:
The Operator, with the assistance of the Commercial Assistant, will
be responsible for ensuring that agents are appointed for the ports
that the vessel is to call to under the charterer’s voyage
instructions. These will either be nominated by the charterer or
selected by the Operator in order to provide best cost and service,
based on the client's or V.Ships preferred agency lists and/or past
experience. The Operator is responsible for ensuring that the
agents perform their function in the most cost effective and
efficient manner and should bring any under performance issues to
the attention of the Manager, and if appropriate the clients and
charterers.
The Operator must carefully check the agent's disbursement accounts
when received, to ensure that voyage and running costs are properly
allocated and all charterers expenses have been billed out as
appropriate.
TIME CHARTER
a) General:
These types of charter differ from voyage charters in that the
owner places the vessel, crew and equipment at the disposal of the
charterer. The charterer then generally has full commercial control
of the vessel, including arranging bunkers, handling operations,
port charges and other matters that would normally handled by the
owner under a voyage charter. Under a time charter the owner will
receive hire based on the period of the charter or per dead-weight
tonne per month.
b) Charter Party:
On receiving the recap or fixture note the Operator is responsible
for ensuring that the Master is provided with all the necessary
information in order to comply with the terms of the contract and
to be able to work with the time charterers. In particular the
Operator must carefully note the period of the charter, any cargo
exclusions, trading limits, performance warranties and the hire
rate and frequency of payment.
c) Hire:
The Operator is responsible for ensuring that hire is invoiced as
per the terms of the charter party and that the same is collected
without delay. Any problems with non-payment of hire must be
notified to the Manager.
d) On/Off Hire Surveys :
The Operator must ensure that on-hire and off-hire surveys are
arranged as required and that the client's interests in this regard
are ensured. The Operator is to make best efforts to reduce the
costs of these surveys by either sharing them with the charterer or
by coinciding the on-hire survey with the previous charter off-hire
survey.
e) Speed and Performance:
Speed and performance is an extremely important aspect of time
charters and the Operator must ensure that the Master is fully
aware of the provisions of the charter party warranties. Operator
must ensure that adequate arrangements are in place to ensure that
speed and performance are properly monitored and recorded in order
to compile any claims against the charterer or to check and counter
any claims that may be received from the charterer.
f) Charter Reconciliation:
With the assistance of the Assistants, the Operator must ensure
that the time charter reconciliation is carried out as quickly and
accurately as possible on the vessel being redelivered. This
includes on/off hire survey fees, delivery and re-delivery bunkers,
performance claims, owner's port expenses, off-hire claims and
other such matters. The Operator should engage the services of the
clients FD&D Club if necessary in order to assist in this if
required.
g) Off-hire:
The Operator must liaise closely with the Master and the technical
manager in order to ensure that down time for owner's requirements
is kept to an absolute minimum. This will include liasing with
regard to crew changes, maintenance, stores delivery and other such
matters.
h) Claims
The Operator is responsible for both compiling and countering any
claims that arise during the period of the time charter. The
Manager must be consulted in the event of any disputes or difficult
claims. The clients PandI and/or FD&D Club must be engaged to
assist as required in such circumstances.
DEMISE CHARTER
Demise charter, or bareboat charter, occurs when an owner hires or
leases the vessel to a charterer who then provides the crew,
together with stores and bunkers as well as paying for all the
operating costs. In such cases the vessel will then likely be
sub-let by the bareboat charterer on time and/or voyage charters.
The preceding sections of the procedure will then apply.
iii) A voyage file unique to that charter party for each ship shall
be maintained by the Operator. Electronic voyage files are to be
created and stored in the company’s messaging system.
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