To: Masters of Bulk Carriers / MPV vessels

From: Capt. Sunil Garg

Lately the company has been facing excessively heavy claims as a result of following:-

 Cargo Damage on Bulk Carriers / MPV

 Crew injuries and lifelongchronic diseases which crew members suffer like high B.P. and
uncontrolled diabetes
 Reefer Containers being left unplugged / malfunction on container vessels.

The purpose of this circular is to enhance awareness amongst our Masters and Crew to take
precautions during loading and carriage of cargo on bulk carriers /MPV to prevent damage to cargo
thereby reducing claims/delays

I wish to point out some ground realities of what happens when cargo damage takes place:
Cargo damage can result in following grave repercussions :-
 Many times Receivers refuse to accept the cargo
 Cargo Surveyors / PNI club Reps / Additional labour have to be employed to segregate good
cargo from damaged cargo
 Port authorities don’t allow landing of damaged cargo
 Frequently there are disputes at discharging port between the vessel, charterer and receiver
resulting in delays during port stay which give rise to extra cost for ship owners
 Many times There are instances when Owners / Charterers / Shippers / Consignees get
embroiled in litigations lasting a long considerable period of time

The following is applicable to all Bulk carriers and MPVs carrying any cargo:-

Majority of cargo damage claims on board Bulk Carriers and Multi-Purpose Vessels emanate from
ingress of water inside cargo holds. This could have been easily avoided had a prudent Master taken
proper precautions by taking suitable counter measures prior loading operations and during the laden
voyage. As such below guidelines are being provided which must be strictly adhered to prior loading
any cargo:-

 Owners, Charterers and/or Shipper’s Instructions must be strictly followed. If there are any
doubts, suitable clarifications must be sought from either of the parties. Owners to be kept in
copy to all communications in this regard
 A Stock check of all the Cleaning Materials/Equipment on board must be made and if
required, requisition raised to the concerned parties in adequate time for which advance
planning is required.
 Follow the Charterer’s Voyage Instructions with regards to Hold Cleaning.
Generally hold cleaning should comprise of following:
1. Sweeping and Washing of cargo holds
2. Chemical cleaning of holds, depending on previous and next cargo. Charterer or H.O will
advise the vessel if chemical cleaning is required
3. Cleaning and Testing of Cargo Hold Bilges, ensure that strum box and bilge cover is
clean and in place
4. Testing of bilge alarms
5. Testing of Hold Water Ingression lower and upper level alarms (as applicable)
6. Cleaning of hatch cover underside girders, drain channels at cross joints and hatch
coaming channels
7. Testing of non-return arrangement at end of hatch coaming drain channel.
8. Checking of water tightness of hatch covers including cross joints, hatch cover sides,
loading ports, inspection ports, vents, etc.
9. Checking of Electrical Systems and Fixed Fire fighting System
10. Checking of all Structural Access methods including Ladders, Handrails, Platforms and
Stairways in “Australian Rules” ladders
11. Checking of smooth operation of hatch cover opening/closing (sometimes cargo dust gets
stuck at hatch cover hinges making operation difficult)
 12. Cleaning and greasing of hatch cleats, hatch covers hinges, butterfly nuts of hold vents

Any deficiencies found after carrying out above mentioned activities must be
immediately attended to and rectified.

 All requests for Hatch Cleaning Bonus Approval to be forwarded only after carrying out above
mentioned activities.
Please complete the attached checklist which is to be signed by Master, C/O, Bosun and
send it to us as an email attachment along with Hatch Cleaning Bonus Request for our
approval and records.
 When battening down hatch covers, it is not sufficient to only put hatch cleats, they have to be
tightened to provide proper compression and prevent movement of hatch covers in a seaway.
This will not only prevent water ingress into the holds, it will also reduce damages to hatch
covers.
 After encountering heavy weather, due diligence should be exercised to ensure
that all C/H hatch cleats are re-tightened on a daily basis as these will have a
tendency to slacken

 Cargo Loading: Whenever Charterer's nominate cargo, there is always a margin

provided, the Master must endeavour to load higher quantity. For example if the
Charterer nominates to load approximately 170,000MT +/- 5%, the vessel should
always calculate 5% more of the base amount given as Charterers would want the
vessel to load Maximum. In the above example the vessel should endeavour to load
170000 +5 % = 178500 MT. If for some reason this can’t be achieved, a mail to be
sent to Capt Sunil Garg with other Marine Ops team members in copy advising how
much cargo the vessel can load and why she can’t load the higher quantity. After
getting clearance from me/Marine Ops team, cargo loadable is to be advised to all
parties.

 If the vessel has loaded less due to shipper not able to give the stipulated amount of
cargo then a "Dead Freight" should be given by the Master

 During passage, hold Bilge pumping record should be diligently maintained. A

consolidated statement of hold bilge pumping out must be prepared and handed over
to draft surveyor and charterer’s agent at discharging port. Vessels have known to
pump out approximately 300MT during a voyage from Load port to China.

 At discharge port, a proper draft survey should be conducted to determine cargo on

board. Draft survey includes taking six sided draft, density of water, sounding of all
tanks, application of constant. Generally we don’t have any problem and cargo
discharged is same or more than cargo loaded. In rare circumstances, at some ports,
the surveyor works in collusion with the receiver and irrespective of how much cargo
is discharged, the Surveyor always makes a report stating that less cargo has been
discharged. If your vessel is caught in such a situation and is forced to sign final draft
survey report, please insert following remarks: “Without prejudice, signed under
protest without accepting any liability or responsibility”, Total cargo discharged as per
the vessel …… MT (kindly put ship’s figure). Also issue a Note of protest and take a
receipt from Charterer’s agent. In case Charterer’s agent refuses to accept and sign
“Note of Protest”, please scan the “Note of Protest” to Charterer’s agent after
departure of the vessel from the port. Needless to say that we must be advised of all
such unusual happenings on phone (if required) and email.

Dealing with rough weather: Please follow Marine Ops circular 04/2015. Marine
Ops will work with the vessel as long as bad weather prevails. As stated earlier, after
encountering heavy weather, due diligence should be exercised to ensure that all C/H
hatch cleats are re-tightened on a daily basis as these will have a tendency to
slacken.
The following is applicable to Bulk carriers/MPVs loading cargoes which are likely to get
damaged by water ingress:-

When carrying cargoes of Grain, Steel Products, Bagged Cargo, Cement in Bulk, Edible Products and
any other cargo which is likely to get damaged by water, conduct hose test of all hatch covers after
completion of hatch cleaning process. If any leakages are observed, then same to be rectified in
consultation with Technical Division keeping Marine Ops department in copy.

Irrespective of the results of hose test, PNI representatives are suggesting to use a
combination of Expanding polyurethane sealant foam (hatch sealing foam) and hatch sealing
tape for sealing hatch covers

Initially raise requisition to the concerned charterers regarding the supply of hatch sealing tape and
hatch sealing foam for use on the hatch covers and hatch accesses of all cargo holds. Same to be put
in place at cross joints, grain loading ports, sides, vent flaps, booby hatch entrance prior the vessel
puts out to open seas. The condition and status of the hatch sealing tape and hatch sealing foam shall
be periodically checked over the course of the voyage and renewed if and when necessary. Should
the Charterers not respond positively to the request for supply of hatch sealing tapes and hatch
sealing foam, then the owners (SNP department with copy of Marine Ops team) to be informed
accordingly who shall then pursue from their end.

After collecting information from various Glovis vessels, please find requirement of hatch sealing tape
and Expanding polyurethane sealant foam (hatch sealing foam) which Masters must procure in case
their vessel is loading sensitive cargo(Cargo which can be spoiled by ingress of water)

Hatch sealing Tape:

AA) For Joint between Pontoons - 40Mtrs each hatch
Sides - 80M each hatch
Grain Loading Port - 8M
Vent Flaps - 16M ( Each Hatch has 4 flaps i.e 4M each )
Booby Hatch - 8M ( Each hatch has 2 Booby hatches and require 4M each)
The above is all for width 100MM. Total required is 152M for each Hold.
For 5 Cargo Holds total required is 760M - 38 rolls

BB) Vessel requires 20M for each Hold of width 150MM for centre joint. Total required 100M for 5
C/H

Please ensure vessel has 800M (40 Rolls) of 100MM Width and 140 M (7 Rolls) of 150MM
sealing tape whenever any sensitive cargo is loaded.
Kindly make every effort for Charterer to arrange hatch sealing or supply sealing tape. In case
it is not possible for some reason, please procure it through PIL SNP dept.

Expanding polyurethane sealant foam (hatch sealing foam)

To cover all hatch covers with foam, vessel will require 6-8 cans per hatch.
Advantage of foam is that the gaps get filled properly.
Foam + tape would be better than only using Tape
However the tape over the foam cannot be heated much as the foam will melt.
Therefore when applying tape over foam, the periphery of the tape is to be heated only

All hatch covers must be properly sealed even though probability of cargo getting spoilt by ingress of
sea water is more in holds 1, 2 and 3 as shipping seas / spray affect forward holds more than Aft
holds.

In rare cases where Cape sized vessels are required to load cargoes susceptible to get damaged by
water, please seal hatch covers by sealing tape.

In case the vessel anticipates cargo damage, prior arrival port, please send an email to Capt Sunil
Garg with other Marine Operation team members in copy followed by a phone call.
Each vessel must keep following ROB of hatch packing spares at all times. They must be replenished
as and when used:
1. Straight Liner P 20 - 10m x 4 = 40m
2. End Piece P25 - 6 pcs (Each Hatch has 02 Pcs)
3. End Piece P26 - 6 pcs (Each Hatch has 02 Pcs)
4. Hydraulic Jack 3 Ton - 02 pcs
5. Sea Clamp Opening 300mm - 05 pcs
6. 3 Way Corner P 28 - 6 pcs (Each Hatch has 02 Pcs)
7. 3 Way Corner P 27 - 03 pcs (Each Hatch has 01 pcs)
8. Corner Standing P 24 - 12 pcs (Each Hatch has 04 pcs)
9. Corner Flat P 23 - 24 pcs (Each Hatch has 8 pcs)
10. Staging Platform required (Which Technical Dept has supplied to all
Glovis Vessel along with clamps)
11. Glue - 15 Kgs (Each can of 3 Kgs)
12. Rubber roll, Length 100 M, width- same as hatch packing, thickness 3MM

Henceforth we shall have zero tolerance to cargo damages which could have been easily
avoided and will not hesitate to take punitive actions which could include forfeiture of
Performance Bonus and/or demotion or suspension of employment with us.

Tks and Brgds

Capt Sunil Garg