Emergency correction flow and responsibility boundary when loading is rejected due to VGM weight discrepancy

Understanding VGM in Shipping

The Verified Gross Mass (VGM) has become a crucial element in the shipping industry.
This regulation was enforced to enhance safety and reduce risks associated with container shipping at sea.
VGM is essentially the total weight of a shipping container, including the cargo content and the tare weight of the container itself.
This accurate weight measurement is necessary to ensure vessel stability, prevent accidents, and maintain efficiency.

Why VGM Accuracy Matters

There are several reasons why precision in VGM calculations is essential.
First and foremost, incorrect or misreported VGMs can endanger the vessel and crew members.
An inaccurate VGM can lead to improper cargo stowage, increasing the risk of container shift, vessel instability, or even sinking.
Moreover, VGM discrepancies can lead to logistical challenges, causing delays, fines, and additional operational costs.

What Happens When a VGM Discrepancy Occurs?

In the shipping industry, a VGM discrepancy occurs when there is a variance between the weight declared by the shipper and the actual weight calculated during terminal checks.
Such discrepancies, if significant, can result in the rejection of a loaded container.
When this happens, it is vital to quickly identify the source of the error and take corrective actions.
Failure to do so can disrupt the supply chain and lead to substantial financial losses.

Emergency Correction Flow

The emergency correction flow is a systematic approach designed to rectify discrepancies swiftly and efficiently.
Here is a detailed look at the steps involved:

1. Immediate Notification

The first step in the correction process is immediate notification of all stakeholders involved.
This includes the shipper, freight forwarder, terminal operator, and carrier.
Quick communication ensures that everyone is aware of the discrepancy and can initiate their part of the resolution process without delay.

2. Verification of Recorded Data

Once notified, the shipper should verify the recorded VGM and review their weighing process for potential errors.
It is essential to check whether the weighing equipment was calibrated correctly and whether there was an error in transcription or communication during the VGM submission.

3. Communication with the Terminal

The shipper must establish communication with the terminal operator to discuss and understand their process of verification.
The terminal might provide information about their weighing method and any instruments used.
This data is crucial to identify if the discrepancy originated from the shipper’s side or there was an issue with terminal weighing.

4. Reweighing the Container

If the source of the discrepancy is unclear, reweighing the container might be necessary.
The shipper may request a second verification using different equipment or conduct a new weight check themselves.
Accurate instruments and rigorous procedures must be employed during reweighing to ensure reliable results.

5. Rectifying Documentation

Once the correct weight is verified, it is important to promptly amend the VGM documentation.
The shipper should provide updated records to all parties involved, ensuring that the new details are logged into the carrier’s system and reflected in all necessary paper or digital transactions.

6. Resolution and Agreement

The final step is to reach an agreement with the terminal and carrier on the revised VGM.
This agreement may involve modifying shipping plans or reevaluating charge costs if substantial weight changes are identified.
All amendments should be transparent and documented to avoid future disputes.

Boundaries of Responsibility

Having clear responsibility boundaries is essential to smoothen the resolution process during VGM discrepancies.

Shipper’s Responsibility

The shipper bears primary responsibility for providing the correct VGM.
This includes using properly calibrated weighing equipment and adhering to standardized procedures for weight determination.
The shipper must also ensure timely and accurate information dissemination of the VGM to other stakeholders.

Terminal Operator’s Role

Terminal operators are responsible for verifying the declared VGM.
They must ensure that their weighing instruments conform to regulatory standards.
Moreover, terminal operators should facilitate the reweighing process and assist in clarification if a discrepancy is found.

Carrier’s Obligations

Carriers are responsible for ensuring that only containers with verified and approved VGMs are stowed on the vessel.
They are also involved in the discrepancy resolution process, ensuring that changes in stowage plans post-discrepancy are managed efficiently.

Conclusion

VGM weight discrepancies pose profound challenges in the shipping industry, affecting safety, efficiency, and costs.
Understanding and implementing a robust emergency correction flow is essential for managing these situations effectively.
Alongside, having a clear delineation of responsibility among shippers, terminals, and carriers helps streamline the resolution process.
By maintaining vigilance and adhering to standards, the shipping industry can safeguard against the risks of VGM discrepancies and enhance overall maritime operation safety.