Survey: An independent inspection and recording of facts concerning the cargo, the means of transport or the cargo handling conditions at a particular stage of carriage or storage.
Surveyor: A specialist who carries out the inspection (survey) and issues a report with observations, measurements and attachments (photos/videos).
Quality inspection: A check that a lot conforms to the specification, reference samples, standards or order terms; the results are recorded in a report.
Claims surveyor: A specialist engaged to inspect, record the circumstances and make a preliminary assessment of the loss or damage in claims and insurance cases.
Average adjuster: A specialist who calculates general average (GA) and apportions the related contributions and expenses among the interested parties.
Freight forwarder: The party that organises the carriage and the paperwork, coordinating carriers, terminals and contractors along the supply chain.
Carrier: The party that performs the carriage under the contract and is responsible for it within the terms of the contract and the applicable rules.
Shipper: The party that hands the cargo over for carriage and usually prepares the initial shipping documents.
Consignee: The party that receives the cargo at destination and completes the acceptance and release formalities against the documents.
Freight: The charge for using a means of transport, or part of its capacity, to carry cargo.
Charterer: The party that charters a vessel (in whole or in part) and assumes the obligations set out in the charter party.
Bill of lading (B/L): A sea transport document that evidences receipt of the cargo for carriage and the terms of carriage and, depending on its type, may serve as a document of title.
Sea waybill: A sea transport document that evidences the contract of carriage and receipt of the cargo but is usually not a document of title.
CMR consignment note (CMR): The consignment note used for the international carriage of goods by road under the CMR Convention; it contains details of the cargo, the route and the parties to the carriage.
Commercial invoice: The seller's bill stating the value, the description of the goods, the terms of sale and the details of the parties; it is often required for customs and financial procedures.
Packing list: A list of packages and their contents: number of cartons/pallets, weights, volumes and marks; it helps to check that the consignment is complete.
Specification: A description of the product characteristics and the requirements for the lot (model, composition, grade, tolerances, packaging, marking, etc.).
Certificate of origin: A document stating the country of origin of the goods; it may be required for customs purposes and trade preferences.
Quality certificate / certificate of conformity: Documents confirming the declared properties and/or conformity with requirements (under the contract, standards or technical regulations).
Tally sheet: A record of the actual number of packages/units during loading or discharge (count, recount, shortages/overages).
Manifest: A summary list of the cargo on a voyage or vessel: the consignments, the documents and the key carriage data.
Mate's receipt: In maritime practice, an acknowledgement issued by the ship's officers that the cargo has been received on board or for loading, before the bill of lading is issued.
Statement of Facts (SoF): A chronological record of events and operations in port (arrival, berthing, readiness, start and completion of operations, delays); it is used for laytime calculations.
Notice of Readiness (NOR): A notice that the vessel is ready to load or discharge; how it is tendered and what follows from it are governed by the charter party or contract.
Delivery Order (D/O): An instruction to release the cargo or container (the form and rules depend on the carrier and the terminal).
Survey report: The final document of an inspection, stating what was inspected, where and when, which facts were recorded, which measurements were taken and which attachments are enclosed.
Inspection report (akt osmotra): A short form recording the results of an inspection (usually place and time, condition, remarks, signatures and contact details of the parties).
Damage report: A document recording the damage or nonconformities found and the conditions under which they were found; it is often supported by photos.
Claim: A formal demand for compensation for losses (addressed to a carrier, supplier or insurer), with supporting evidence attached.
Photo log: A set of captioned photos (what was photographed and where, package/container number, date and time) that serves as evidence.
Loading/discharging survey: Supervision of loading or discharge: condition of packaging, cargo handling, securing, compliance with the required conditions, recording of incidents.
Quantity check: Reconciliation of the actual number of packages/units or weight with the documents (recount, weighing, measurements).
Weighing: Determining the weight on scales or a weighing platform; the results matter for reconciliation and for shortage/overage claims.
Draft survey: Determining the weight of cargo by reading the vessel's draft before and after cargo operations and applying the necessary corrections and calculations; it is used for dry and liquid bulk cargoes.
GOST R 59145-2020: A Russian national standard setting out methods for calculating the weight of cargo from the vessel's draft (used as a reference in practice and in survey methodologies).
Bunker survey (bunker quantity survey, BQS): Determining the quantity of fuel on board (before and after bunkering or on a reference date) by soundings and calculations; it helps to avoid discrepancies.
Sampling: Taking representative samples for quality analysis (the sampling procedure and sample size are usually set by standards or the contract).
Sealing: Fitting a seal to a container or vehicle and recording the seal number; the seal shows whether there has been unauthorised access.
Marking: Applying identification marks to the consignment and its packages (numbers, handling marks, orientation marks, etc.) for record-keeping and safe handling.
Nonconformity: A deviation of the goods, packaging or documents from the specification or contract terms, recorded during an inspection.
Container: A standardised cargo unit for carriage and transhipment; the container type is chosen to suit the cargo and the conditions.
TEU / FEU: Standard capacity units: one TEU is the equivalent of one 20-foot container, one FEU is the equivalent of one 40-foot container.
FCL (Full Container Load): A shipment in which a whole container is used for a single consignment or a single cargo owner.
LCL (Less than Container Load): A groupage (consolidated) shipment in which cargo from several shippers/consignees shares one container.
Reefer: A container with a refrigeration unit for carrying temperature-controlled cargo.
Out-of-gauge cargo (OOG): Cargo that exceeds the dimensions of a standard container or platform and requires special stowage and securing arrangements.
Port of loading (POL): The port where the cargo is accepted for sea carriage and loaded onto the vessel.
Port of discharge (POD): The port where the cargo is discharged from the vessel and handed over for onward delivery or release.
ETA / ETD: The estimated time of arrival (ETA) and estimated time of departure (ETD) of a vehicle or vessel; they may change as circumstances develop.
Transit time: The approximate delivery time along the route (usually not guaranteed unless the contract states otherwise).
Transhipment: Transfer of cargo or a container from one vessel or means of transport to another en route.
Free time: The period of free use of a container or free storage at the terminal under the carrier's or terminal's terms.
Demurrage: A charge for keeping or using a container at the terminal beyond the free time.
Detention: A charge for using a container outside the terminal (at the customer's premises, in a warehouse or in transit) beyond the free time.
Depot: A yard or facility where empty containers are released, received, stored and inspected.
Apparent damage: Damage that can be detected visually on receipt (dents, torn packaging, water marks, etc.).
Concealed damage: Damage that is found only after opening or unpacking, when there may have been no external signs.
Shortage: The actual quantity is less than stated in the documents or shipped.
Overage: The actual quantity is greater than stated in the documents or shipped.
Contamination: Ingress of foreign substances, odours, dust or moisture that affects the quality or fitness for use of the goods.
Wet damage: Damage caused by water or condensation; it is important to record the source and the signs (stains, mould, odour).
Insured event: An event whose occurrence may give rise to a right to payment under the policy (within the terms of the insurance).
Deductible: The part of a loss that the insurer does not pay under the policy terms (always check the amount and type in the policy).
Subrogation: The transfer to the insurer of the right of claim against the party at fault, up to the amount of compensation paid (where the policy terms or the law provide for it).
General average (GA): Expenditure or sacrifices made for the common safety in order to save the vessel and the cargo; they are then apportioned among the interested parties.
Particular average: A loss that falls on a particular interest (for example, damage to a specific consignment) and is not apportioned as general average.
Note of protest (master's protest): An official record or declaration by the master of an incident or of the circumstances of the voyage, for the subsequent settlement of disputes.
Report section | What to record | Why it is needed |
1) General details | Date/time, location, purpose of the inspection, client, contact persons on site. | To link the report to the event and rule out disputes about where and when. |
2) Subject of inspection | Lot/container/vehicle: numbers, type, route, storage and carriage conditions. | To identify the cargo and the logistics unit unambiguously. |
3) Documents | Which documents were presented and what exactly was checked against them (invoice, packing list, consignment notes, etc.). | To link the actual findings to the sale and transport documents. |
4) Packaging and marking | Type of packaging, its integrity, package marks, handling marks. | Packaging and marking are often what explains the cause of damage. |
5) Seals/access | Seal number, seal condition, signs of tampering, who was present when the unit was opened. | A key section for investigating unauthorised access. |
6) Quantity | Recount of packages/units, tally results, shortages/overages. | The basis for quantity claims. |
7) Cargo condition | Visible defects, signs of wetting or contamination, damage to packaging and contents. | The basis for quality and damage claims. |
8) Measurements/weighing | What was measured and by what method (scales, measurements, draft/bunker survey, where applicable). | To confirm weight/volume and make the figures harder to dispute. |
9) Photos/videos | What was photographed: general view, damage, seals, marks, the opening and counting process. | Evidence and reproducibility of the findings. |
10) Conclusions and recommendations | A brief summary: what was confirmed, what was not, what the risks and next steps are. | To make the report practical and easy to act on. |
You receive a report like this after every TopFrame survey inspection.
How does a survey differ from ordinary acceptance of goods?
A survey is an independent record of facts and condition that can serve as evidence; acceptance is part of the consignee's or warehouse's day-to-day operations.
When is a survey needed during carriage?
Whenever evidence matters: before shipment, during loading or discharge, when damage is found, or in a dispute over quantity or quality.
Can a surveyor's report be used in a claim?
Yes, as confirmation of the facts established during the inspection and of the attachments (photos/measurements). How much weight it carries depends on the contract and on the requirements of the party the claim is submitted to.
What is most important to record in the first minutes after damage is found?
Identification of the cargo/container, the seals, the packaging, the nature of the damage and the overall context (place, time, conditions).
What are FCL and LCL in simple terms?
FCL is a container used for one consignment or one cargo owner; LCL is a groupage container carrying cargo from several shippers/consignees.
Are demurrage and detention the same thing?
No. Demurrage usually applies to a container held at the terminal, detention to a container held outside the terminal.
What should you do if the damage is concealed and everything looks intact from the outside?
Document the opening and record the process, take photos/videos, draw up a report and keep the packaging as evidence.
Why is a draft survey needed?
To determine the weight of dry or liquid bulk cargo from the vessel's draft when direct weighing is impossible or impractical.
Why is a bunker survey needed?
To check the actual quantity of fuel on board and reduce the risk of discrepancies in settlements or fuel transfers.
How much of a glossary should go into contracts and instructions?
The key terms with consistent definitions are enough; details are better placed in annexes and internal procedures.
