A tally sheet is a dedicated document that records the actual quantity of cargo and the number of packages, as well as the condition of the goods discharged or loaded. It is prepared by a tally clerk, a specialist who counts the cargo piece by piece or on the basis of measurements during loading and unloading.
In essence, a tally sheet is a receipt document or, more precisely, a document certifying that a particular logistics operation has been carried out. It shows the number of units actually handled, tied to the time, the place and the persons responsible.
A tally sheet is used whenever cargo physically moves between vehicles, terminals and storage areas.
It is typically used for:
loading or unloading at ports, railway stations and terminals;
transhipment between vessels, trucks and rail wagons;
cargo movements in multimodal logistics chains;
handover of containers, pallets and packages when several logistics operators are involved at the same time.
The main purpose of the tally is to record objective data on the quantity of the cargo (description, weight, number of units, volume, etc.) and on the condition of the lot at the moment it is moved. The document provides transparency where different interests meet: between ship and port, and between carrier and consignee.
Without a tally, it is impossible to prove exactly how many units of cargo were received or handed over. In a dispute, the court usually relies on this very document, provided that it has been filled in correctly and signed by the tally clerk.
Tallying during loading and unloading is part of our survey services.
A tally sheet is a standardised record-keeping document into which data are entered as the cargo is counted, piece by piece or by another method. It includes:
the exact quantity of cargo and a description of all packages (containers, boxes, rolls, bundles, pallets, etc.);
the condition of the goods discharged or loaded (intact, damaged, with broken packaging, etc.);
the date and time of the operation;
the place (warehouse, berth, terminal or other counting point);
the vehicle number;
details of the parties: who handed the cargo over and to whom;
the bill of lading or consignment note number;
signatures: those of the tally clerk and of the two parties involved in the operation, or those of the surveyor and the port tally clerk.
Any inaccuracy, whether in the figures, the description of condition or a signature, is a potential dispute. Errors in a tally sheet can lead to financial losses, delays in cargo clearance and even lawsuits.
Typical consequences:
a discrepancy in the quantity of cargo leads to additional charges or penalties, invoice adjustments or refusal of acceptance;
a discrepancy between the tally and the consignment note is used as evidence in disputes between the parties, especially if the cargo has been partly lost or damaged;
the absence of the tally clerk's signature renders the document legally void.
Corrections often have to be made in a separate report drawn up with all parties present. In such situations TopFrame often acts as a guarantor of accuracy: our independent verification protects clients against claims and provides an additional argument if a dispute arises.
No single law directly governs the preparation of a tally sheet as a record-keeping document, but several regulatory and industry documents provide the legal framework:
The Merchant Shipping Code of the Russian Federation (Articles 139-144) sets out the procedure for accepting and delivering cargo and for drawing up reports in the event of shortage or damage.
The rules for the carriage of goods by sea approved by Russian Government Resolution No. 574 lay down how the parties interact in sea carriage, including at the loading and discharge stages.
Port operating regulations and instructions apply in every seaport. They set the requirements for preparing the tally receipt, the deadlines for making entries and the way records are to be kept.
Rosmorport guidelines: recommended standards for ports and stevedoring companies covering loading and unloading procedures, including record keeping.
GOST R 52247-2004 sets out unified forms of primary accounting documents used in logistics and warehouse accounting.
Although federal codes do not mention the "tally sheet" as such, it is recognised as an industry standard. During inspections, supervisory authorities check that these documents exist, are correct, comply with the rules and bear the required signatures.
As an independent survey company, TopFrame works strictly within the regulations in force and the ports' internal procedures, ensuring that the documents are legally sound.
Yes, tally documents are gradually going digital. Modern ports and logistics hubs are introducing electronic tally sheets that can be signed with an electronic digital signature. Such systems reduce the risk of errors and allow data to be passed instantly to the information systems of carriers and inspectors.
For example, ports in Primorsky Territory and terminals in the Baltic have introduced modules in which cargo is counted using tablets with RFID readers. At the end of the shift, the tally is sent to the client's ERP system.
TopFrame is also involved in developing digital solutions: we integrate our inspection forms with clients' platforms using 1C, SAP or standalone APIs.
A joint tally sheet is prepared when the operation is monitored at the same time by the port tally clerk and a representative of the party concerned. This is common practice in international carriage, transit and custodial storage (safekeeping).
Data are entered after each cycle, most often after every sling load. Both parties reconcile their entries and sign at the end of the shift. Such a sheet is considered more reliable because it reduces the risk of errors and manipulation.
Some clients, including insurers and government organisations, specifically require the joint format, especially for the transhipment of valuable, damaged or sensitive cargo. TopFrame supports such operations, supervising both the physical count and the preparation of the document.
A tally sheet is not a formality. It is a document that lawyers, logistics specialists, insurers and courts rely on. It shows the quantity and condition of the discharged cargo and provides solid ground in disputes, settlements and inspections.
To avoid losing money and reputation, it is important to:
prepare documents correctly and on time;
work with professionals who know the regulatory framework;
use external support, especially for valuable or consolidated cargo.
Complex transport chains call for a systematic approach. TopFrame specialists can join at any stage, from receipt of the cargo at the port to transhipment between warehouses. We keep the records, prepare tally sheets and fit into your business processes quickly, without delays and with systematic quality control.
