SGS / BV Inspection Checklist Generator

INSPECTION SCOPE OF WORK

Inspection agency: [to be nominated]
Commodity:         [commodity]
Quantity:          [quantity]
Vessel:            [vessel / TBN]
Load port:         [port]
Operation:         Loading supervision
1. Pre-loading / pre-discharge
  - Nomination and scope confirmed in writing
      Confirm cargo, quantity, vessel, laycan, exact scope of work and reporting distribution list before attendance.
  - Hold cleanliness and suitability inspection
      Holds to be clean, dry, free of loose rust scale, previous cargo residue and odour. Issue a hold-fitness certificate before loading commences.
  - Hatch cover weathertightness test
      Ultrasonic or hose test on all hatch covers with a written result per hatch.
  - Stockpile / shore-tank condition survey
      Photograph and record the loading stockpile, contamination risk and segregation from other grades.
  - Weighbridge and belt-scale calibration certificates
      Obtain current calibration certificates for every weighing device in the loading chain.

2. Sampling
  - Written sampling plan agreed before first grab
      Increment count, increment mass, sampling point, and whether mechanical or manual.
  - Mechanical / stopped-belt sampling  [ISO 18283 / ASTM D2234]
      Preferred method for coal and petcoke; stopped-belt is the reference method for bias testing.
  - Sample division and sealing into four portions
      Load-port laboratory, Seller, Buyer, and a sealed referee sample retained 90 days from B/L date.
  - Separate moisture sample sealed immediately
      Total moisture must be determined on a dedicated, airtight-sealed sample taken at the point of loading.
  - Buyer's / Seller's representative witnessed sampling
      Record attendance and any objection raised at the time.

3. Analysis
  - Proximate, ultimate, CV, sulphur, HGI, ash fusion  [ASTM D3172 / D5865 / D4239 / D409]
      State the reporting basis (ARB / ADB / DB / DAF) for every parameter on the certificate.
  - Size distribution / screen analysis  [ISO 4701 / ASTM D4749]
      Sieve analysis against the contract sizing spec.
  - Laboratory ISO 17025 accreditation confirmed
      Attach the scope of accreditation covering each method used.
  - Preliminary results within 24 h, final certificate within 5 days
      Agree the reporting deadline in the nomination — LC presentation windows are short.

4. Quantity determination
  - Initial draft survey  [UN ECE draft survey code / ISO 22337]
      Six-point draft readings, all tanks sounded, density measured, constant verified.
  - Final draft survey
      Same surveyor and method as the initial survey; note any bunkering or ballast movement between surveys.
  - Shore weighbridge / belt-scale figures reconciled
      Report both figures and the percentage difference; explain any variance beyond 0.5 %.
  - Bag or package tally
      Applies to bagged parcels; record short-landed, torn and slack bags separately.
  - Sounding and ullage of all tanks recorded
      Ballast, fresh water, fuel, diesel, lube and slops — the deductibles drive the cargo figure.

5. Loading / discharge supervision
  - Continuous supervision of the operation
      24-hour attendance where the operation runs continuously; log stoppages with cause and duration.
  - Contamination and segregation watch
      Prevent commingling of grades, foreign material and previous-cargo residue.
  - Weather and stoppage log
      Feeds directly into the laytime statement — record start and stop times to the minute.
  - Trimming and stowage witnessed
      Confirm the cargo is trimmed level per the IMSBC Code where required.
  - Hatch sealing after completion
      Apply numbered seals, photograph each seal and list the numbers in the report.
  - Photographic record
      Holds before loading, cargo condition, sampling points, seals and any damage.
  - Cargo condition and damage survey at discharge
      Note wet damage, caking, contamination and short-landing with photographs and joint survey where possible.

6. Certificates and reporting
  - Certificate of Quality / Analysis
  - Certificate of Weight / Quantity
  - Certificate of Sampling with method statement
  - Draft Survey Report (initial and final)
  - Hold Cleanliness / Fitness Certificate
  - Supporting statements for Certificate of Origin
  - Pre-Shipment Inspection (PSI) certificate for destination customs
      Required by a number of African and Asian import regimes — confirm which agency is mandated.
  - Certificate wording matches the LC field 46A verbatim
      Issuer name, date, wording and signature requirements must mirror the credit exactly, or the presentation is discrepant.
  - Report distribution list and deadline agreed
      Seller, Buyer, bank, charterer, P&I — set the deadline against the LC presentation window.

All certificates to be issued on the agency's letterhead, signed and
stamped, with wording matching the letter of credit requirements exactly.
Referee samples to be retained sealed for 90 days from bill of lading date.