VGM, SI and cut-offs: build the pre-sailing schedule

Delivering the container before the vessel sails is not enough. Document data, verified mass and physical gate-in can have different deadlines. Exporters need one schedule recording the owner, time and acceptance evidence for each task.

A cut-off is the deadline for a particular activity, not one date for the whole shipment. Start with the current booking confirmation and relevant carrier and terminal instructions. Do not copy the deadlines of the previous voyage.

SI: information for transport documents

SI, or shipping instructions, supplies the information used to prepare the transport document. Collect agreed party details, cargo description, package information, weights, container and seal numbers, and other required fields. Requirements vary; this is not a complete list for every country and product.

Assign someone to compare the instructions with the invoice, packing list and buyer's requirements. Agree consignee names early instead of waiting for loading. Destination-specific manifest requirements may bring the data deadline forward.

Record acceptance, not just “SI sent.” A rejected message, missing field or unaccepted correction leaves the task open.

VGM: container and contents together

VGM, verified gross mass, is the verified total mass of the packed container. Under the applicable SOLAS safety-of-life-at-sea requirements, the identified shipper is responsible for providing it. It is neither net cargo weight nor simply the pallet weight in a packing list.

Agree the method under applicable requirements: weighing the packed container or using an approved method of adding the components and tare. Confirm the provider, equipment or procedure, document and submission channel. Do not choose a method merely because a number is convenient to copy.

Recheck the submission if the container or contents change. VGM must match the specific unit and actual contents. It is a required condition for loading within the relevant regulatory scope, but does not guarantee vessel space.

Gate-in is another task

Confirm the terminal's full-container acceptance deadline and any earliest acceptance date. Truck departure from the warehouse is not terminal gate-in. Allow for appointments and possible gate restrictions as well as travel.

Give the driver the correct terminal, reference and instructions. Assign a contact to resolve gate problems before acceptance closes. Retain the gate receipt and match it to the booking.

A sample schedule

This example is fictional. D means planned vessel departure day. All times below are UTC, Coordinated Universal Time. The order and intervals are not a carrier standard.

Replace the example with actual dates and time zones from the confirmation. Set internal deadlines ahead of external ones to allow correction. The buffer depends on the operation and available people, not a universal number of hours.

After a voyage change

Reconfirm every deadline. A delayed planned departure does not prove that SI, VGM or gate-in cut-offs have also moved. Check the receiving location and the instruction version held by the warehouse.

If a deadline is at risk, identify the missing action, its owner and a realistic completion time. Obtain confirmed late acceptance or a revised plan. Sending a request for an extension is not receiving approval.

Final control card

Confirm shipment readiness from completed tasks. One green status cannot replace the others.