Ship's Agent

The ship's agent (also called port agent) is the shore-side representative appointed to handle the vessel's call at a specific port. Every port call — from a routine bunkering to a full loading + discharge cycle — runs through the agent. The agent's work touches pilotage, tugs, mooring, immigration, customs, health, cargo documentation, port dues, shore-based supplies (chandlery), and coordination with the P&I Club or class surveyor if required. Historically a family-firm trade; increasingly consolidated into multinational networks (Wilhelmsen Ships Services, GAC, Inchcape Shipping Services).

Nomination — who appoints

Voyage charter. Typically charterer nominates the agent at the load and discharge ports (part of the freight package). Owner-nominated agent optional at either end ("protective agent") to represent owner's interests.
Time charter. Charterer nominates + pays for the agent at each port call. Time-charter clauses typically address this.
Bareboat + owner-operator. Owner nominates + pays. Direct commercial relationship.
Cruise line. Cruise operators typically retain regional agent networks for consistent service standards.

Scope of agent's work

Pre-arrival

· File pre-arrival notifications with port authority + PSC + immigration.
· Book pilot + tugs.
· Arrange berth reservation with the terminal.
· Order stores, provisions, spares, bunker if needed.
· Coordinate cargo documentation with charterer + shipper.

In port

· Attend the vessel on arrival with the port pilot.
· Board the vessel + collect Master's papers for customs + immigration.
· Handle stevedoring supervision.
· Coordinate any surveyor attendance (cargo, class, P&I).
· Provide the Master with local information (weather, currency, medical).
· Deal with any crew changes, medical evacuations, or emergencies.

Departure + post-call

· Prepare Statement of Facts (SoF) documenting arrival + berthing + operations + departure times.
· Present Bill of Lading + Cargo Manifest for Master's signature.
· File all outgoing clearances (customs, immigration, PSC).
· Follow up any outstanding disbursements + prepare final port disbursement account.

Port disbursement account

The agent's final invoice — the Port Disbursement Account — details every cost incurred during the port call: port dues, pilotage, tugs, mooring boats, agency fee, stevedore, tally, cargo dues, immigration fees, health inspection, launch service, waste-reception fees, and any ancillaries. Typical size:

Small dry-cargo call: $10-30k.
Medium tanker call: $30-80k.
Large container ULCV call: $150-300k.
LNG carrier at a specialised terminal: $200-500k.

The owner or charterer typically requires supporting invoices for every line item. Disputes over disbursement items are common; formal PDA (Port Disbursement Account) auditing services (e.g. Braemar ACM Port Cost Manager) audit accounts for shipping majors.

Statement of Facts (SoF)

The SoF is the timeline document prepared by the agent + counter-signed by the Master documenting every significant event of the port call: NOR tender, waiting on berth, all-fast, hose-connected, cargo-start, cargo-stop, hoses-disconnected, cast-off. The SoF drives laytime + demurrage calculation under the CP. Master's signature is important; the Master should verify the SoF times against the deck log before signing.

Sub-agency + hub-and-spoke

Global agent networks (Wilhelmsen, GAC, Inchcape) provide consolidated invoicing and quality standards across many ports through direct offices or sub-agent networks. Sub-agency arrangements allow a nominal agent in one port to sub-contract the actual port-side work to a local specialist. Client shipowners typically prefer direct-office coverage for reasons of quality control + accountability.

Agent liability + insurance — ITIC

Agents are subject to significant professional-liability exposure — errors in cargo documentation, missing clearances, unauthorised commitments to spend on the vessel's account. The International Transport Intermediaries Club (ITIC) is the mutual insurance body specialising in ship-agent, ship-broker, and surveyor professional-indemnity cover. Reputable agents carry ITIC membership + comprehensive PI cover.