Hidden Voyage Costs: What You Need to Know Before Approving Cleaning Crews Onboard

 🚢 Hidden Voyage Costs: What You Need to Know Before Approving Cleaning Crews Onboard

💡 Could This Small Operational Request Cost You Big?

 

Three Quick Yes/No Questions to Spark Curiosity:

1. Have you ever allowed a third-party cleaning gang onboard mid-voyage?
2. Do you know if such arrangements could trigger off-hire claims, crew liability, or immigration complications?
3. Would you approve the request if it meant potential P&I exposure or Charter Party breach?

 

📜 Clause Breakdown: Embarking Cleaning Gang Enroute – Smart Move or Costly Mistake?

As discussions begin for loading grains in Brazil, a practical idea surfaces: allow a cleaning gang (3–4 persons) to embark at Las Palmas and disembark at the Brazil loadport. While operationally sound, this arrangement could carry hidden legal, commercial, and safety risks.

🔍 What’s at Stake?

This scenario touches several overlapping concerns under the charter party and international maritime law:

• Charter Party Terms: Most standard CPs (e.g., NYPE, SHELLTIME, GENCON) do not automatically allow third-party personnel onboard without Owner's written approval.
• P&I Considerations: These workers may not be covered under standard crew insurance. Unauthorized embarkation can trigger P&I cover concerns, especially if an injury occurs onboard.
• Immigration & Port State Control: Authorities at intermediate or destination ports (Brazil in this case) may raise concerns about unregistered personnel onboard.
• Crew Safety & Workload: The vessel Master may object to managing unfamiliar personnel during navigation—especially through high-traffic zones like the Atlantic or Caribbean approaches.
• Liability for Delays or Incidents: If the presence of the gang results in delay or incident, who pays? The lack of clarity can lead to post-voyage disputes.

📌 Common Pitfalls:

• Overlooking Master’s authority and safety concerns.
• Assuming immigration clearance at destination without formal process.
• Charterers acting independently without CP amendment or rider clause.
• No clear arrangement on insurance coverage for the cleaning team.

 

🛠 Actionable Steps for Stakeholders

⚓ For Owners:

• Require formal written request and issue Letter of Indemnity (LOI) from Charterers.
• Confirm P&I club is informed and any risks are covered.
• Ensure Master's approval and clear instructions for onboard conduct.
• Insist on charter party rider clause amendment if needed.

⚓ For Charterers:

• Seek written permission from Owners in advance—never assume acceptance.
• Provide LOI confirming full responsibility for embarked personnel.
• Ensure the cleaning team has valid seaman’s books or visas (as needed).
• Clarify who is responsible for food, accommodation, PPE, and safety briefings onboard.

⚓ For Operators/Managers:

• Coordinate with port agents at Las Palmas and Brazilian ports for pre-approval.
• Document everything in voyage file—this protects all parties.
• Monitor performance of the cleaning gang to ensure no interference with navigation or crew duties.
• Keep copies of insurance certificates and emergency contact info for each individual.

 

✅ Conclusion & Call to Action

Embarking a cleaning gang mid-voyage might seem like a harmless, even helpful, solution—but in the world of shipping, nothing is casual. With legal, insurance, and compliance angles to cover, getting it right means being proactive, not reactive.

✔️ Get ahead of the issue—plan, inform, and document.

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⚠️ Disclaimer:

This blog post is for informational purposes only and does not constitute legal or contractual advice. Always consult your charter party, legal advisor, and P&I club before making operational decisions.