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Questions to Ask Before Choosing a Maritime Supplier, Owner or Service Provider
Before committing to a vessel, spare part, repair, yard slot or marine service, make sure you understand who you are dealing with, what is actually being offered, what is included, what is excluded and what could change the final cost or schedule.
Chartering a vessel
- What is the vessel's current position, and what is the basis for the stated position and availability?
- When is the vessel realistically expected to be ready to load, and what could affect that schedule?
- Who is the registered owner or disponent owner, and who is authorized to offer the vessel?
- Is the quotation coming directly from the owner, disponent owner, broker or another intermediary?
- What is included in the quoted freight or hire, and which costs remain for the charterer's account?
- Are there any known trading, port, draft, cargo, canal, sanctions or geographical restrictions that could affect the employment?
- Can the relevant vessel certificates, class information and insurance documentation be provided as part of the due-diligence process?
- What are the main conditions or exclusions attached to the offer?
Spare parts & equipment
- What is the exact manufacturer, part number and specification of the item?
- Is the item OEM, approved replacement, or aftermarket?
- If it is an aftermarket item, who is the manufacturer and what compatibility information is available?
- Is the quoted item new, refurbished or used?
- Is the item physically in stock, and where is it currently located?
- What is the realistic delivery time to the required vessel, port or warehouse?
- Can you provide photographs, technical documentation or identification details where appropriate?
- What warranty is provided, and what conditions or exclusions apply?
- Are certificates of conformity, material certificates or class-related documentation applicable to this item?
Shipyard / dry dock
- What is the proposed docking or repair slot, and how firm is that date?
- What work is included in the quoted scope?
- Which items are specifically excluded from the quotation?
- How are additional work and unexpected findings handled after inspection?
- Is there an agreed procedure for approving changes to the scope and cost?
- What assumptions have been made about steel renewal, machinery work, coating or other repairs?
- Which class society requirements or inspections are relevant to the planned work?
- What facilities, equipment and specialist subcontractors are available for the required work?
- What happens if the vessel arrives late or the yard schedule changes?
- How will progress, delays and additional costs be communicated?
Marine services
- What exactly is included in the proposed service and what is outside the scope?
- Who will actually perform the work?
- What experience do you have with similar vessels, equipment or jobs?
- Can you provide a recent reference for comparable work?
- What certificates, licenses, approvals or qualifications are relevant to the service?
- What is the expected start time and completion time?
- What happens if the work takes longer than originally estimated?
- Are travel, transportation, accommodation, materials, equipment or other expenses included?
- What warranty or responsibility applies if the work does not meet the agreed specification?
Questions to ask any counterparty
- What is the full legal name of the company providing the quotation?
- Where is the company registered, and which legal entity will be named in the agreement or invoice?
- Can you provide relevant company, trade or professional references?
- How long have you provided this type of service in the maritime sector?
- Who is the authorized person responsible for the quotation and subsequent agreement?
- How long is the quotation valid?
- What are the payment terms and what triggers each payment?
- Are there any deposits, cancellation charges or other financial conditions?
- What assumptions, exclusions or conditions could change the quoted price?
- What information or approval do you require from us before starting the work?
Before You Commit: Quick Checklist
- The counterparty has been identified and the contracting entity is clear.
- The quotation has a clear scope, price basis and validity period.
- Important exclusions and additional-cost conditions are understood.
- Availability, delivery dates or vessel schedules have been checked.
- Relevant technical documents and certificates have been requested where appropriate.
- Payment terms and cancellation conditions are understood.
- The person responsible for the job after confirmation has been identified.
- Any important assumptions or conditions have been recorded before commitment.
The exact checks required will depend on the type of transaction, vessel, service, jurisdiction and contractual arrangement.
Related: How to prepare an RFQ · Maritime chartering glossary