We provide professional vessel reception and comprehensive ship agency services in the Port of Klaipėda. Our strength is operational responsiveness and strong working relationships across the port community.
We provide timely information to the shipowner and the other parties involved in vessel arrival, departure and related port processes.
What is ship agency?
Ship agency means representing the shipowner in the Port of Klaipėda when vessel arrival or departure must be planned and carried out, crew changes and requirements managed, and technical inspections or surveys arranged. It includes planning and coordinating vessel arrival and departure, crew matters, technical services, inspections and other operational requirements associated with the port call.
The main objective is to ensure that all procedures are completed on time, all responsible authorities are informed and everything is carried out in accordance with applicable legislation and port requirements.
Process
1. Collection of vessel data and requirements
We collect information about the vessel, ETA and ETD, cargo, terminal, crew requirements and the port services required.
2. Arrival and documentation coordination
We coordinate notifications and documents with the port, terminal and other authorities involved in the process.
3. Berthing and cargo-handling coordination
Once the vessel arrives, we coordinate berthing, terminal operations and cargo handling according to the approved schedule.
4. Vessel and crew services
As required, we arrange water supply, waste handling, stores, technical works or crew changes.
5. Departure formalities
Once operations are complete, we coordinate the required departure documents, final timing and other actions so the vessel can continue its voyage.
Collection of vessel data and requirements
Berthing and cargo-handling coordination
Departure formalities
Arrival and documentation coordination
Vessel and crew services
- 1
Collection of vessel data and requirements
- 2
Arrival and documentation coordination
- 3
Berthing and cargo-handling coordination
- 4
Vessel and crew services
- 5
Departure formalities
Advantages
A vessel’s port call should not be a complicated process. By working with people who live and breathe ship agency, you gain not only well-managed operations but also peace of mind because we take care of the details for you:
Control
A ship agent acts as the link between all required authorities and parties, creating one clear and coordinated action plan.
Clarity
We provide clear timelines, specify the documents required and explain what must be done to achieve the required result.
One responsible contact
To avoid misunderstandings, it is useful to have one responsible person coordinating all information flows.
Fast response
Our agents work 24/7 and are always ready to assist and solve problems, whether during the day, at night or over the weekend.
Included services
Ship agency consists of several main service groups, which help ensure efficient service for vessels calling at Port of Klaipėda:
coordinating invoices and charges from the port, terminal, pilots, tug operators, and other suppliers; often preparing a Proforma Disbursement Account and Final Disbursement Account.
notifications and coordination with port authorities, customs, border control, the master, and other relevant institutions.
booking the berth and arranging pilots, tugboats, mooring teams, and other required services.
agreeing on loading/unloading schedules, berth availability, start times, productivity, and the overall progress of cargo operations.
handling vessel documents, manifests, declarations, and other port-related paperwork.
monitoring loading and unloading, recording delays, operational issues, and schedule changes.
arranging bunkers, fresh water, provisions, spare parts, technical services, waste disposal, and other requirements.
crew changes, transportation, visas, medical assistance, accommodation, and related support.
providing updates on ETA, ETB, cargo progress, ETC, ETD, incidents, and other important developments.
acting as the main point of contact when delays, technical issues, documentation problems, or schedule changes occur.
FAQ
Ship agency means representing the rights and interests of a shipowner, operator or charterer in port. Because vessel crews and owners are often based abroad and may not know local port rules, procedures or language, the ship agent acts as the local coordinator. The agent ensures smooth communication with the port authority, harbour master, customs, border authorities and terminals, and arranges the required port services such as tugs, pilots and mooring services.
The agent takes care of crew requirements in port: coordinating crew changes, flight tickets and transfers to airports, arranging urgent medical assistance where necessary, delivering provisions and food supplies to the vessel, and organising mail or parcel deliveries for the crew.
This service helps ensure uninterrupted vessel operation in port and technical safety. We can coordinate urgent vessel repairs in port, bunkering, drinking-water supply, waste disposal, delivery of technical spare parts to the vessel and their customs clearance where required.
Inspections are carried out by independent certified surveyors. They may check the condition of the hull, cleanliness and readiness of cargo holds, verify fuel quantities or supervise cargo operations. As ship agents, our role is to arrange these services on your behalf, coordinate the surveyor's access to the terminal and vessel, liaise with the master and ensure that reports are delivered smoothly to the owner.
