Best practices and insights on sampling procedures By the West P&I Club


Loss Prevention team


West P&I Club has published a loss prevention bulletin addressing the issue of cargo contamination claims and highlights best practices on sampling procedures.


According to West, cargo contamination claims are a major risk for tanker operators, often resulting in expensive disputes. Properly taken, sealed, and stored samples are essential to prove cargo quality at the time of loading. As tanker cargoes are loaded through closed systems, pre-loading inspection is not possible. Samples are the shipowner’s main defence in off-spec claims as they provide critical evidence to identify when and where contamination occurred, reducing claim costs and response time.


TYPES OF SAMPLES AND WHEN TO TAKE SAMPLES


Industry standard is that shore samples are taken unilaterally with no ship’s representative present. However, the vessel may request a shore sample which should be accompanied by a receipt and should be stored with the vessel’s other samples. Additionally, shore samples that are taken after discharge is completed should also be requested and stored with the vessel’s samples in the dedicated sample locker.


Sampling should be laid out in the charter party agreement and discussed in the pre-loading meeting with the cargo surveyor. The number, location and timing of samples should be discussed. Along with confirmation that the cargo surveyor will supply the vessel with a full set of samples and confirm the designated persons that will carry out the task of drawing, sealing and signing the samples.


Samples should always be taken with a member of ship’s crew present, representing the shipowner’s interests, and a cargo surveyor representing the charterer’s interests. Unilateral sampling should be avoided. However, if the cargo surveyor refuses to be present for ship sampling, ship’s crew must take independent samples.


These should be undertaken following the same guidance laid out in this bulletin, ensuring proper labelling, sealing and recording procedures as they can still be called for as evidence if there is a claim against the cargo. The cargo surveyor refusal to be present for ship’s sampling should be recorded in the Ship’s Logbook and the vessel should issue a Letter of Protest.


74 | ISSUE 113 | SEP 2025 | THE REPORT


SEQUENCE OF SAMPLING - Shore tanks. - Shore lines. - Ship’s manifold sample. - 1st foot samples. - Ship’s tank


running/composite sample.


- Ship’s tanks prior to discharge.


- Ship’s manifold at start of discharge.


If the cargo is homogeneous then a running sample is preferred. If the cargo is prone to stratification or if adequate time has not been given for free water to settle after completion of loading, spot sampling is required to form a composite sample. Commonly lower, middle and upper samples are taken and then combined to form a composite sample as an accurate representation of the bulk cargo in a given tank.


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