What Is Surveillance?
Damage survey is the examination by an independent surveyor of damage to goods or equipment, documenting its extent, magnitude and probable cause. It is the basic support for insurance claims and recourse proceedings.
Why Is It Done?
The aim is to record the damage independently of the parties and in good time. Once the scene has been disturbed, determination becomes difficult; the survey is therefore carried out at the earliest possible moment.
Who Requests It?
- Insurance companies and adjusters
- Insured buyers and sellers
- Carriers and logistics companies
- Terminal and warehouse operators
- Parties to legal disputes
Scope of Surveillance
- Extent of the damage and quantity affected
- Type of damage: wetting, crushing, breakage, contamination, heating, corrosion
- Location and distribution of the damage
- Packaging condition and adequacy of protection
- Condition of the transport vehicle and container
- Seal integrity and transport records
- Temperature/humidity data logger outputs
- Observations on the probable cause of the damage
- Assessment of the quantity of salvageable goods
- Loss mitigation recommendations
Related Standards
- ISO/IEC 17020
Method and Equipment
- Photo and video recording equipment
- Hygrometer and thermometer
- Measuring instruments
- Sampling and sealing materials
- Data logger reading equipment
Surveillance Process
- 1Appointment and InstructionsThe survey instruction is received in writing: scope, method to be applied, sampling plan, specification and reporting expectations are clarified. The scope of the instruction also sets the limits of the report.
- 2Collection of Shipment DataContract or letter-of-credit terms, the proforma invoice, the packing list and earlier analysis reports are reviewed; the date and place of the survey are planned.
- 3Site PreparationThe surveyor attends the location; warehouse, terminal or vessel conditions and the suitability of weighing and measuring equipment are assessed.
- 4Carrying Out the SurveyQuantity determination, sampling, inspection and the required measurements are performed by the defined method; every step is documented with photographs and records.
- 5Sample HandlingWhere samples are taken they are sealed, labelled and distributed between the parties; a witness sample is retained. If analysis is required, samples are dispatched to the laboratory.
- 6Recording of FindingsAny nonconformity, damage or shortage found is recorded on the spot and reported to the principal.
- 7ReportingThe survey report is issued; its scope and the time and place of the survey are stated explicitly. Where a letter of credit so requires, a survey certificate is issued in the format demanded.
Surveillance Report
- Details of the survey company, the surveyor and the principal
- Date, time and place of the survey
- Description of the goods, batch/lot and reference documents
- Survey method applied and the sampling plan, if any
- Measurement and weighing results, equipment used and its calibration data
- Condition of packaging, marking and stowage
- Nonconformities, shortages or damage found
- Photographic records
- Sample seal numbers and retention details
- Statement of the limits of the survey's scope
- Date, location and attendees of the damage survey
- Type and extent of damage and affected quantity
- Detailed photographic record
- Observation on the probable cause of the damage
- Salvageable goods assessment
- Loss mitigation recommendations
Limits of the Report
The surveillance report ESTABLISHES the damage; it does not rule on fault or the apportionment of liability. Legal liability for the damage is determined according to the provisions of the contract, transport legislation and insurance policy; the surveillance report is an input to that assessment. Furthermore, the report is not a valuation of damages or an adjuster's report; monetary assessment is a separate service.
Accreditation
Surveillance activities are carried out under ISO/IEC 17020, which requires the impartiality of the survey body, the competence of its personnel and the validity of the survey methods. The impartiality rule is decisive: a survey body may not be a party to the trade in, or the manufacture of, the goods it surveys. EUROLAB holds internationally recognised accreditation under ISO/IEC 17020, granted by accreditation bodies that are signatories to the ILAC mutual recognition arrangement; because accredited scope is defined per type of surveillance, it is confirmed in writing at the quotation stage.
Scope and authorisationsRelated Surveillance Services
Frequently Asked Questions
How quickly should the damage survey be conducted?
As soon as possible. Over time the damage site changes, the goods are handled, and traces of the cause disappear. In addition, transport legislation and insurance policies set a time limit for notification; missing that deadline weakens the right to claim.
Does the surveyor determine who is responsible for the damage?
No. The surveyor reports observations and a technical assessment; the apportionment of liability is a legal matter and is determined by the parties or the courts according to the contract and legislation.
Is the surveillance report a quality guarantee?
No, it is not. The report documents the condition found at the time and place of the survey. Changes the goods undergo during subsequent transport, handling and storage are outside the scope of the report, and the surveillance body is not responsible for them.
How is the surveyor's independence ensured?
Surveillance is carried out under ISO/IEC 17020, which requires impartiality and the prevention of conflicts of interest. The surveillance body cannot be a party to the buying or selling of goods it surveys.
How long does it take to issue the report?
Preliminary findings are communicated the same day the fieldwork is completed. The final report depends on the arrival of laboratory results if analysis is required; the timeframe is specified in writing at the quotation stage.