What Is Surveillance?
Loading surveillance means the surveyor attends while the goods are loaded into a vehicle, container or vessel, counts the quantity, records the condition of the goods and documents the stowage and sealing.
Why Is It Done?
The aim is to document the actual situation at the moment of loading. In disputes over shortage or damage found on arrival, this report is the only independent record of the condition of the goods at loading.
Who Requests It?
- Exporters and importers
- Insurance companies and insureds
- Letter-of-credit parties
- Freight and logistics companies
- Commodity traders
Scope of Surveillance
- Pre-loading cleanliness and suitability check of the vehicle/container
- Counting and recording of the loaded quantity
- Visible condition of the goods at the time of loading
- Packaging integrity and damage detection
- Stowage arrangement and lashing
- Pre-cooling and set-point values for temperature-controlled loads
- Sealing and recording of seal numbers
- Loading start and end times
- Weather conditions and interruptions occurring during loading
Related Standards
- ISO/IEC 17020
- IMO/ILO/UNECE CTU Code
- ISO 1496 series
Method and Equipment
- Counting and recording equipment
- Access to calibrated scales (vehicle weighbridge, etc.)
- Photo and video recording equipment
- Thermometer and data logger
- Seals and sealing materials
- Moisture meter (for hygroscopic loads)
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
- Loading location, date and time range
- Vehicle/container number and seal numbers
- Loaded quantity and counting method
- Stowage and lashing photographs
Limits of the Report
A survey report records the condition of the goods AT THE TIME and AT THE PLACE of the survey, and no further. It is not a quality guarantee, a certificate of conformity or an insurance cover. Where the survey is based on sampling, the result represents only the sample drawn; it gives no absolute assurance for the whole lot. Changes arising during handling, transport or storage after the survey fall outside the scope of the report.
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
Why is the container cleanliness check carried out?
Residue, odour or moisture left from the previous load directly spoils the goods, especially in food, feed and hygroscopic loads. This cannot be detected once loading has started; the check is therefore carried out before loading and recorded in the report.
Why is the seal number so important?
The seal is the only proof that the container has not been opened between loading and arrival. If the seal number does not match at arrival, or the seal is broken, responsibility for shortage and damage shifts directly to the transport chain.
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.