Report- Guidance Notes

Report Date Do NOT simply use numbers. The American convention

is the reverse of most of the rest of the world and can
cause confusion. Use the convention: - 28 October
2017
Our Reference Provide both UK and local references where applicable
Client Reference
Advised Material Information should always be presented as ‘advised’ or
Advised Tonnage ‘described as’ based on the original customer
instructions received.
Location
Date & Time of Inspection As above, use the convention: - 28 October 2017
Inspection Type Visual inspection
Attendees Summarize a complete list of all attendees present
during the inspection: full name, position, the
company, their responsibilities etc. for example: - (i)
Albizia Surveyor (ii) Warehouse Representative (iii)
Cargo Agent Representative (iv) Customs Agency
Representative

This report MUST be read in conjunction with the holding company’s certificate (i) ‘no.: XXXXX issued
by COMPANY on DATE’ or (ii) ‘a copy of which was not provided to us although we have requested from
the relevant parties, and/or any other supporting documentation issued by the relevant parties.

Select appropriate text either (i) or (ii) considering if copies of ‘holding certificates’ were provided or
not provided by the relevant parties (i.e. the warehouse, the client etc.). If there is no corresponding
HC, this sentence can be removed entirely.

Whenever one of the following items cannot be answered, the reasons why should be
indicated. Where possible, preference is that Albizia does not rely on verbal confirmation
only.

1. Name and address of storage

facility.

2. Is the storage facility bonded? If the facility is said to be bonded, obtain copies of

ALL WORK UNDERTAKEN IS SUBJECT TO OUR STANDARD TRADING TERMS AND CONDITIONS OF BUSINESS
Albizia Limited
Company Reg. No. 72047
P.O. Box 6672, Dar Es Salaam, Tanzania
 any supporting information such as; (i) copy of
If only partly, which parts? registration documents (ii) copy of site
ownership/lease (iii) dates of registration (iv)
photographs of site signage (v) affiliate
memberships (i.e. LME) etc. If we are unable to
obtain this information, advise why.

If the facility is not bonded, advise how we know

this (i.e. ‘As per verbal advice…’.

3. Describe the storage facility Ask the warehouse representative to provide a

(including number of schematic of the facility.
bays/warehouses, storage
capacity).

4. Describe the general state of Use expressions such as ‘appears to be’.

repair of the storage facility.

Comment upon the security This should be based on verbal advice from the
aspect of the storage facility. Warehouse representative.

Is there a log record for visitors

signing in and exiting the
facility?

As advised by the warehouse, provide details on

Provide details of warehouse permanent workers and casual workers, including
personnel. details of any services/facilities out-sourced to third
parties.

Provide details of any third-Party As advised by the warehouse, provide details of any
assessments. third-party assessments (i.e. government agencies,
fire authorities, HSE etc.) including what are the
procedures, the regularity of controls etc.

5. Have you sighted goods inward This is not an ‘optional’ request.

records of receipt specific to this
material? If so, when?

Obtain copies of these records if Albizia need to have complete access, review and
available. obtain copies of all supporting documentation. If we
are able to sight records, advise when these were
sighted (i.e. day of inspection or in advance?). If we
are unable to sight/obtain records, advise why.

Provide comprehensive details of control

procedures, the regularity of procedures, who are
responsible parties, consistency of information etc.
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 By way of example, Albizia must track/audit the
material from receipt to destination of storage
(which bay etc.) and then ensure that there has
been no subsequent movement (according to
records); hence establishing ownership as far as the
records reflect.
Have we sighted/obtained
warehouse records of ownership Material ownership should be based on
specific to this material? documentation sighted/material labels/verbal
advice. We must not under any circumstances
indicate that Albizia confirm ownership of the
material.

Consider what documents are relevant to confirm

material ‘ownership’ and include detailed
photographs for any signage indicated on the
material stocks. (i.e. warehouse
receipts/confirmations etc.)

6. What is the location within the It is essential that the material location is clearly
storage facility, of the material identified and recorded (i.e. schematic); so any
being inspected? follow-up visits can be performed without delay or
problems identifying cargoes. Check the stock ID
plate, bay numbers etc.

What is the storage reference? Pay attention on authenticity, property markings

and alert relevant parties if suspicious situation
noticed during contact with the warehouse or
difficulties in locating the material in the
warehouse.

Request the warehouse to provide a storage plan.

Prepare (draw) a map of the inspection site

providing a layout of the site and clearly
highlighting the material stocks that have been
checked by Albizia; with an indication of distance
Was the material covered with from surrounding key land marks.
tarpaulin?
Request tarpaulin covers to be removed prior to
Was all of the material clearly inspection so that the material can be physically
presented for inspection? sighted.

Provide details of any issues presented such as

Were any foreign materials packing in containers, drums etc. that restricted
noticed in/around the material at sighting the material.
the time of our attendance?
Comment on visual material condition and the
presence (or not) of any foreign materials observed
only during our attendance; Albizia are not in
control of circumstances arising outside our
inspection. Do not state ‘no risk of contamination’.

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7. What materials are stored Answers should be based on advice from the
nearby? warehouse personnel/documents sighted.

What are their storage

references?

Are they covered by tarpaulin?

How are nearby materials

separated from the material
being inspected?

8. How is the material marked?

What labels, stampings, painted

markings are there?

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9. What is the advised quantity of Comments should be based on ‘advised’ customer
material? information or ‘provided’ warehouse stock receipt
documentation.

Where an estimation of quantity is performed either

through a piece count or bulk density x volume
calculation; describe clearly and accurately the
exact process and calculation carried out.

For packed materials, describe Clearly describe if an accurate tally count could be
the procedure used to perform performed by Albizia or not. If it is difficult or
tally/piece count of material. impossible to perform a tally count; explain the
reasons why.

Clearly describe if a random selection of bundles

was taken to perform a piece count (i.e. number of
ingots per bundle).

Preference is for Albizia to perform a tally count and

not an estimate as part of the onsite inspection
control process; where details can be retained for
our internal reference.

Where access to inner sections is restricted, check

the number of rows, lines and tiers to calculate and
provide an estimate; ensuring final reports contain
appropriate clauses to reflect the situation.

If there is a large quantity of piles, request the

Describe the material’s visual warehouse to provide a stowage plan.
appearance.
Do not use statements such as ‘copper coloured’ as
the reference to ‘copper’ could be misinterpreted as
confirmation that the metal is ‘copper’. Consider the
use of phrases such as faded red, dark red, orange,
brown etc.

10. How many photographs have A minimum of 20 photographs should be taken.

been taken of the material?
Please ensure surveyors are instructed correctly to
Provide photographs take clear photographs of the facility and material.
demonstrating the date of
inspection. Both ‘long shots’ and ‘close-up shots’ photographs
should be taken of the material and surroundings.

Photographs should provide a panorama view to the

client on where the material is stored and other
nearby material piles.

Digital Photographs should include date and time of

attendance on the images.

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Terms of Inspection

All inspections are performed within the limits of the instructions received.

In accordance with instructions received, this report relates only to the examination of the material (or
part of) safely accessible for inspection.

Reference to material in this report is the material advised within the instructions received. We cannot
be held responsible for the integrity of the material or the material security.

Unless indicated specific information contained in this certificate is provided by a third party.

The report is to be used as a statement of facts only; no statements of opinion are given.

For and on behalf of Albizia Limited

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