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		Release to Third Parties by Special Authorisation of Management only
Communication with Charterers, Agencies and Authorities
1.	Purpose
	Conditioned by the worldwide field of operation of Schiffahrtskontor tom Wörden GmbH & Co. KG's vessels, direct communication by the ships with charterers, agents, authorities, terminals, etc., is necessary. Hence, in this Procedure, Schiffahrtskontor tom Wörden GmbH & Co. KG regulates the framework for its ships' communication with third parties.
2.	Application
	This Documented Procedure applies to the Shorebased Organisation and on all ships managed / operated by Schiffahrtskontor tom Wörden GmbH & Co. KG.
3.	Definitions and Abbreviations
3.1	Definitions
	Safety means the safe operation of vessels according to the ISM Code. Environmental Protection means the protection of the maritime environment according to the ISM Code. Safety and Environmental Protection System (SE System) means the System according to ISO 9002, ISM Code and STCW 95 of Schiffahrtskontor tom Wörden GmbH & Co. KG. Safety and Environmental Protection Manual (SE Manual) means the documentation of Schiffahrtskontor tom Wörden GmbH & Co. KG's SE System.
3.2	Abbreviations
	ISM Code		International Management Code for the Safe Operation of Ships and for Pollution Prevention (International Safety Management Code), adopted 04.11.1993
	STCW 95		International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978, as amended in 1995 (STCW Convention)
	STCW Code		Seafarers' Training, Certification and Watchkeeping Code (STCW Code)
	VA		Documented Procedure
4.	Responsibilities
	The Master alone is responsible for the ship's communication with third parties. He can in some cases delegate responsibility (e.g. Chief Officer: cargo, etc., Chief Engineer: bunkering, repair firms, etc.) or technical activities (e.g. use of communication units by the nautical officer), but always remains informed regarding the method and content of the communication.

5.	Description of Routines
5.1	Lines of Communication
	In selecting the appropriate lines of communication, the urgency and importance of the communication are to be taken into account. The cost of lines of communication is to be given special attention.
	"Normal" reports are usually to be sent by mail via the agencies.
	In the case of telefaxes, e-mails and telexes, consideration is to be given as to whether SATCOM (expensive), mobile radio or agency should be used. Here, the confidentiality of the messages is also to be taken into account.
	Telephone conversations are usually the most expensive means of communication, and in addition are not documented. The telephone is only to be used where something has to be discussed.
5.2	Communication Cost
	If the charter party does not say otherwise, communication costs caused by the charterer are to be carried by him. These will be separately recorded and transmitted to Schiffahrtskontor tom Wörden GmbH & Co. KG for charging out to the charterer.
	Communications costs related to insurance cases (damage) can in most cases be added to the damage claim. These are likewise recorded separately and added to the damage list.
	Crew members and passengers private communication costs are to be carried by them. They are either to be settled immediately or handled as an advance of pay.
	All other communication costs are carried by Schiffahrtskontor tom Wörden GmbH & Co. KG.
	Most of the ships of Schiffahrtskontor tom Wörden GmbH & Co. KG are equipped with cellular phones. Where incoming calls to the ship are made via this unit, the share of the call costs occurring abroad (seen from the state where the mobile phone is registered) are charged to Schiffahrtskontor tom Wörden GmbH & Co. KG , not the caller. When passing on these cellular phone numbers to third parties, therefore, special care is called for. Especially, when passing on to family members, it is to be made clear that this link to the ship can only be used for real emergencies. For calls from the ship, the above mentioned charging applies.
5.3	Communication necessary for Navigation
	All communication necessary for the safe passage of the ship is carried out without restriction. This especially includes connections to pilot, port and restricted water stations, tugs, watermen, other ships, etc..
5.4	Communication with Charterers
	The type and frequency of messages and reports to the charterer and his representatives are laid down in the Charter Party. Theses instructions will be followed. Schiffahrtskontor tom Wörden GmbH & Co. KG determines at the beginning of the charter period, which of these messages and reports have to be copied and sent to Schiffahrtskontor tom Wörden GmbH & Co. KG.
5.5	Communication with Authorities, Classification Societies, etc.

	The port state authority will be given the information prescribed by the port state or internationally.
5.6	Communication with further Parties
	Communication with third parties (terminal, stevedores, agent, bunker firm, disposal firm, ships chandlers, repair firms, etc.), necessary for the conduct of normal ships operations (loading, discharging, bunkering, repair, etc.) will be carried out independently by those responsible on board. Placing of orders is carried out by Schiffahrtskontor tom Wörden GmbH & Co. KG of after consulting with the Schiffahrtskontor tom Wörden GmbH & Co. KG.
6.	References and Remarks
6.1	Reference Documents
	Charter Party Pilot Books Port State Regulations
6.2	Bibliography
	none
6.3	Remarks
	Principle: when passing on information to third parties it is very important to exercise great care, since ship's management acts here as representative of Schiffahrtskontor tom Wörden GmbH & Co. KG to the outside world. It has to be taken into consideration that this information can possibly later be used against the shipping company. In case of doubt the shipping company is to be consulted.
7.	Documentation
	Forms Radio Log Book Messages Reports
8.	Revision of Documents
	Party responsible for the editorial revision of this procedure:
	Fleet Manager
9.	Distribution
	All Safety Management Manuals
	Additional Copies:
	none
10.	Attachments
	none

Procedure

Schiffahrtskontor tom Wörden GmbH & Co. KG Wilhelm-Schröder-Str. 3 D-21726 Oldendorf

VA-006

Revision 3

12.12.02

Page 1 of 3

Procedure

Reederei Heinz Corleis Kampweg 4a D-21706 Drochtersen

prepared: 17.03.1998	approved:	released:	Revision 0
			Procedure No.: VA-006
J.Köster	H.Corleis	H.Corleis	Page 1 of 3

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