VGM and Container Weight Declaration Procedure

Nomenclature

Term	Definition
AMSA	Australian Maritime Safety Authority
CWD	Container Weight Declaration
HVNL	Heavy Vehicle National Law
IMO	International Maritime Organization
MO	Marine Order
SOLAS	International Convention for the Safety of Life at Sea
VGM	Verified Gross Mass

Purpose

This procedure sets out how Westlink Logistics determines, documents and transmits the Verified Gross Mass (VGM) of a packed container when Westlink is the shipper of cargo moving on an international voyage, and how Westlink provides a Container Weight Declaration (CWD) when Westlink is the consignor of a freight container moving by road. Both are strict-liability obligations: without a VGM a container cannot be loaded onto a vessel, and a road container over 2 tonnes cannot be tendered for road transport without a CWD.

Scope

This procedure applies to all containerised consignments where Westlink is named as the shipper on the bill of lading for an international sea voyage, or is the consignor of a freight container weighing more than 2 tonnes when loaded for road transport. It covers VGM determination (Method 1 and Method 2), VGM documentation, authentication and transmission, the Container Weight Declaration, and the no-load / no-tender verification gates. It does not cover non-containerised (break-bulk or project) cargo stowage and securing, which is addressed separately.

Roles and Responsibilities

Role	Responsibility
Operations Manager	Owns this procedure. Ensures weighing arrangements and any Method 2 calculation approach are in place before a consignment requires a VGM. Final point for VGM/CWD discrepancies and no-load decisions.
Freight Coordinator / Shipping Officer	Determines the VGM by the applicable method, completes and authenticates the VGM document, transmits it to the carrier or terminal in advance of vessel loading, and prepares the CWD for road movements. Holds the consignment at the gate until VGM/CWD is confirmed.
Weighbridge / Treatment Provider (external)	Where Method 1 is used, weighs the packed container on calibrated equipment and issues a weight record.
Consignor (where Westlink is consignor)	Provides the CWD stating the container’s total weight (including packaging) to the road operator or driver before the container is tendered.

Definitions

Term	Definition
Verified Gross Mass (VGM)	The total gross mass of a packed container obtained by one of the two permitted SOLAS methods. Required in the shipping document sufficiently in advance of vessel loading to be used in the ship stowage plan.
Method 1	Weighing the packed, sealed container as a whole on calibrated and certified weighing equipment.
Method 2	Calculating the VGM by summing the mass of all packages and cargo items, dunnage and securing material, plus the tare mass of the container, using a calculation method accepted by the competent authority (AMSA).
Container Weight Declaration (CWD)	A declaration given by the consignor of a freight container over 2 tonnes (loaded) to the road operator or driver stating the container’s total weight including packaging (HVNL Chapter 5).
Shipper	The legal entity or person named on the bill of lading or sea waybill as shipper, and who concludes a contract of carriage with a shipping company.

Verified Gross Mass Determination

Where Westlink is the shipper of a packed container moving on an international voyage, the VGM must be obtained before the shipping document is submitted, using one of the two methods below. The method used is recorded against each consignment.

• Method 1 (weigh) — the packed and sealed container is weighed on weighing equipment that is calibrated and certified to the applicable standard. The weighbridge record is retained as the source of the VGM figure.

• Method 2 (calculate) — the VGM is calculated as the sum of the mass of all cargo items and packages, all dunnage and securing material, plus the container tare mass. Method 2 may only be used where the calculation approach has been accepted by AMSA. All component weights must be from a verifiable source.

The tare mass marked on the container door is used unless a more accurate figure is available. Estimated or guessed weights must not be used as the basis of a VGM.

VGM Documentation, Authentication and Transmission

The VGM is stated in the shipping document. The document is signed (or electronically authenticated) by a person authorised by Westlink, identifying the method used. It is transmitted to the carrier and/or terminal operator sufficiently in advance of vessel loading to be used in the ship stowage plan.

VGM Document Field	Requirement
Container number	As marked on the container.
VGM figure	Total verified gross mass, in kilograms.
Method used	Method 1 (weigh) or Method 2 (calculate).
Weighing/calculation basis	Weighbridge record reference (Method 1) or calculation record reference and AMSA acceptance (Method 2).
Signatory	Name and position of the authorised person; signature or electronic authentication; date.

A declared VGM must agree with the actual gross mass within a tolerance of plus or minus 5 per cent. Where a terminal re-weigh shows a variance outside this tolerance, the Operations Manager is notified, the VGM is re-determined, and the corrected figure is re-transmitted before loading. The master or terminal operator may refuse to load a container without a VGM.

Container Weight Declaration

Where Westlink is the consignor of a freight container weighing more than 2 tonnes when loaded and the container moves by road, a Container Weight Declaration is given to the road operator or driver before the container is tendered. The CWD states the container’s total weight, including packaging. Where a VGM has already been determined for the same container, the VGM figure is used as the CWD weight so that a single verified figure supports both the sea and road legs.

• The CWD is provided in a form that can be retained by the operator or driver (paper or electronic).

• A container over 2 tonnes must not be tendered for road transport without a CWD.

Verification and No-Load / No-Tender Gate

Before a containerised consignment is released, the Freight Coordinator confirms that the applicable verified figure has been determined, documented and transmitted. The consignment is held at the gate until this is confirmed.

Movement	Gate condition (must be met before release)
International sea (Westlink as shipper)	VGM determined, stated in the shipping document, authenticated, and transmitted to the carrier/terminal in advance of vessel loading.
Road, container over 2 tonnes (Westlink as consignor)	CWD stating total weight given to the operator or driver before the container is tendered.

Records

VGM documents, weighbridge and Method 2 calculation records, and Container Weight Declarations are retained in accordance with GOV-SCH-001 Document Retention Schedule (International Freight and Customs Records — 5 years).

Applicable Standards and Legislation

This procedure operates within the framework of the following external legislation and regulatory instruments. Where a statutory provision applies, the statutory definition and obligations prevail over any narrative description in this procedure. Penalty-unit dollar values are not stated; penalty-unit counts are as set out in the cited instruments (Marine Order 42 ss.11(1) and 12(1): 50 penalty units strict liability).

• SOLAS — Verified Gross Mass (VGM) Requirements

• Marine Order 42 (Cargo, stowage and securing) 2016 (Cth) (F2016L01018, made under Navigation Act 2012 (Cth) s.342(1)) — Schedule 7 (Verified Gross Mass — container weight verification implementing SOLAS Chapter VI Regulation 2); ss.11–12 shipper VGM duties

• Heavy Vehicle National Law 2012 — s.26C (primary duty), s.26D (executive officer due diligence)

• ISO 9001:2015 Quality Management Systems — Requirements — cl. 5.2 (policy), cl. 7.5 (documented information), cl. 10.2 (nonconformity and corrective action)