Key takeaways
- Reconcile the note with the actual supply record.
- Preserve discrepancies instead of silently correcting them.
Build a delivery evidence bundle
Use a common supply reference to connect the vessel, supplier, product, delivery event and supporting documents. This helps an investigator identify the correct records if a problem emerges later.
- Match the note to the intended vessel and supply order.
- Compare product and quantity details with the delivery evidence.
- Link any reservations and follow-up testing records to that supply.
If a document is revised, retain the original and record why the replacement was issued. Conflicting product descriptions should trigger clarification, not a cosmetic edit to make the files match.
Common mistakes
Do not confuse receipt of paperwork with confirmation of fuel performance. Do not lose the relationship between a sample and its delivery. IMO's fuel-quality guidance discusses delivery documentation and samples. For document content or retention requirements, check the current text with the responsible compliance team.
Where Zeaclub fits
Zeaclub supports agentic, AI-assisted operations with a human in control.
Zeaclub provides a multi-party shared workspace for owners, charterers, brokers and port agents.
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Educational information only; not legal, financial or trading advice. Contract wording and applicable rules control. Verify current requirements and obtain qualified advice before acting.
Frequently asked questions
Is a BDN the same as an invoice?
No. It records supply information rather than serving the same commercial purpose.
Does a BDN replace testing records?
No. Keep relevant test and sample records linked to the delivery.
What if the note contains an error?
Seek an authorised correction and preserve the original document and explanation.
What makes the record useful later?
A clear connection between the order, delivery, documents, samples and reported issues.