Key takeaways
- Record what happened and when.
- Keep disputed descriptions visible with their supporting evidence.
Use an event-first record
Imagine an interruption described in one message as equipment failure and in another as terminal stoppage. A useful record preserves the competing descriptions and available reports. Replacing both with “charterer's delay” moves from evidence into interpretation.
- Record event start and end times with the time basis.
- Identify the source of each material entry.
- Retain qualifications, corrections and unresolved disagreements.
The resulting chronology can then feed a separate laytime worksheet. Keeping those layers distinct allows a reviewer to change a contractual treatment without altering the underlying event history.
Common mistakes
Do not round timestamps casually when they may affect later calculations. Avoid removing an objection just to make the document look final. Ask the responsible reviewer how a disagreement should be recorded and escalated.
Where Zeaclub fits
Zeaclub offers digitalised procedures across the voyage workflow.
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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 an SOF a laytime calculation?
No. It records events used as inputs to a separate calculation.
Should every entry include a legal conclusion?
No. Factual description and contractual interpretation should remain distinguishable.
Why identify the time basis?
It helps reconcile messages and logs prepared in different locations.
What if the parties disagree about an event?
Preserve both positions and supporting records instead of manufacturing agreement.