• The Shipowners should approach P&I Correspondent in order to obtain the first information regarding the incident and extent of damage caused by agents, crews, PSC, port administration.
• Discuss proper security to the Port Authority.
• Appoint a surveyor for inspection the cause and damage assessment, repair costs with the participation of technician or experts, if necessary.
• Lodge Master’s Letter of Protest addressed to claimants.
• Arrange investigation of the incident and collect appropriate evidence for further claim assessment (weather reports, records of the all-weather forecast, navigational charts, radio log, reports/records of communication with port state control, pilot station, agents, other vessels, inspect log book and make photocopies of relevant extracts, etc.).
• Request ship sailing in exchange for proper security – Club’s LOU or P&I Correspondent’s Guarantee Letter.
• Carry out inspection of damaged objects and the surrounding area in order to determine the absence of pre-existing damage with relevant photos (buoys, berths, fenders, etc.). Based on these findings, request reducing the amount of claim if pre-existing damage is identified.
• Obtain the Release Letter from claimants upon claim settlement.