What is a VGM form and how do you fill it out correctly?

Definition & Meaning of VGM Form

A VGM (Verified Gross Mass) form is a critical document used in the shipping industry to declare the total weight of a loaded shipping container. This weight includes both the container's tare weight and the weight of its contents. The VGM is mandated by the International Maritime Organization (IMO) under the SOLAS (Safety of Life at Sea) regulations, which were implemented to enhance safety and stability in maritime transport. The requirement for a VGM form was introduced in 2016 to prevent accidents caused by inaccurately declared container weights, which can lead to improper ship balancing and pose hazards at sea.

How to Use the VGM Form

The VGM form is utilized by shippers to provide essential weight information to ocean carriers before containers are loaded onto vessels. Using this form correctly ensures compliance with international regulations and contributes to maritime safety. The form must be filled out accurately and submitted to the carrier ahead of the container's loading. This process helps in preventing potential accidents and ensures that vessels are loaded safely.

How to Obtain the VGM Form

Obtaining the VGM form can be done through various means. Many shipping companies provide an official VGM form template on their websites, which can be downloaded and printed. Additionally, logistics companies and freight forwarders often have their own versions of the form that can be requested. It is essential to ensure that the version of the VGM form used complies with the latest regulations and includes all necessary fields for accurate completion.

Steps to Complete the VGM Form

Filling out the VGM form requires careful attention to detail. Here are the steps involved:

• Gather Required Information: Collect the container number, Bill of Lading number, and the total weight of the container and its contents.
• Choose a Weighing Method: Decide whether to weigh the loaded container directly or to weigh the contents and add the tare weight.
• Document the Weight: Record the verified gross mass (VGM) in the appropriate section of the form.
• Provide Responsible Party Information: Include the full name of the individual or entity responsible for the declaration.
• Sign and Date: Ensure that the form is signed and dated by the responsible party.

Key Elements of the VGM Form

Several key elements must be included in the VGM form for it to be valid:

• Container Number: The unique identifier for the shipping container.
• Bill of Lading Number: This reference number is essential for tracking the shipment.
• Verified Gross Mass: The total weight of the container and its contents, expressed in the correct unit (kilograms or pounds).
• Weighing Method: Specify whether the weight was obtained by weighing the full container or by adding the tare weight to the contents.
• Signature and Date: A legible signature from the responsible party and the date of the declaration.

Who Typically Uses the VGM Form

The VGM form is primarily used by various stakeholders in the shipping and logistics industry, including:

• Shippers: Companies that send goods via shipping containers.
• Freight Forwarders: Entities that arrange the shipment of goods on behalf of shippers.
• Shipping Lines: Companies that operate the vessels transporting the containers.
• Terminal Operators: Facilities responsible for loading and unloading containers from ships.

Legal Use of the VGM Form

The VGM form plays a crucial role in legal compliance within the shipping industry. Under SOLAS regulations, it is mandatory for shippers to provide a verified gross mass for containers before they are loaded onto vessels. Failure to submit a VGM form can result in penalties, including fines or delays in shipping. It is important for all parties involved to understand the legal implications of submitting inaccurate or incomplete information on the VGM form.

Examples of Using the VGM Form

Practical scenarios illustrate the importance of the VGM form:

• Scenario One: A company shipping electronics must weigh its loaded container to ensure the VGM is accurate, preventing potential accidents during transport.
• Scenario Two: A freight forwarder submits a VGM form with incorrect weight information, leading to a delay in loading and additional costs due to non-compliance.

Penalties for Non-Compliance

Non-compliance with VGM regulations can lead to significant consequences, including:

• Fines: Regulatory bodies may impose fines on shippers who fail to provide accurate VGM declarations.
• Delays: Containers may be held at ports until compliance is achieved, resulting in increased shipping costs.
• Liability Issues: Inaccurate weight declarations can lead to liability for damages caused by accidents related to improper loading.