Can the form be e-signed?

Yes, electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Exceptions remain for documents listed in federal/state exclusions. Confirm with the receiving port authority whether its submission rules accept e-signatures.

When does the form need notarization or RON?

Notarization is uncommon for routine port reporting but may be required for specific certifications. Remote online notarization is authorized in most states, though rules vary; check the local port authority and notary commission. California and a few states maintain unique RON processes.

How to declare hazardous cargo correctly?

Declare UN numbers, packing group, and emergency contact details on the cargo section and follow IMDG and local regulations. Incomplete or incorrect declarations can result in fines, quarantine holds, denial of berthing, or required re-stowage at owner expense.

How should dates and times be entered?

Enter dates as MM/DD/YYYY and times as HH:MM in local time, and indicate the time zone. Using consistent formats prevents scheduling errors, incorrect berth assignments, and misinterpretation by automated port systems or international partners.

Can I submit the form electronically?

Electronic submission is commonly accepted, but acceptance depends on the receiving port or terminal. Ensure the submission includes an audit trail with signer attribution and retention capability to meet ESIGN/UETA requirements and local records policies.

Who has authority to sign the Port Information Form?

Authorized signers typically include the vessel master, designated shipping agent, or an authorized corporate representative. Ensure the signer demonstrates intent and attribution consistent with ESIGN's four-part legal validity test: intent, consent, attribution, and record retention for enforceability.

Port Information Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Port Information Form

Parties and Recitals

Port Authority Name:

Company / Agent Name:

WHEREAS, the Port Authority operates the port facility identified herein and maintains operational, safety and regulatory information relevant to vessel calls and cargo operations; and

WHEREAS, Company / Agent requires accurate port information and agrees to receive operational data and related services subject to the terms and conditions set forth in this form; and

WHEREAS, the parties intend this document to serve both as a submission of port-specific operational information and as an agreement governing the provision, use and payment for such information and related services.

Port & Terminal Identification

Port Name Terminal Operator Terminal Address

Berth / Dock Name:

Berth Number:

UN/LOCODE or Port Code:

Physical and Navigational Data

Latitude: Longitude:

Maximum Permitted Draft (m):

Available Depth at Chart Datum (m):

Max LOA (m):

Max Beam (m):

Max Air Draft (m):

Turning Basin Available:

Tidal Range and Special Notes

Pilotage, Tugs and Mooring

Pilotage Required: Pilot Boarding Position:

Tug Availability:

Mooring Requirements:

Mooring & Fender Notes

Operational Services & Cargo Handling

Cargo Handling Capabilities

Hazardous Cargo Accepted: If accepted, special requirements:

Shore Power Available:

Bunkering Available:

Fresh Water Available:

On-Site Crane Capacities / Equipment

Regulatory, Security & Agents

Customs / Clearance Agent Security (ISPS) Level Emergency Contact (24/7)

Fees, Payment & Scope of Work

Scope of Work Standard Fee / Baseline Charge

Payment Schedule:

Late Payment Fee (% per month):

All fees quoted are exclusive of applicable port dues, taxes and third-party charges which shall be payable by Company / Agent unless otherwise agreed in writing by the Port Authority.

Term and Termination

Agreement Start Date: Agreement End Date:

Either party may terminate this agreement for convenience by providing days' written notice to the other party. Termination for material breach is immediate if breach is not remedied within 14 days of written notice.

Confidentiality

Each party shall treat as confidential all operational, commercial and technical information received from the other party in connection with this form and shall not disclose such information to any third party except to the extent required by law, regulation or a competent authority. Confidential information shall not include information which is or becomes publicly available other than through a breach of this obligation.

Liability, Notices and Use of Information

Information provided by the Port Authority is supplied in good faith for planning and operational purposes. The Port Authority does not warrant that information is free from error and shall not be liable for navigational or operational losses arising from reliance on provided information unless caused by the Port Authority's gross negligence or willful misconduct. Notices under this form shall be in writing and delivered to the contact details provided in this form.

Governing Law & Entire Agreement

This form and any dispute arising out of or in connection with it shall be governed by the laws of: . The parties submit to the exclusive jurisdiction of the courts of that jurisdiction for resolution of disputes.

This document constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior oral or written understandings, representations or agreements.

Certification

The undersigned certify that the information provided in this Port Information Form is accurate to the best of their knowledge, that they are authorized to submit and accept the terms set forth, and that fees, notices and obligations will be performed in accordance with this document.

Port Authority:

By:

Date:

Company / Agent:

By:

Date:

What the Port Information Form Is and when it’s used

Port Information Form collects and records details about a vessel's arrival, berthing, cargo operations, and local agent contacts used by port authorities, terminal operators, and shipping agents. Typical entries include vessel name and IMO number, port of call, estimated and actual arrival times, berth assignment, cargo descriptions, hazardous material declarations, crew and passenger counts, agent and consignee contact details, and any required customs or quarantine notes. The form standardizes operational data to support safety checks, regulatory reporting, berth allocation, and coordination between carriers, terminals, and government agencies.

Why a clear Port Information Form matters

Use a Port Information Form to centralize arrival data, reduce manual errors, and ensure timely regulatory filings. Standardized forms speed berth planning, improve communication among carriers, terminals, and agents, and create an auditable record for customs, safety inspections, and operational dispute resolution.

Who commonly fills out or receives the form

Common users include port authorities, terminal operators, shipping agents, customs brokers, and vessel operators responsible for arrival and cargo reporting.

Port authorities: accept arrival notices, assign berths, and validate regulatory declarations.
Terminal operators: coordinate stevedoring, storage allocation, and equipment scheduling for incoming vessels.
Shipping agents/consignees: provide contact details, cargo manifests, and onsite agent authorization.

The form supports daily operations, emergency response coordination, and compliance verification for multiple stakeholders nationwide.

Stepwise process to complete and submit the form

Follow these steps to complete and submit the Port Information Form reliably and in compliance with local rules.

01

Prepare Document: Gather vessel, cargo, and agent information before starting.
02

Enter Details: Fill fields using exact names, MM/DD/YYYY dates, and numeric quantities.
03

Verify: Confirm IMOs, UN numbers, and contact accuracy.
04

Submit & Archive: Send to port authority and retain a signed copy for records.

How submission and routing typically work

Overview of routing: who receives the form, authentication checks, and confirmation records captured during submission.

Upload: Save completed PDF or use the platform's upload function.
Assign Recipients: Add port authority, terminal, and agent emails or recipient roles.
Authenticate: Use email, SMS code, or stronger KBA authentication if required.
Record: System stores audit trail with timestamp, IP, and signer details.

Technical formats, integrations, and authentication options

Common distribution channels and technical formats for submitting Port Information Forms to authorities and terminals.

Accepted Formats: PDF, DOCX, or structured XML
Integrations: Connectors: Terminal systems, customs, and CRM
Authentication: Email link, SMS code, or SAML SSO

Timing expectations and common submission windows

Key timing obligations for submission, reporting, and updates related to vessel arrivals and cargo declarations.

ETA Updates:

Provide revised ETAs as soon as schedule changes are known.

Pre-Arrival Notice:

Submit required pre-arrival data typically 24–72 hours before berth.

Hazmat Declaration:

File hazardous cargo details per IMDG and local rules before loading.

Crew Changes:

Report crew disembarkation or embarkation within local port deadline.

Final Reporting:

Confirm arrival, unloading, and any discrepancies after operations conclude.

Common preparation errors to avoid

Incomplete vessel identifiers such as missing IMO numbers or incorrect registered names delay customs clearance and can trigger manual audits or additional documentation requests.
Using inconsistent port names or abbreviations leads to misrouted berthing requests, operational delays, and extra coordination between agents, terminals, and port control.
Failure to declare hazardous materials with correct UN numbers and packing group information risks regulatory fines, quarantine holds, and refusal to berth the vessel.
Providing outdated agent contacts or single-point phone numbers without 24/7 alternatives slows emergency responses and may violate local port notification protocols.

Consequences of incorrect or missing information

Regulatory Fines: Civil penalties by port authority

Berth Denial: Refusal to allocate berth

Customs Holds: Cargo detained pending inspection

Operational Delays: Increased demurrage and costs

Security Actions: Port may impose security restrictions

Insurance Exposure: Claims for negligence or misreporting

Required data elements on the form

Vessel Identifiers: IMO number, call sign, flag

Schedule Details: ETA, ATA, berth assignment

Cargo Information: Type, quantity, UN numbers

Agent Contacts: Name, company, phone, email

Declarations: Hazardous, customs, quarantine notices

Signature Block: Authorized rep name and date

Vendor comparison for eSignature options used with Port Information Forms

Compare common eSignature vendors for completing and distributing the Port Information Form, with signNow listed first for plan and capability reference.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of form use in operations

Representative scenarios show how organizations use the Port Information Form to coordinate operations, satisfy regulators, and resolve disputes.

Terminal Coordination

A busy container terminal standardized Port Information Forms to harmonize arrival data among carriers, agents, and port control during peak traffic.

Reduced scheduling conflicts and manual follow-ups.
Consistent manifests and immediate ETA updates allowed operations to plan berth windows, decrease idle crane time, and document exceptions for customs. The terminal reported measurable reductions in operational hold times and clearer audit trails for inspections and carrier disputes.

Customs Clearance

A shipping agent improved customs processing by ensuring complete hazardous cargo declarations and accurate consignee details on the Port Information Form.

Fewer holds and faster inspections.
Providing clear UN numbers, packing group data, and carrier contact details shortened detention times, reduced secondary inspections, and minimized cargo release delays. Customs reported fewer discrepancies, allowing ships to complete port calls and sail on schedule, improving supply chain reliability.

Frequently asked questions and troubleshooting

Common questions about completing, signing, and submitting the Port Information Form, plus troubleshooting tips for electronic workflows.

Need help? Contact support

Can the form be e-signed?
Yes, electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Exceptions remain for documents listed in federal/state exclusions. Confirm with the receiving port authority whether its submission rules accept e-signatures.
When does the form need notarization or RON?
Notarization is uncommon for routine port reporting but may be required for specific certifications. Remote online notarization is authorized in most states, though rules vary; check the local port authority and notary commission. California and a few states maintain unique RON processes.
How to declare hazardous cargo correctly?
Declare UN numbers, packing group, and emergency contact details on the cargo section and follow IMDG and local regulations. Incomplete or incorrect declarations can result in fines, quarantine holds, denial of berthing, or required re-stowage at owner expense.
How should dates and times be entered?
Enter dates as MM/DD/YYYY and times as HH:MM in local time, and indicate the time zone. Using consistent formats prevents scheduling errors, incorrect berth assignments, and misinterpretation by automated port systems or international partners.
Can I submit the form electronically?
Electronic submission is commonly accepted, but acceptance depends on the receiving port or terminal. Ensure the submission includes an audit trail with signer attribution and retention capability to meet ESIGN/UETA requirements and local records policies.
Who has authority to sign the Port Information Form?
Authorized signers typically include the vessel master, designated shipping agent, or an authorized corporate representative. Ensure the signer demonstrates intent and attribution consistent with ESIGN's four-part legal validity test: intent, consent, attribution, and record retention for enforceability.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now