Ship Agency Services
A ship agent is the local representative acting for the shipowner, operator or charterer during a vessel's port call. The agent coordinates between the vessel and the port authority, customs, immigration, health authority, harbour master, terminal, pilots and tug operators; prepares the documentation; and manages the disbursement account.
BEF Shipping provides this coordination as a single point of contact across its operational locations in the Mersin and Iskenderun region, so a call runs in an orderly, traceable way from arrival to departure.
Service Overview
A port call requires many parties to work in step — berth planning, inward and outward formalities, monitoring cargo operations, and organising the supplies and services the vessel needs. The agent's job is to align those parties with the vessel's schedule and keep the owner's side informed at every stage.
Standard (nominated) agency means the appointed agent handles the whole call. Where the charter party gives the charterer the right to nominate the agent, the owner may separately appoint a protective agent to look after the owner's interests.
The scope of an agency appointment depends on the vessel type, the cargo, the flag and the practices of the port concerned. BEF Shipping plans each call around those variables rather than to a fixed template.
What BEF Shipping Provides
Pre-arrival planning
ETA monitoring, collection of vessel particulars, a pro-forma disbursement account and early discussion with the port and terminal.
Berth and service arrangements
Berth or buoy planning with the terminal; arranging pilotage, towage and mooring.
Inward and outward formalities
Harbour master, customs, immigration and health procedures; free pratique and port clearance.
Documentation
Crew lists, IMO FAL forms, cargo documents and other paperwork prepared and lodged with the relevant authorities.
Cargo operations liaison
Monitoring loading or discharge, the statement of facts and the record of times.
Husbandry and crew matters
Coordinating provisions, technical supply, repairs, waste and sludge, fresh water, cash to master and crew changes.
Disbursement account
A final DA prepared with supporting vouchers and reported to the owner or operator.
Inspection support
Agency support and liaison during Port State Control and other official inspections.
Operational Process
- 1
Nomination and appointment
The agent is appointed by the owner, operator or charterer and the vessel's particulars are shared.
- 2
Pre-arrival exchange
ETA updates, a vessel prospectus, document exchange and approval of the pro-forma DA.
- 3
Arranging services
Berth, pilot, tugs, mooring and any requested husbandry services are planned.
- 4
Arrival and clearance
The vessel is attended on arrival, authorities board and inward formalities are completed.
- 5
Operations monitoring
Cargo operations and the vessel's needs are tracked and reported throughout the call.
- 6
Departure and close-out
Outward formalities, port clearance, the statement of facts and the final disbursement account.
The exact sequence and the detail of the formalities vary by port, vessel type, cargo and flag.
Who This Service Is For
- Shipowners — The owner of the vessel who needs the call handled smoothly.
- Operators and managers — The technical and operations teams running the fleet.
- Charterers — The party organising port calls under a voyage or time charter.
- Brokers — Intermediaries fixing business who need a dependable local agent.
Why Local Coordination Matters
The Mersin and Iskenderun region has terminals with different practices, seasonal congestion, working hours and public-holiday calendars. Local experience is often what separates a call that runs cleanly from one that is delayed.
A single accountable point of contact saves the owner from dealing with dozens of local counterparts separately. Information flows through one channel and responsibility is clear.
A physical presence and the local language make it possible to work with the authorities, the terminal and the vessel at the same time.
Service Areas
Ship agency is provided at the operational points of Mersin MIP, Taşucu Ceyport, SANKO and Iskenderun, with the scope planned around the terminal where the call is made.
- Mersin MIP
- Mersin Marina
- Kumkuyu Marina
- Tasucu Ceyport
- SANKO
- Iskenderun
Practical Considerations
- Timely, accurate information
- Vessel particulars and ETA updates shared early make berth and service planning reliable.
- Complete documentation
- Missing or inconsistent paperwork can delay inward clearance.
- Funds in advance
- It is standard practice for a large part of port costs to be covered in advance against the pro-forma DA.
- Port dues
- Port and light dues are generally assessed on the vessel's gross tonnage; the pro-forma is prepared on that basis.
Common Questions
What is the difference between a ship agent and a ship broker?
A broker arranges the fixture — the freight or the sale between parties. An agent handles the vessel's call at a specific port: formalities, service arrangements and cost accounting all sit with the agent.
Do you cover both the Mersin and Iskenderun areas?
Yes. We provide ship agency at Mersin MIP, Taşucu Ceyport, SANKO and Iskenderun.
What information do you need before arrival?
Vessel name and flag, IMO number, gross and net tonnage, draft, ETA, cargo details, previous and next port, and the party you represent. This is needed for the pro-forma DA and service planning.
How is the disbursement account handled?
A pro-forma DA is prepared and submitted for approval before arrival. After the call, every item is reported with vouchers in the final disbursement account.
What happens when the charterer nominates the agent?
The owner can separately appoint a protective agent to look after the owner's interests. BEF Shipping can take on that role.
Do you also handle husbandry and crew matters?
Yes. Provisions, technical supply, cash to master, repair coordination and crew changes are coordinated as part of the agency service.
Let's plan your operation together
Share your vessel and operation details and we'll come back with a service plan suited to your needs.