Standard Pre-Fixture Questionnaire (SPFQ) (with Nominated Shipbroker’s contact details added)
Standard Pre-Fixture Questionnaire (SPFQ) – Ametheus
This is a transaction-specific questionnaire. If a full KYC/CIS has already been submitted to Ametheus, simply quote the reference/date in Section A and provide only updates + the commercial details below.
The form is modular. Use only the sections relevant to your role and the specific cargo.
Best practice sequence: Standing KYC → this SPFQ → POF verification → detailed POP release → vessel nomination / CPA.
Header Information
| Field | Details |
|---|---|
| Reference / Fixture ID | |
| Date | |
| Completed by (Name / Company / Role) | |
| Contact (Email / Phone / WhatsApp) |
Nominated Shipbroker’s Contact Details
(To be completed if a specific shipbroker is nominated by the Charterer)
| Field | Details |
|---|---|
| Shipbroker Company Name | |
| Contact Person Name | |
| Designation | |
| Email Address | |
| Telephone / Mobile Number | |
| WhatsApp Number (if different) | |
| Office Address (optional) |
SECTION A – Party Identification
| No. | Question | Answer |
|---|---|---|
| A1 | Full legal name of the party providing the information | |
| A2 | Role in the transaction | ☐ Charterer / Buyer ☐ Seller / Producer / Allocation Holder ☐ Broker / Agent (with mandate) ☐ Other: _______________ |
| A3 | Company registration number / Jurisdiction | |
| A4 | Registered address | |
| A5 | KYC/CIS already submitted to Ametheus? | ☐ Yes – Reference / Date: _______________ ☐ No – Full KYC attached |
| A6 | Ultimate Beneficial Owner(s) / Key directors (or “to be provided under NDA”) | |
| A7 | Sanctions / compliance status confirmation | ☐ Confirmed clean of OFAC, EU, UN, UK, and relevant lists ☐ Screening report attached |
SECTION B – Past Fixture List
(Required format by many Owners’ Agents) Vessel Name → Account / Charterer Name → CP Date
| No. | Vessel Name | Account / Charterer Name | CP Date |
|---|---|---|---|
| 1 | |||
| 2 | |||
| 3 | |||
| 4 | |||
| 5 |
(Add more rows as needed. Prefer recent crude or clean/dirty tanker fixtures.)
SECTION C – Proof of Funds (POF)
| No. | Question | Answer |
|---|---|---|
| C1 | Available / committed funds amount | USD _________________ |
| C2 | Form of POF offered | ☐ Bank Comfort Letter (BCL) ☐ MT799 / SWIFT bank-to-bank confirmation ☐ Recent bank statement ☐ SBLC / DLC readiness confirmation ☐ Other: _______________ |
| C3 | Issuing bank name & country | |
| C4 | Date of POF document | |
| C5 | Validity / expiry of POF | |
| C6 | Is the POF specifically linked to this cargo / SPA / vessel nomination? | ☐ Yes ☐ No – Remarks: |
| C7 | Any conditions or caveats on the POF? |
Documents to attach:
- Copy of POF / BCL / MT799 extract (redacted account numbers acceptable)
- Bank reference letter (if available)
SECTION D – Proof of Product / Cargo (POP) & Allocation Rights
(Complete the relevant sub-sections. Leave blank if not applicable.)
D1 – Export Licence / Authority to Export
| No. | Question | Answer |
|---|---|---|
| D1.1 | Licence / Permit holder name (exactly as on document) | |
| D1.2 | Issuing authority | ☐ NNPCL ☐ SOMO ☐ SOCAR ☐ ADNOC ☐ Other NOC / Ministry: _______________ |
| D1.3 | Licence / Permit number | |
| D1.4 | Issue date & Expiry / Validity date | |
| D1.5 | Is the licence currently active and unrestricted for the proposed grade & quantity? | ☐ Yes ☐ No – Remarks: |
| D1.6 | Certified / notarised / apostilled copy available? | ☐ Yes ☐ No |
D2 – Official Allocation / Offtake / Authority to Sell or Load
| No. | Question | Answer |
|---|---|---|
| D2.1 | Allocation / Authority letter issuer | |
| D2.2 | Document reference / letter number | |
| D2.3 | Date of allocation letter | |
| D2.4 | Quantity allocated | _______________ barrels / MT |
| D2.5 | Grade / Quality | |
| D2.6 | Loading terminal / Port | |
| D2.7 | Laycan / Loading window stated | |
| D2.8 | Does the document confirm direct offtake / lifting rights in favour of the named party? | ☐ Yes ☐ No – Remarks: |
| D2.9 | Terminal load / nomination confirmation available? | ☐ Yes (attached) ☐ Pending ☐ No |
D3 – Verified Product Availability / Storage / Contract
| No. | Question | Answer |
|---|---|---|
| D3.1 | Type of availability document | ☐ Statement of Availability of Product ☐ Refinery / Producer supply contract ☐ Terminal / Tank Storage Agreement (TSR) ☐ Pipeline / Terminal nomination confirmation ☐ Other: _______________ |
| D3.2 | Document issuer / Counterparty | |
| D3.3 | Document reference / Contract number | |
| D3.4 | Date of document | |
| D3.5 | Quantity confirmed available | _______________ barrels / MT |
| D3.6 | Physical location (terminal / tank / refinery / pipeline) | |
| D3.7 | Is the product physically ready for loading within the proposed laycan? | ☐ Yes ☐ Expected readiness: _______________ |
| D3.8 | Independent inspection status (SGS / BV / Intertek or equivalent) | ☐ Fresh report available (date: _____) ☐ To be arranged ☐ Not yet |
Core POP documents typically expected (attach what is available):
- Export Licence / Permit
- Official Allocation / Authority to Sell or Load letter
- Statement of Availability or equivalent
- Terminal confirmation / TSR (if applicable)
- Recent independent analysis / Q&Q (if available)
SECTION E – Cargo & Voyage Particulars
| No. | Question | Answer |
|---|---|---|
| E1 | Product type | ☐ Crude Oil ☐ CPP ☐ DPP ☐ Other |
| E2 | Grade / Specification | |
| E3 | Quantity (min / max or exact) | |
| E4 | Incoterms | ☐ FOB ☐ CIF ☐ CFR ☐ Other |
| E5 | Load port / Terminal | |
| E6 | Discharge port / Range (if known) | |
| E7 | Preferred vessel size | ☐ Aframax ☐ Suezmax ☐ VLCC ☐ Other |
| E8 | Proposed laycan | |
| E9 | Charter Type (if applicable) | ☐ Voyage Charter ☐ Time Charter ☐ Other: _______________ |
SECTION F – Additional Supporting Information
| Item | Details |
|---|---|
| Performance / Corporate Guarantee offered? | ☐ Yes ☐ No |
| Any existing SPA / LOI / ICPO reference | |
| Preferred payment instrument | ☐ LC ☐ SBLC ☐ Open Account ☐ Other |
| Other remarks / clarifications |
Self Declaration
Name: _______________________________ Designation / Company Stamp: _______________________________ Signature / Date: _______________________________
I/We confirm that the information and attached documents are true, accurate and current to the best of our knowledge at the date of this form. We understand that false or misleading information may result in immediate termination of discussions and possible reporting to relevant authorities.
Submission Instructions Return as a single PDF package with attachments or complete section-by-section via email to: [email protected] | [email protected] | [email protected]
Subject Line format: SPFQ – [Cargo / Vessel Type] – [Laycan Month] – [RFQ / Reference Number]
