AMETHEUS HOLDINGS PVT LTD

STANDARD CHARTERING PROCEDURE

Client Guide · Voyage · Time Charter · Bareboat · COA

Chartering Desk | www.ametheus.com/chartering | September 2026

How to use this guide

This is the standard sequence Ametheus follows when a client instructs us to source, negotiate and fixture a vessel. Complete Forms 01 to 06 in order. We do not short-circuit KYC or the pre-fixture questionnaire. The procedure is designed to be neutral, transparent and structured to prevent circumvention, wasted market approaches and fixture risk.

1. Purpose and Scope

This procedure is the client-facing operating standard for vessel chartering through Ametheus Holdings Pvt Ltd. It applies to traders, refiners, industrial buyers, disponent owners and appointed brokers who require tonnage for petroleum products (crude, CPP/DPP fuels, LPG, LNG and chemicals), dry bulk agri parcels, minerals and project cargo.

It covers single-voyage fixtures, Time Charter Period (TCP), Time Charter Trip (TCT), Bareboat / Demise Charter and Contracts of Affreightment (COA). Ametheus acts as shipbroker and chartering desk: we screen the market, introduce suitable tonnage, negotiate terms and remain on the fixture through delivery, voyage operations and redelivery or discharge.

The procedure is aligned with customary tanker and dry-bulk practice, BIMCO and oil-major charter party forms, and Ametheus’s published chartering pages. It applies subject to availability of suitable tonnage and to sanctions, class, vetting and insurance constraints.

2. Key Principles

Sequence first. Forms 01 → 02 → 03/04 → 05 → 06 are completed before a firm market approach or fixture recap.
One working file. Every enquiry is tagged to an RFQ number. All later papers quote that number.
Standing KYC, transaction SPFQ. Company verification is done once (refreshed annually). Proof of funds and cargo particulars are collected per fixture.
Non-exclusive, introduction-protected. The NCNDA does not create a monopoly over a vessel or owner. It protects live introductions and brokerage actually earned.
No fixture without paper. No reservation fee, hire, freight or CPA is requested until the recap terms are agreed and due diligence on the nominated vessel is satisfactory.
Sanctions and vetting. Sanctioned vessels, trades, countries and counterparties are not accepted. SIRE / RightShip / class / insurance status is checked before nomination.
Clear communication window. Calls 09:00–19:00 IST. WhatsApp texts until 22:00 IST. Email any time; replies in working hours.

3. What We Charter

Ametheus sources and fixtures the following employment. Vessel particulars, age, class, BWTS, ice class and trading limits are taken from Form 01 and Form 03/04.

Segment	Typical units and employment
Crude / DPP tankers	Aframax, Suezmax, VLCC / ULCC. Dirty products, fuel oil, crude programmes.
CPP product tankers	Handysize, MR, LR1, LR2. Gasoline, naphtha, jet, EN590 / ULSD and clean grades.
Gas carriers	LPG (fully pressurised to VLGC), LNG carriers, ammonia and petrochemical gases.
Specialised / coastal	Shuttle tankers, STS units, barges and draft-restricted coastal employment.
Dry bulk	Handysize to Capesize. Grains, rice protein / meals, fertilisers, ore, coal, minerals.

Detail on tanker sizes, Worldscale and payment conventions: Tanker Chartering · Chartering Desk home

4. Choose the Charter Structure

Select the structure before the RFQ is issued. Ametheus will recommend the form if the cargo programme is not yet decided. Full definitions live on the knowledge pages linked below.

Structure	When the client uses it	Who pays what
Voyage Charter (VC)	One lifting, known load and discharge range, known cargo.	Owner runs the ship. Charterer pays freight, and demurrage if laytime is exceeded.
Time Charter Period	Months or years of commercial control. Repeating or flexible employment.	Charterer pays hire and bunkers. Owner pays crew, insurance, maintenance.
Time Charter Trip	One defined trip or two consecutive trips on time-charter terms.	Same cost split as TCP. Period is days or a named trip, not a calendar year.
Bareboat / Demise	Long-term possession. Client crews and operates the vessel as if owned.	Charterer bears virtually all operating cost. Owner remains registered owner.
COA	Agreed volume or number of liftings over a period. Ship nominated later.	Freight (or formula) per lifting. Performing vessel is not named at signing.

Read: Types of Charter Party Agreements · Guide to Charter Party Forms

5. Client Document Sequence — Forms 01 to 06

These six papers are the working file. Do not skip a form. Form 04 is used only when the enquiry is a bareboat / demise charter. Everything else uses Form 03.

Form	Document	What it does	When it is sent
01	Preliminary Information Sheet	First snapshot: account name, ship size/age, cargo, ports, laycan or period, commission.	Day 1 — with the first enquiry, or in place of a free-text email.
02	NCNDA — Charterer or Broker	Open standing NC/NDA. Protects confidential information, live introductions and earned brokerage. Non-exclusive.	Before Ametheus names owners, vessels or working positions.
03	RFQ Form — Vessel Charterer	Full requirement: charter type, DWT, class, trading limits, cargo, ports, rate idea, CP form, vetting.	After Form 01, once the requirement is firm enough to quote.
04	Bareboat Charter RFQ	Used instead of Form 03 when the enquiry is demise / bareboat only (crewing, purchase option, delivery).	Bareboat enquiries only. URL: ametheus.com/bareboat-charter-rfq-form-04/
05	KYC of Charterer	Standing company verification: incorporation, address, bank, signatory ID, mandate if acting as agent.	Once per client (refresh annually). Must sit on file before a firm offer is released.
06	Standard Pre-Fixture Questionnaire	Transaction paper: updates to KYC, past fixtures, POF, cargo/allocation, ports, laycan, payment preference.	When a shortlist exists and the client is ready to fixture that cargo / period.

Best-practice paper trail

Standing KYC (Form 05) → SPFQ (Form 06) → POF verification → detailed POP / cargo allocation where relevant → vessel nomination → fixture recap → Charter Party. Incomplete KYC or a missing SPFQ delays market release. Proof of funds is requested at the fixture stage, not at first enquiry.

6. Step-by-Step Chartering Procedure

Target calendar from first complete enquiry to fixture recap is typically 3–10 working days for a spot voyage, longer for period, bareboat and COA. Dates below are working-day targets, not warranties. Market tightness, vetting and bank paper can extend the file.

Stage A — Instruction (Days 1–2)

Step 1 Submit the enquiry — Form 01

Complete the Preliminary Information Sheet for the correct vessel class (tanker or bulk) and the correct employment (VC, TCP or TCT). Send to [email protected] and [email protected]. The desk acknowledges the same working day.

Minimum content: account / charterer name, size and age band, number of ships, cargo type and quantity (or trading intention for period), load and discharge range or delivery / redelivery range, laycan or period, total commission.
Subject line if sent by email rather than on the form: TC/VC Enquiry – [Vessel type / size] – [Laycan or period] – [Company].

Step 2 Sign the standing NCNDA — Form 02

The NCNDA is an open standing instrument. It comes into force on the Effective Date and runs 24 months unless extended or terminated on 14 days’ written notice. Electronic and PDF counterparts are valid.

Protects confidential information for three years after expiry.
Non-circumvention runs 24 months from each live written introduction, subject to the lapse clause if that transaction does not mature.
The agreement is non-exclusive. Exclusivity for a named vessel or a mandate must be agreed separately in writing.
Brokerage, if any, is agreed in writing case by case on the fixture.
Ametheus will not circulate working positions, owner names or Q88 packs until Form 02 is on file.

Step 3 Issue the RFQ — Form 03 (or Form 04 if bareboat)

Form 03 converts the preliminary sheet into a quotable requirement. Generate the RFQ number in the published format (HHMM + MMYY + DPP/CPP + vessel type, for example 11350826DDPLR2). Bareboat uses Form 04 and the BBC number format.

Fill only the sections that apply. A pure period time charter may leave voyage fields blank.
State charter type, duration and options, delivery window, DWT min/max/preferred, year built, class, BWTS, ice class, trading limits, flag restrictions, sanctions stance.
For voyage business add product, quantity and tolerance, load and discharge terminals, rates, hard deadlines.
State rate idea, payment terms, preferred CP form (SHELLTIME 4, ASBATANKVOY, BPVOY, GENCON and so on), demurrage / off-hire idea, DA treatment, SIRE or RightShip expectation, floating-storage intention if any.
Subject line: TC/VC Requirement – [Vessel type/size] – [Duration/Laycan] – [RFQ Number].

Bareboat RFQ: https://ametheus.com/bareboat-charter-rfq-form-04/

Step 4 Lodge standing KYC — Form 05

Form 05 is completed once per company and refreshed annually. If the client acts as agent or for a third-party principal, a signed mandate on the principal’s letterhead is required, with authorisation for Ametheus to disclose the principal’s name to owners.

Certificate of incorporation / registration and official company search extract.
GST / tax registration where applicable; latest proof of address not older than three months.
Corporate bank confirmation or recent statement in the exact company name.
Passport / national ID of directors and authorised signatories; PAN if an Indian company.
Optional but useful: company profile and a 24-month fixture summary.
Subject line: KYC/CIS – Charterer – [Company Name] – [Month Year].

All KYC is treated as confidential. Proof of funds is not collected at this step; it is called at Form 06 / fixture.

Stage B — Market and shortlist (Days 2–6)

Step 5 Market screening

The Chartering Desk screens open tonnage against the RFQ: size, age, class, certifications, last cargoes, SIRE / RightShip, position, itinerary, bunker condition and commercial terms. Unsuitable or sanctioned units are dropped before the client sees them.

Step 6 Shortlist and first indications

The client receives a shortlist with vessel name or “TBN + description”, position, itinerary, indication (Worldscale, lump-sum or daily hire), laycan / delivery window and material qualifications. Indications are not a firm offer until the owner confirms and the SPFQ is in order.

Stage C — Pre-fixture paper (Days 4–8)

Step 7 Complete the SPFQ — Form 06

The Standard Pre-Fixture Questionnaire is transaction-specific. If Form 05 is already on file, quote the KYC reference and date in Section A and send only updates plus the commercial particulars.

Section A — party identification and compliance status.
Section B — nominated shipbroker contacts, if any.
Section C — past fixture list (Vessel → Account → CP date). Recent crude or clean/dirty tanker fixtures preferred for tanker files.
Section D — funds amount, form of POF (BCL / bank letter / MT799 or equivalent), issuing bank, attachments.
Section E — licences, allocations and product availability where the charter is cargo-driven.
Section F — cargo and voyage particulars: grade, quantity, ports, laycan.
Section G — guarantees and payment preference.
Subject line: SPFQ – [Cargo / Vessel type] – [Laycan month] – [RFQ / reference]. Return as one PDF pack.

Step 8 POF verification and, where relevant, cargo support

Ametheus verifies POF at this stage. For cargo-linked voyage business, allocation or availability paper may be required before an owner will firm up. Detailed POP, if any, is released only after POF is in order. This is the same sequence used on the oil-trading desk.

Stage D — Negotiation and fixture (Days 5–10)

Step 9 Negotiation

Ametheus negotiates freight or hire, laycan or delivery, laytime, demurrage / dispatch, off-hire, bunkers, commissions, Worldscale or lump-sum basis, rider clauses (sanctions, vetting, performance, STS, floating storage) and the choice of standard form. The client is kept informed at each material turn. Nothing is binding until both sides accept the recap.

Step 10 Fixture recap

Main terms are written into a fixture recap: parties, vessel (or TBN description), employment, cargo, load / discharge or delivery / redelivery, laycan, freight or hire, payment, CP form, commission, subjects and lifting time for subjects. The client signs or confirms the recap in writing.

Step 11 Vessel due diligence

On nomination the charterer reviews Q88 or equivalent, class status, P&I, H&M, last cargoes, SIRE / CDI / RightShip, condition reports and any outstanding conditions of class. Ametheus coordinates the document pack. If diligence fails, the nomination is withdrawn and the shortlist is reopened.

Step 12 Subjects lifted — reservation / first payment

When diligence is satisfactory and subjects are lifted, the commercial payment stipulated in the recap becomes due. That may be a reservation fee, first hire instalment, freight as per the agreed basis (prepaid, BBB, CAD, LC and so on), or a bareboat lease instalment. No payment is requested before this step.

Stage E — Charter Party, delivery and operations

Step 13 Charter Party

The recap is drawn into the agreed standard form plus negotiated rider clauses. Ametheus prepares or reviews the CPA, explains material clauses in plain language, and circulates for signature before delivery or loading as the form requires.

Process on the form itself: cargo and route assessment → negotiation → protective riders → recap → full CPA. See Guide to Charter Party Forms.

Step 14 Inspection, bunker survey and delivery

On time charter and bareboat, on-hire bunker survey and condition inspection are arranged at the delivery port. On voyage charter, NOR, laytime clocks, independent Q&Q at load (where the cargo contract requires it) and bill of lading presentation follow the CPA and the sale contract. The vessel is delivered when CPA conditions are met.

Step 15 Post-fixture follow-up

The desk remains on the file for operational coordination, documentation, deviation, STS, demurrage working, off-hire, hire statements, redelivery notices and close-out until the voyage is completed or the ship is redelivered. Commission invoices follow the recap.

7. Working Sequence at a Glance

Stage	Client action	Ametheus action	Paper on file
1. Instruct	Send Form 01	Acknowledge same working day	Form 01
2. Protect	Sign Form 02 NCNDA	Open the working file	Form 02
3. Specify	File Form 03 or 04	Register RFQ number	Form 03 / 04
4. Verify	File Form 05 KYC + attachments	Complete standing KYC review	Form 05
5. Screen	Confirm / refine the RFQ	Market screen and shortlist	Indications pack
6. Pre-fix	File Form 06 + POF	Verify POF / cargo support	Form 06 + POF
7. Negotiate	Give authorities on terms	Negotiate freight / hire / riders	Offers / counters
8. Fixture	Confirm the recap in writing	Issue recap; lift subjects	Signed recap
9. Diligence	Review Q88 / class / P&I / SIRE	Circulate vessel document pack	Q88 and certificates
10. Pay	Pay hire / freight as recap	Confirm funds; notify owner	Payment evidence
11. Contract	Sign the CPA	Draw form + riders; explain clauses	Executed Charter Party
12. Perform	Nominate cargo / ports / agents	Surveys, operations, close-out	Surveys, hire / freight, SOF

8. Charter Party Forms We Commonly Use

Standard forms speed negotiation and give a balanced base. Rider clauses are added for sanctions, vetting, STS, performance and trade-specific risk. Ametheus selects the form from the cargo and route, then negotiates the riders.

Form	Typical use
ASBATANKVOY	General crude and clean / dirty petroleum voyage fixtures.
SHELLVOY 6	Crude and products where performance, safety and compliance wording is a priority.
BPVOY 4 / 5	Oil and products requiring current major-house protections.
ASBAGASVOY	LPG, ammonia and liquefied gas voyage employment.
SHELLTIME / similar TC forms	Period and trip time charter of tankers.
GENCON 1994	General dry bulk and project cargo where no specialist form applies.
NORGRAIN 89	Grains and agri products (US, Canada, Black Sea, Australia, India).
OREVOY / COAL-OREVOY	Iron ore, coal and heavy minerals, including Capesize / Panamax programmes.

Full note on forms and riders: https://ametheus.com/guide-to-charter-party-forms/

9. Commercial Terms — Quick Reference

Voyage charter — freight bases commonly seen

Worldscale percentage (tanker spot), lump-sum, or freight per metric tonne.
Payment variants: freight prepaid, payable on discharge, payable at sight of documents, before breaking bulk, cash against documents, letter of credit, NET-30/60/90.

Time charter — hire bases commonly seen

Daily hire, payable in advance (typically 15-day or monthly instalments).
Variants: hire in arrears, hire against invoice, bank-guarantee-supported hire, LC-supported hire.

Bareboat

Lease in advance is the working default. Arrears and balloon structures are by separate agreement only.

Exact payment language is a recap item. It is never implied from this guide.

10. What the Client Must Have Ready

Completed Forms 01, 02, 03 or 04, and 05 before a firm market campaign.
Form 06 plus POF when a shortlisted vessel is to be fixed.
Authority of the person who will confirm the recap and sign the CPA.
If acting for a principal: mandate letter and authority for Ametheus to name the principal to owners.
Clear sanctions statement: sanctioned vessels and trades are not acceptable.
Vetting standard required (SIRE 2.0, CDI, RightShip, oil-major approval) and any terminal questionnaire.
Preferred CP form, commission structure and whether DA is free to owners.

11. Chartering Desk

Ametheus Holdings Pvt Ltd

Communication address: WeWork / Vaswani Chambers, 264–265 Dr Annie Besant Road, Worli, Mumbai 400025 / 400030, India.

Registered office: 17, Aurobindo Marg, 1st Floor, Yusuf Sarai, Green Park Extension, New Delhi 110016, India.

Email: [email protected] · [email protected]

Copy on period, COA and legal files where required: [email protected]

Web: www.ametheus.com/chartering

Preferred communication timings (Indian Standard Time):

Calls: 09:00 to 19:00. Do not call after 19:00.
WhatsApp: texts may be sent until 22:00; replies inside that window where possible.
Email: send at any hour. Replies during working hours.

12. Related Ametheus Pages

Service pages

Chartering — Voyage & Time Charter Solutions

Tanker Chartering

Types of Charter Party Agreements

Guide to Charter Party Forms

Client forms 01–06 (use in this order)

01 Preliminary Information Sheet

02 NCNDA for Charterer or Broker

03 RFQ Form for Vessel Charterer

04 Bareboat Charter RFQ Form (bareboat files only)

05 KYC of Charterer

06 Standard Pre-Fixture Questionnaire (SPFQ)

Related trading procedure

CIF Procedure — Oil & Gas

13. Important Notes

No extra fees. There are no terminal “facilitation” charges or unnamed desk fees outside the commission and costs written into the recap and CPA.
No market names before paper. Owners, vessels and working positions are not circulated until Form 02 is signed and Form 05 is on file or in parallel process.
Incomplete files wait. A missing RFQ number, unsigned NCNDA, incomplete KYC or an SPFQ without POF will delay firm offers. That is deliberate.
Subjects mean subjects. A recap on subjects (stem, board approval, Q88, management approval) is not a fixture until subjects are lifted in writing.
This procedure applies solely subject to the availability of suitable, compliant tonnage.
Governing paper. The signed NCNDA, the fixture recap and the executed Charter Party prevail over this guide if there is any difference of wording.

14. Declaration and Disclaimer

In this chartering SOP we adhere to established procedures that are designed to be neutral, transparent and structured to prevent scams, circumvention and fixture fraud. The processes are intended to give compliance, security and fairness to charterer, owner and broker. Our procedures apply solely subject to the availability of the vessel.

We hereby declare that we do not accept, nominate or fixture any vessel, trade, cargo or counterparty that is subject to applicable sanctions. We do not source petroleum products from any sanctioned country.

This document is a client guide. It is not itself a Charter Party, a mandate or an offer of tonnage. Commission, exclusivity and governing law are agreed in the NCNDA and on each fixture.

CHARTERING DESK · AMETHEUS HOLDINGS PVT LTD

[email protected] · [email protected] · www.ametheus.com

Mumbai · New Delhi · Hong Kong · USA