DOC NO.

: CBI-QP-12
QUALITY SYSTEM PROCEDURE REV. : 0
SHEET : 1 OF 4

DESCRIPTION : ORIGINATOR :
BROKERAGE PROCEDURE FOR DELIVERY OF CARGO CBI

REVISION HISTORY
REV DCN NO. CHANGE DESCRIPTION EFF. DATE ORIGINATOR DOC CONTROL
Initial Release Dec 8‘03 CBI Elfie

APPROVED BY :
EVP/QMR Department Manager
NAME IN BLOCK LETTER / SIGNATURE / DATE NAME IN BLOCK LETTER / SIGNATURE / DATE

DISTRIBUTION :
THE COMPANY Outside Distribution
( ) AFE Dept. ( ) SUB Dept. ( ) Company
( ) SFE Dept ( ) CBI Dept ( ) Company
( ) ASI Dept ( ) ACT Dept ( ) Company
( ) CEI Dept ( ) HRA Dept ( ) Company
( ) DOM Dept ( ) QMR ( ) Company
Dept
 DOC NO. : CBI-QP-12
QUALITY SYSTEM PROCEDURE
REV. : 0
BROKERAGE PROCEDURE FOR DELIVERY SHEET : 2
OF 4
OF CARGO

( ) SCS Dept ( ) Dept ( ) Company

DCC-001-00
1.0 PURPOSE
1.1 The purpose of this procedure is to define the Brokerage Procedure for Delivery of Cargo.
2.0 SCOPE
2.1 This procedure applies to procedure of delivery of cargo upon clearance from Customs for airfreight
and seafreight shipments.
3.0 REFERENCE DOCUMENTS
4.0 DEFINITIONS
4.1 Bad Order Report- Report being issued by Customs Bonded Warehouse if there are damages in the cargo.
5.0 PROCEDURE

Overview Flow Details of the Procedure Responsible Quality Records

Know delivery  Prior to release of shipment, know from the Customs
instructions client delivery instructions such as place of Processor
delivery and if there’s someone who will
receive the cargo especially if shpts will be
delivered after office hours.
 Politely ask the client if they have manpower to Department
unload the shpt because we are not allowed to Manager/Coordin Waiver
unload the shpt since our responsibility ends in ator
the delivery of the cargo. If they insist that we
help them unload the cargo, ask the client to
sign a WAIVER against Coltrans in case there
will be any accidents that will cause damage to
the cargo during unloading.

Know Condition  Prior to release of shipment from Customs’ Customs Bad Order Report
of Cargo accredited warehouse, check condition of Processor
cargo.
 If there’s damage on the packing of cargo, Department
secure Bad Order Report from the warehouse. Manager
Inform the Department Manager immediately
and the Department Manager should inform the
client accordingly and Management.
*Do not release goods from warehouse if there’s no
DCC-002-00
 DOC NO. : CBI-QP-12
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REV. : 0
BROKERAGE PROCEDURE FOR DELIVERY SHEET : 3
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OF CARGO

bad order report



Getting Truck  Make sure that company owned truck or

for delivery company sub-contracted truck is used. In the
event that we need to rent a truck not included
in the list of sub-contractors, do the following
before going into transit:
 Get the name of truck, plate number, name of
driver and license number.
 Report this information to the Department Department
Manager Manager
 The Department Manager will likewise report
this to our Insurance company
IMPORTANT: The Department Manager should
make sure that all cargoes being delivered are
covered with Insurance.


Delivery of  Upon turn over of cargo to the client, count all Customs Delivery Receipt
Cargo boxes/pallets/crate in front of the client/client’s Processor/ Bad Order Report
representative. Have the client check the Delivery
boxes/pallets/crates for any damages. Personnel
 Let the client sign the Delivery Receipt if in
good order condition. If not, provide the copy
of Bad Order Report if there’s any. Indicate
condition of cargo in the Delivery receipt with
your signature and the client’s signature.

For Damaged  If damaged incurred in transit or during Customs
Cargoes unloading and other factors contributing to the Processor/Deliver
damage, the following steps must be followed: y Personnel
 Report this to the Department Manager and
Management Department
 If truck is sub-contracted, report this also to the Manager
owner of the truck
 Inform our Insurance company about the
incident. Make sure that the truck that was used
is included in our insurance coverage
 Provide the Insurance company of the vehicle
DCC-002-00
 DOC NO. : CBI-QP-12
QUALITY SYSTEM PROCEDURE
REV. : 0
BROKERAGE PROCEDURE FOR DELIVERY SHEET : 4
OF 4
OF CARGO

type, truck owner, plate number, driver’s name,

driver’s license number, affidavit, photographs,
photocopy of OR of premium payment, repair
estimate of the damage, sworn statement of the
driver/helper of truck, OR/CR of the truck,
Survey Report, Formal claim of client, Invoice,
Delivery Receipt
 Before submitting all the documents to the
Insurance company, discuss this with
Management
 Do a follow-up on our claim at least on a
weekly basis until the Insurance company
settles or until the matter has been resolved
 Inform the client on the matter in writing

For Missing  Before delivery, check thoroughly the number Customs
Cargoes of boxes/pallets/crates Processor
 If there are missing boxes/pallets/crates, get
report from designated warehouse, report it
immediately to the Department Manager and
Management
 The Department Manager should inform the
client immediately, it maybe that it is their Department
supplier’s fault so the matter need to be Manager
addressed immediately. Notify also the
concerned Forwarder/Consolidator,
Airline/Shipping line.
 If the fault has been identified as that not of
supplier, write complaint letter to the
concerned Forwarder/Consolidator,
Airline/Shipping line for prompt action.
 Follow-up on our complaint until the matter
has been resolved
 Inform the client in writing

DCC-002-00