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Newcastle Port (Australia): Pre-Arrival Paperwork for Coal Loading Vessels

Newcastle Port (Australia): Pre-Arrival Paperwork for Coal Loading Vessels

Newcastle Port (Australia): Pre-Arrival Paperwork for Coal Loading Vessels

Calling at Newcastle to load coal cargo? Make sure your team is well-prepared with the latest pre-arrival documentation required by terminals like PWCS (Port Waratah Coal Services) and NCIG (Newcastle Coal Infrastructure Group).

We’re providing downloadable sample forms used in recent operations to help Chief Officers and Masters review and prepare ahead of arrival. Having these documents ready — correctly filled and submitted — helps avoid delays and ensures a smooth terminal acceptance.

📋 What Documents Are Included 'Newcastle Port (Australia): Pre-Arrival Paperwork for Coal Loading Vessels'?

The following forms are now available for review and familiarization:

  • PWCS Vessel Acceptance Questionnaire

  • PWCS Indicative Coal Load Plan

  • NCIG Vessel Form v3

  • NCIG Visit Form v5

  • NCIG Blank Load Plan Template

🧭 These are real working templates, often required by agents or terminal reps before arrival at berth.

⚠️ Important Reminder

These are example versions only.

✅ Always confirm the latest file versions with:

  • Your chartering desk

  • Local agent in Newcastle

  • The terminal’s updated documentation portal (if available)

Failure to use current templates can lead to request re-submission or loading delays.

📌 Good Practice 'Newcastle Port (Australia): Pre-Arrival Paperwork for Coal Loading Vessels'

Prepare your documents early:

  • Ensure vessel particulars and specs match charter/terminal data

  • Coordinate timings with ship’s ETA and local agent’s submission deadlines

  • Fill in NCIG load plan using proper cargo sequence and holds plan

  • Use a checklist onboard to track form completion and submission status

🧑‍✈️ For Deck Officers and Crew

If you're joining a vessel calling Newcastle soon — study the forms. Use these templates to:

  • Discuss procedures with the Master

  • Practice form filling with real ship data

  • Understand what terminals expect and how to avoid rejections





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