Port Agency & Clearance
Overview
CARGOWARD® provides port agency and clearance services in Brazil (shipping agency), including Owner’s Protective Agency (OPA) and Charterer’s Agency support — often requested as Protective Agency when owners or charterers need independent oversight of port call execution, documentation and cost control.
We act as the operational interface between vessel, terminal and authorities, coordinating timelines, formalities and third parties. Our focus is “execution discipline”: clear communication, document control and transparent reporting that protects schedule and reduces misunderstandings around port procedures and disbursements.
What we do
Clearances & authorities interface
Port call formalities and coordination with relevant authorities (as applicable to each port call)
Document flow control (arrival/departure, manifests and supporting declarations as applicable)
Operational readiness checks prior to berthing, shifting and sailing
Port call coordination (24/7 operational desk)
Timeline alignment for ETA/ETD, berth windows, pilotage/tugs and terminal interfaces
Coordination of onboard services and third parties (suppliers, technicians, surveyors)
Real-time updates and escalation path for critical constraints
Protective agency (OPA) — when owners/charterers require oversight
Independent oversight of local processes and communications
Control of documentation, approvals and event chronology (useful for claims prevention)
DA discipline: structure, transparency, supporting documentation and alignment to agreed procedures
When to appoint OPA
High-value or sensitive calls where independent oversight is required
Calls with multiple third parties and higher dispute risk (delays, shifting, off-hire exposure)
Situations where owners/charterers need stronger DA transparency and event records
Operational complexity (tight windows, weather risk, multiple authorities/terminal constraints)
Information required to open an agency file
Vessel name + IMO and trading details
Port/terminal and intended operation (load/discharge/shift/anchorage)
ETA/ETD and berth window constraints
Parties involved (owners, charterers, managers) and preferred reporting lines
Special requirements (protective agency scope, approvals workflow, documentation format)
Deliverables
Our deliverables are designed to make each port call predictable, transparent and auditable, with clear chronology, document control and DA discipline. We structure execution so owners and charterers have reliable operational visibility and cost governance.