Instructions Hull and Machinery surveys
A surveyor must be formally appointed by The Swedish Club before undertaking any work on its behalf. Any conflict of interest must be reported immediately prior to accepting the appointment. Once confirmed, the surveyor’s name and contact details shall be provided to the Club.
As principal, The Swedish Club shall be the primary recipient of all survey findings. The surveyor must not discuss causation or liability with third parties without prior approval, as this may prejudice the Club’s and its Members’ position.
All information shall be presented objectively and professionally to support a fair and accurate insurance settlement. The purpose of the survey is to establish the facts and determine the sequence of events in accordance with the given instructions.
Subject to the Club’s explicit instructions, the surveyor may assist with supervising repairs, identifying options, obtaining tenders, reviewing invoices, and participating in final account discussions.
The surveyor may not incur expenses, provide security, or admit liability without prior approval from the Club.
Surveys are normally expected to be completed within one full day. If additional time is required, the Club must be consulted in advance.
Close cooperation with the Owner’s representative is essential, including full access to relevant documentation and evidence. Any obstruction must be reported to the Club without delay.
Reporting
Preliminary report
A preliminary report outlining the incident and the extent of the damage, preferably with an estimate of the repair costs and repair time, shall be forwarded to the Club within two days of the survey. In case further attendance is deemed necessary, an estimate of the time required, or a proposed attendance schedule shall be included.
In addition to the preliminary report, the surveyor shall also comment on the general condition of the vessel (see “Vessel Condition Statement” – below). That document is to be sent separately to the Club and shall be based on observations made during the ordinary course of the survey, so, no additional attendance should be required.
Final report
A final report is to be forwarded to the Club no later than 30 days after the last attendance and/or the completion of repairs. The Club is to be advised if the final report cannot be completed within the given time. Any missing information required by the surveyor to complete the report shall be clearly specified.
The Swedish Club template shall be used for reporting purposes (see “Damage Report” – below). It is applicable to both H&M and LOH. Always quote The Swedish Club claims reference number, vessel name and casualty title in all reports and correspondence.
Vessel Condition Statement (Word)
Invoicing
A complete invoice for the survey services provided, including a breakdown of costs, is to be forwarded together with the survey report.
For VAT purposes, the invoice shall be addressed as per the following:
[Name of assured/other party as instructed by Member]
[Address of assured/other party as instructed by Member]
c/o
The Swedish Club
Gullbergs Strandgata 6
P.O Box 171
SE-401 22 Gothenburg
SWEDEN
If a VAT or tax number is required, it must be the number of the party addressed. The Swedish Club’s VAT number must not be used unless explicitly agreed.