Ship Broker Templates

Ship Broker Templates

There is a huge number of templates that someone in the Ship Broker role uses in their daily work. In this article, we’ll outline the main templates they use.

Documents & Spreadsheets

These templates are some of the most commonly used templates by a Ship Broker. Documents are often built in tools like Word, Google Docs, Notion & others while spreadsheets are often built in Excel, Google Sheets, Airtable & others.

1. Charter Party Agreement
2. Bill of Lading
3. Voyage Estimation Spreadsheet
4. Freight Rate Calculator
5. Ship Inspection Report
6. Cargo Manifest
7. Demurrage Calculation Sheet
8. Laytime Calculation Template
9. Ship Sale and Purchase Agreement
10. Market Analysis Report

Reports

Reports are often prepared by a Ship Broker to track business performance for themselves or for their management team. They can be created in a variety of tools and can be static or dynamic templates.

1. Monthly Freight Rate Report
2. Vessel Utilization Report
3. Port Performance Report
4. Cargo Volume Report
5. Market Analysis Report
6. Chartering Activity Report
7. Demurrage and Detention Report
8. Competitor Analysis Report
9. Customer Satisfaction Report
10. Financial Performance Report

SOPs

At the heart of businesses with solid systems and processes are SOPs (standard operating procedures). These should be living documents that outline what a Ship Broker does and how they do it.

1. Vessel Chartering SOP
2. Cargo Booking SOP
3. Freight Rate Negotiation SOP
4. Documentation and Customs Clearance SOP
5. Port Operations SOP
6. Cargo Tracking and Monitoring SOP
7. Insurance and Claims Handling SOP
8. Demurrage and Detention SOP
9. Market Research and Analysis SOP
10. Client Relationship Management SOP

Presentations

Ship Broker presentations can be delivered either to internal or external stakeholders. Often created in tools like PowerPoint, Google Slides, Canva, Adobe or others, they are important for visually communicating important business information.

1. Sales Performance Report
2. Market Analysis Presentation
3. Client Pitch Deck
4. Freight Rate Comparison Template
5. Industry Trends and Outlook Update

Legal Docs

There are several key times when a Ship Broker needs to create and complete legal documents. By using templates set up as documents, signable PDFs or esignature software templates, they can speed up this process.

1. Charter Party Agreement
2. Bill of Lading
3. Ship Sale and Purchase Agreement
4. Ship Management Agreement
5. Freight Forwarding Agreement

Health & Safety Templates

Health & Safety templates for a Ship Broker ensure that the correct forms are completed to protect from harm and record any incidents at work.

1. Incident Report Template
2. Risk Assessment Template
3. Safety Inspection Checklist Template
4. Emergency Response Plan Template
5. Health and Safety Training Record Template

Calendars

Setting up Ship Broker calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Vessel Availability Calendar
2. Chartering Calendar
3. Port Schedule Calendar
4. Market Analysis Calendar
5. Client Meeting Calendar

Invoice Templates

Several types of Ship Broker invoice templates can be used and these are generally set up as Word docs, PDFs or accounting software templates.

1. Sales Invoice: This invoice is used to bill clients for the services provided by the ship broker, including brokerage fees and any additional charges.
2. Purchase Invoice: This invoice is used to record and bill the ship broker for any expenses incurred during the logistics process, such as fuel costs or port fees.
3. Commission Invoice: This invoice is used to calculate and bill clients for the commission earned by the ship broker for successfully brokering a deal between the client and a shipping company.
4. Freight Invoice: This invoice is used to bill clients for the transportation costs associated with shipping goods, including freight charges, handling fees, and any additional surcharges.
5. Demurrage Invoice: This invoice is used to bill clients for any additional charges incurred due to delays in loading or unloading cargo, such as demurrage fees or detention charges

Survey Templates

For a Ship Broker to get insights related to the work they do, they need to send out Ship Broker surveys. These templates can be set up as documents, fillable PDFs or survey software templates.

1. Customer Satisfaction Survey
2. Market Research Survey
3. Supplier Evaluation Survey
4. Employee Feedback Survey
5. Competitive Analysis Survey

Meeting Agendas

Having premade Ship Broker meeting agenda and meeting notes templates can save time and ensure you run efficient meetings. They are usually set up in tools like Word, Google Docs, Notion & others.

1. Sales Meeting
2. Operations Meeting
3. Client Meeting
4. Market Analysis Meeting
5. Team Collaboration Meeting

Budget Templates

To manage finances well, a Ship Broker would need to have budget templates they can used on a monthly, quarterly and yearly basis.

1. Monthly Expense Budget Template
2. Revenue Forecast Budget Template
3. Sales and Marketing Budget Template
4. Employee Payroll Budget Template
5. Capital Expenditure Budget Template

Dashboards

Dashboards are a useful way for a Ship Broker to monitor business performance and they can be set up as static documents or dynamic online documents/views.

1. Sales Performance Dashboard
2. Market Analysis Dashboard
3. Customer Relationship Management (CRM) Dashboard
4. Freight Rates Dashboard
5. Operational Efficiency Dashboard

Proposal Templates

For bidding or requesting work, a Ship Broker needs a boilerplate proposal template that they can use over and over again. These templates can be set up as documents, fillable PDFs or proposal software templates.

1. Charter Party Agreement Proposal
2. Freight Rate Negotiation Proposal
3. Vessel Sale and Purchase Proposal
4. Cargo Handling and Stowage Proposal
5. Port Agency Services Proposal

Get Your Template Made

We’ve brought together some of the best template builders in the world to help people like you get your templates built. We’ve seen that using a solid set of templates in business will help you streamline your systems and processes. Whether you’d like your Ship Broker templates built in Word, Google Docs, Excel, Google Sheets, PDF, Notion, Airtable, Canva, PowerPoint or other software, we’re here to help. Request your template and we’ll get your request in the hands of a 3D Animator Template designer.