SGS Deal Closing Procedures
This page outlines the SGS standard operating procedures for closing all FOB, CIF, TTV, TTT, TTM, and TTO deals. These procedures are mandatory and non-negotiable. Please review the details below.
1. Buyer issues ICPO according to sellers’ procedure (TSA optional if TTO)
2. Seller issues CI along with commitment letter to supply.
3. Upon revert of signed CI, Refinery provides invoice for SGS test report at (buyers cost) ($18.400 USD)
4. Upon receipt of SGS report (not older than 48hrs) seller issues
I. Storage receipt TSR
II. SGS report along with ATSC
III. Letter of authorization to extend storage tank
IV. Product passport
V. Statement of product availability
5. Buyer extends storage tanks for the purpose of dip testing and tank take over. OR buyer provides TSR/ NOR to seller to inject the product into his storage tanks.
6. upon extension of the storage tanks or TSR, seller issues UDTA and ATV for physical verification.
7. seller issues draft title changes of product ownership for buyers to complete and return for seller to provide change of title certificate.
8. Buyer pays for the total product via MT103 TT wire transfer.
1. Buyer submits Irrevocable Corporate Purchase Order (ICPO), buyer's passport data page, certificate of registration with Charter Party Agreement (CPA) for Seller's verification and acceptance
2. Seller submits Commercial Invoice (CI) to buyer, buyer signs/seals, and returns to the seller.
3. Seller issues the following documents:
a) Authorization to Sell and Collect (ATSC)
b) Product Passport
c) Availability of Product
d) Authorization to Verify (ATV) via email
e) Dip test authorization letter (DTA)
f) TSR (Tank Storage Receipt)
g) Fresh sgs report (at buyers’ cost) - optional
4. Buyer extends seller's tank up to three (3) days and dip test is conducted on seller’s account. Buyer submits his vessel Q88.
5. Seller issues Dip test and confirmation to buyer. Seller injects into buyer's vessel. After injection to the vessel, Quantity is confirmed by the elected Petroleum Lab to the Buyer.
6. IMFPA/NCNDA will be signed by all parties. After injection, total payment is due after two (2) banking days. Buyer makes payment for product by MT103/Wire to the refinery and all intermediaries as per the IMFPA/NCNDA. After payment is received, Seller issues the buyer the title of the product and all exportation documents.
7. Lifts commence as per contract.
1. Buyer issues Irrevocable Corporate Purchase Order (ICPO) with Guarantee Letter to take over Title of the product.
2. Seller issues draft (MOU) agreement to Buyer countersign and return to the seller.
3. Seller acknowledges signed MOU.
4. The seller sends to Buyer the following documents for Buyer's confirmation.
A. Bill Of Lading
B. Vessel Tanker Details.
C. Product Passport-Dip-Test Report.
D. Q & Q Report.
E. 5% Payment deposit Invoice.
F. Cargo Manifest.
G. Cargo Ullage Report.
H. Q88.
5. Buyer confirms the goods documents and makes a 5% down deposit which stands as an allocation and Security Guarantee payment to the seller nominated bank by T/T Wire Transfer within 3 banking days to enable the seller to change every document to buyer’s name and instruct the vessel captain to re-route the vessel to the new buyer’s destination port. Additionally, upon the buyer's request, the Refinery can propose an escrow company that will act as a guarantor for receiving the security deposit. The 5% deposit payment made shall be deducted from the total payment value of the takeover product.
6. Seller releases a fresh dated Dip-Test Authorization-DTA to Buyer to order SGS inspection or Equivalent inspection team for inspection upon goods/cargo arrival at the discharge port.
7. Upon the successful completion of Dip-test inspection, Buyer makes the balance 95% payment by MT103 wire transfer for the total goods value, Seller transfers Title of ownership Certificate to buyer's name as the legitimate owner of the goods and commence translating.
8. Trans-loading commences immediately. Seller will release payments to the intermediaries involved within 48 hours of receiving the payment for the product from the Buyer’s bank.
1. Buyer issues ICPO with CIS/KYC.
2. Seller issues CI for liftable quantity for both Trial and Monthly x 12 months in Rotterdam.
3. Buyer returns signed CI to seller along with a verifiable POF.
4. Buyer have a TTM in the Netherlands for discussion with the Tank Farm officials (Instruction: Buyer must be physically present in Netherlands for TTM, Intermediaries/ Mandates / Representatives not accepted for TTM).
5. Upon success of the TTM In Netherlands, Buyer pays for seven (7 days) tank extensions to enable buyer verifies and dip test the product in the tank at the port facility in Rotterdam
6. Buyer verifies the fuel and makes payment for the product of Trial Lifting.
7. Seller transfers Title to buyer and loads the buyer’s tankers.
8. Monthly Lifting continues as above procedure 4-6 for 12 months with Rolls and Extensions
1. Buyer issues ICPO must be on buyer's letterhead including procedure and full banking details.
2. Seller issues draft contract (open for amendment) to buyer, buyer signs, seals and return the draft contract to seller for final endorsement and Seller issues invoice for SGS inspection cost, (18.400 USD) and sends the partial proof of products:
A. Fresh SGS Report
B. Certificate of Origin
C. Certificate of Registration
D. Product Passport
E. Authorization to Sell and Collect
F. Commercial Invoice for the first value shipment
3. Within 7 banking days, the buyer’s bank sends SBLC-MT760 or DLC-MT700 according to seller's bank verbiage to seller's nominated bank account for first month shipment. Should buyer fail to issue payment instrument within 7 banking days, buyer has to make a cash deposit of USD 450,000 by TT wire transfer for security guarantee to enable seller to charter vessel and commence shipment, this payment will be deducted from total cost of the product after inspection at the destination.
4. Seller bank issues full POP documents to buyer's bank alongside 2% PB)
A. Copy of License to Export
B. Copy of Approval to Export
C. Copy of Statement of Product Availability
D. Copy of Refinery Commitment to supply the product
E. Copy of contract to transport the product to loading port Copy of the Port Storage Agreement
F. Copy of the Charter Party Agreement to transport to discharge port
G. Copy of Vessel Questionnaire Q88
H. Copy of Bill of Lading
I. SGS Report at loading port
J. Unconditional Dip Teat Authorization (UDTA) Certificate of Ownership Transfer
K. Tank Receipt
L. Company Taxpayer’s Certificate
M. Certificate of Incorporation
N. Bill of Lading
O. Notice of Readiness Estimated time of arrival Vessel Ullage Report
5. Shipments commence as per signed contract delivery schedule
6. Buyer releases payment to seller by TT/MT103 upon arrival of the vessel and confirmation of the SGS/CIQ at the destination port (within 5 business days)
7. Seller pays commission to all intermediaries involved in the transaction on seller side and buyer pays commission to all intermediaries involved in the transaction on buyer side.
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