Free VGM declaration template (verified gross mass)

Under SOLAS, a packed export container cannot be loaded on a ship until the shipper has given the carrier its verified gross mass (VGM), signed by a person the shipper has authorized. There is no international form, and many carriers take the VGM through their own portal, EDI or the forwarder, so use this sheet where a written declaration is accepted, or to work out the figures and keep a record.

Download .xlsx All free templates →

VGM declaration – Example filled in with the free generator (sample data)

What the template covers

Shipper as named on the bill of lading, and the carrier
Booking number, B/L number if issued, vessel and voyage, port of loading
SOLAS method 1 or 2, and the Method 2 approval number where the country requires one
Container number, size and type, and seal number
For Method 2: cargo, pallets, dunnage, packing and securing material plus the tare mass marked on the container, added up by formula
VGM in kg for each container, and the weighing slip or certificate number and date
A statement that the figures are the verified gross mass under SOLAS chapter VI regulation 2
Name in capitals, position and signature of the person authorized by the shipper

Sources

Guides on this topic

VGM (Verified Gross Mass) Explained: SOLAS Rules, Method 1 vs Method 2 and How to Calculate ItWhat the VGM is, who must declare it under SOLAS chapter VI regulation 2, how Method 1 and Method 2 work, a calculation example, signatures and…Container ISO size and type codes: 22G1, 42G1, 45G1, 45R1 explainedWhat the 4-character ISO 6346 size and type code on a container means: 22G1, 42G1, 45G1, 22R1, 45R1, 22U1, 22T1, L5G1, plus how the container…FCL vs LCL: when to book a full container or share oneFCL vs LCL sea freight explained: how LCL consolidation at a CFS works, W/M pricing (1 CBM = 1 tonne), the 13–17 CBM breakeven, extra transit…Bill of Lading Draft Check: SI, VGM, UCP 600, US ISF and EU ICS2Check a B/L draft before issue: parties, ports, goods, marks, weights, freight terms, on-board date, UCP 600 credit rules, US manifest and ISF, EU…

Method 1 or Method 2

Method 1: weigh the packed and sealed container on calibrated and certified equipment, such as a weighbridge. Method 2: weigh all packages and cargo items, including pallets, dunnage and other packing and securing material, and add the tare mass of the container, using a method certified by the competent authority of the country where the container was packed; the tare is marked on the container door. Method 2 is not suitable for bulk cargo such as scrap metal or unbagged grain, and an estimate is not a VGM.

Signature, cut-off, and no VGM, no loading

The shipping document must state clearly that the figure is the verified gross mass and be signed by a person duly authorized by the shipper; an electronic signature, or the person's name in capitals, is accepted. It must reach the carrier and the terminal early enough for the stowage plan, which in practice means before the carrier's VGM cut-off shown on the booking confirmation. A packed container without a VGM shall not be loaded on the ship.

Tolerances differ by country

SOLAS sets no tolerance; each country decides. The UK MCA applies ±5% or ±500 kg, whichever is greater; Canada 5%, but not more than 500 kg; Hong Kong ±5% above 10 tonnes and ±0.5 tonne at or below 10 tonnes; Australia, New Zealand and Singapore specify none. Where the declared and verified weights differ, the verified gross mass, or the terminal's own weighing, is used. Keep the weighing records as long as local rules require.

Common questions

What is a VGM declaration?

The shipper's signed statement of the verified gross mass of a packed container, required under SOLAS chapter VI regulation 2 before the container can be loaded on a ship. It can be a document, an entry in the carrier's portal or an EDI message.

Who signs the VGM declaration?

A person duly authorized by the shipper named on the bill of lading. A forwarder may obtain and send the VGM if the shipper authorizes it, but the shipper remains responsible.

How do I calculate the VGM with Method 2?

Add the weights of all packages and cargo items, pallets, dunnage and other packing and securing material to the tare mass marked on the container. Method 2 must be approved or certified in the country where the container is packed.

Is there an official VGM form?

No. The IMO sets no international template, so each carrier states what it accepts: its portal, EDI, an Excel or PDF form, or a signed document like this one. Check the carrier's instructions and cut-off.

What happens if the VGM is missing or wrong?

A packed container without a VGM should not be loaded until one is obtained; the master or the terminal may obtain it on the shipper's behalf, with the costs settled commercially. If the declared and verified figures differ, the verified gross mass is used.

More free tools

Share with a colleagueWhatsApp LinkedIn X

Triplicate is free and keeps getting better. Found it useful? Support Triplicate ♥