Before and after a roll-on/roll-off vessel arrives at port, vehicle keys are handed over individually by vehicle. The handover form lists the vehicle, key quantity, and identifiable key numbers. Both parties must count them together in person and agree before signing the receipt. A record stating only "keys handed over," without identifying vehicles and quantities, cannot support release.
Local records in Chile must establish who holds each key, when it was transferred, and which vehicle it belongs to. If a key cannot be matched to a vehicle or the quantity is short, stop and record the discrepancy, then refer it back to the previous custodian for review.
Count Each Key by Vehicle Before Signing for Receipt
At handover, first verify the vehicle identifier and order identity, then count each key against the handover form. Record every key's number or label and sign for receipt only when the quantities match. Record the signing time and both parties' roles on site.
If a key cannot be matched to its vehicle, set aside both the key and vehicle, record the discovery time and observed discrepancy, and refer the issue back to the previous custodian for another check. Do not independently swap keys or arrange replacements.
After handover, append the key's destination or custodian to the same vehicle record. If a shortage is discovered later, trace the original record back to the handover form and receipt signer.
Who signs for Ro-Ro keys
The logistics coordinator registers each vehicle on the handover vehicle list, the document handover coordinator checks whether the key quantity and number records match the actual vehicle, and the port arrival arrangements lead decides whether a vehicle with discrepancies may be released. A receipt proves only that the keys were counted in person; it does not change assessments at other stages.
| What to check | When you can proceed | When you must pause | Who is responsible |
|---|---|---|---|
| Handover vehicle list | The list identifies each vehicle and its corresponding order | Vehicles outside the list do not enter the key handover process | Logistics coordinator |
| Key quantity and number record | The record matches the in-person count | Pause receipt signing if quantities or numbers do not match | Document handover coordinator |
| Signed receipt | The receipt states the time, location, and both parties' roles | Do not retroactively sign a receipt for a handover without an in-person count | Logistics coordinator |
| Key discrepancy handling log | The log states the discrepancy, discovery time, and stage to which it was referred back | Do not release the affected vehicle before the discrepancy is reviewed | Port arrival arrangements lead |
The stop conditions in the table control key custody. When a status changes from pending verification to passed, it must be traceable to the handover form, receipt signer, and time.
Record and Handle Mismatches and Shortages Separately
A key that cannot unlock the corresponding vehicle or has an inconsistent number is a mismatch; an insufficient quantity is a shortage. Record these in separate columns rather than using a generic "discrepancy" label. Refer mismatches to the previous custodian for another check. For shortages, first retain the original handover form, then notify the custodian to search for the missing keys.
If keys need to be exchanged or replaced, record the reason for that action and the role performing it, then obtain confirmation from an authorized role. Undocumented key changes cannot be used as a basis for vehicle release.
How to Pass Key Handover Results to the Next Role
Before releasing a vehicle, the port arrival arrangements lead checks that the handover vehicle list, key quantity and number record, signed receipt, and key discrepancy handling log are complete. If any key issues remain unresolved, write the open items and the roles taking them over on the handover form.
Recheck only records for the same vehicle. Update the release status only when the vehicle identifier, key quantity and numbers, and receipt time match. Recount a new batch against its new handover form; do not reuse conclusions about the previous batch's keys.
FAQ
If one key is missing when receiving a vehicle in Chile, can we release the vehicle first?
No. Enter the shortage in the key discrepancy handling log, retain the original handover form, and notify the previous custodian to search for it. Resume release only after the full key quantity is restored and both parties confirm it in person. Do not release the vehicle on a verbal promise.
If a key number does not match the VIN, is it a mismatch or a shortage?
It is a mismatch. Set aside the key and corresponding vehicle, record the number discrepancy and discovery time, and refer it to the previous custodian for review. Until the review result is available, keep the vehicle pending verification in the key discrepancy handling log. Do not independently change labels or keys.
Can key records be changed after receipt is signed?
Not unilaterally. If a discrepancy is found after signing, the person who finds it records it and notifies both handover parties for review. After both parties confirm, append a correction note. Retain the original signed content without overwriting or deleting it.
Can keys be given to the vehicle recipient first and the receipt signed later?
No. Complete the in-person count and receipt signing before relinquishing the keys. Giving keys first and signing later creates a break in the record. The receiving role should return the handover for completion again rather than treating it as complete. Recheck the handover time and vehicle before recording them again.
When you want Ro-Ro vehicle key handovers reviewed for a Chilean order, submit the vehicle or order identifier, available materials, and questions through the Starvia contact page or WhatsApp. Then use this article's table to check the available vehicle sourcing and export documentation item by item. References: Chile initial vehicle registration application page; Starvia purchasing FAQ. This article provides order-recording and communication methods for international logistics for Chile. It does not constitute local legal, tax, customs clearance, or technical conclusions and does not guarantee market entry, delivery timing, warranty coverage, selling prices, or business results. Materials checked on: 2026-09-07.