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the means
of transmission for the Pollution Reporting System (POLREP)
for
notification of incidents of marine pollution to Contracting Parties
THE CONTRACTING PARTIES
RECALLING
the provision of articles 5(1) and 6(2) in the Agreement for Co-operation in
Dealing with Pollution of the
HAVING REGARD to the Recommendation of Bonn Agreement Contracting Parties concerning the introduction of a pollution reporting system (POLREP) for notification of incidents of marine pollution to Contracting Parties
TAKING INTO CONSIDERATION that a number of Contracting Parties have adopted email and telefax-based communication to replace telex for the exchange of information for marine pollution combating operations
RECOMMEND that:
a. the Contracting Parties to the Bonn Agreement should send all POLREP and plain text messages to other Contracting Parties by means of email and telefax as from 1 October 1996;
b. consequently, the Pollution Reporting System - annexed to the recommendation of Bonn Agreement Contracting Parties concerning the introduction of a pollution reporting system (POLREP) for notification of incidents of marine pollution to Contracting Parties, included in Chapter 5, version 1/5/90 of the Bonn Agreement Counter Pollution Manual, - should be amended.
The amended Pollution Reporting System is attached.
RECOMMENDATION[1]
CONCERNING THE INTRODUCTION OF
A
POLLUTION REPORTING SYSTEM (POLREP)
FOR
NOTIFICATION OF INCIDENTS OF MARINE POLLUTION
TO
CONTRACTING PARTIES
THE CONTRACTING PARTIES
RECALLING
the provision of articles 5(1) and 6(2) in the Agreement for Co-operation in
Dealing with Pollution of the
TAKING INTO CONSIDERATION that assistance could be called upon in the form of strike teams and equipment
BEING AWARE of the political and public pressure in neighbouring member states demanding detailed information
RECOGNISING that Pollution Reporting Systems are also established for use within the Helsinki Convention and the Copenhagen Agreement
RECOMMEND that:
a) the Contracting Parties to the Bonn Agreement should use this system for transmission of warnings, information and matters related to assistance under Article 7 of the Bonn Agreement;
b) the Pollution Reporting System - annexed to this recommendation - should contain all relevant information of the nature and extent of the casualty or pollution likely to constitute a threat to the coast or related interests of any other Contracting Party, or which could be perceived by the public as representing a serious threat;
c) the POLREP should be transmitted in English without delay through the national contact point of the Contracting Party informed of the casualty or pollution;
d) the first POLREP on a pollution incident should be sent out not later than the first official press release concerning that incident;
e)
a POLREP should, to all possible extent, be
addressed to all Contracting Parties having an interest in the incident, whether
directly threatened or not, and to the
f) where for any reason it is not practicable to send a POLREP, a plain-text message may be sent instead to other Bonn Agreement States, but such a plain-text message should cover as many as possible of the POLREP headings.
5.1 POLLUTION REPORTING SYSTEM (POLREP)
5.1.1 The Pollution Reporting System is for use between combating authorities to exchange information when pollution of the sea has occurred or when a threat of such is present.
5.1.2 The POLREP is divided into 3 parts:
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Part 1 or POLWARN (numbers 1 - 5) |
POLlution WARNing |
gives information or warning of pollution or threat of pollution |
|
Part II or POLINF (numbers 40 - 60) |
POLlution INFormation |
gives detailed supplementary information |
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Part III or POLFAC (numbers 80 - 99) |
POLlution
FACilities |
deals with matters related to assistance |
The division into three parts is for identification purposes only. For this reason, consecutive numbers are not used. This enables the addressee or addressees to know merely by looking at the numbers whether they are dealing with Part I (1 - 5), Part II (40 - 60) or Part III (80 - 99). This method or division should in no way exclude the use of all numbers in a full report or the separate use of single numbers from each part or the use of single numbers from different parts mixed in one report.
5.1.3 When Part I is used as a warning, the use of the priority transmission code “URGENT” is optional. Such a message should always be followed up by a supplementary POLREP or be cancelled.
5.1.4 Part II is used to give detailed information about the incident.
5.1.5 Part III is used for matters related to assistance and operational matters exclusively.
5.1.6 Each single report should be identifiable. The receiving combating authority should be in a position to check if all reports of the incident in question have been received. This is done by using a serial number preceded by a national identification, e.g. "DK 1/1".
5.1.7 The national identifiers are the following:
The European
Community
EC
The
The number before the stroke indicates the pollution to which the report refers and is used because a Contracting Party may have to deal with several slicks or pollution incidents simultaneously. The number following the stroke indicates the actual number of reports which have been originated on the pollution in question.
"DK 1/1" thus indicates the first report of the pollution in question. "DK 1/2" will in accordance with the described system then indicate the second report of the same pollution.
5.1.8 The last and final POLREP will show as follows: "DK 1/5 FINAL", which means that this is the fifth and final report concerning the first pollution.
5.1.9 If the pollution caused by the incident splits up in clearly separate patches - in this example two - the wording, "DK 1/2 now splitting in DK 2 and 3" should be indicated in the last report from the incident identified by the number 1 preceding the stroke.
5.1.10 The first reports from the two patches originating from the incident first reported will then be numbered DK 2/1 and DK 3/1, and consecutive numbering could then be used after the stroke.
5.1.11 In order to keep the receivers of POLREP informed of all the transmitted reports, the combating authority sending the POLREP must after the serial number include information on the recipients of the earlier transmitted POLREPs, e.g.:
DK 2/5 - DK2/1 for
DE and SE
DK 2/2 for DE
DK 2/3 for SE
DK 2/4 for DE and SE
5.1.12 Concerning the numbers 5, 60 and 99, it is emphasized that "ACKNOWLEDGE" made by the combating authority addressed should be with reference to the serial number in question, e.g. "your DK 2/1".
5.1.13 By answering a POLREP, the serial number used by the transmitting combating authority is to be used as reference in the answer (see above). However, it is not necessary for countries to adhere to the POLREP system in responding to POLREPs.
5.1.14 If the POLREP is used in exercises, the text is to be introduced with the word “EXERCISE” and finished with the same word repeated three times. The same procedure should also be used for the following reports which deal with the exercise.
5.1.15 A summarized list of POLREP numbers is given in chapter 5.2.
5.1.16
Detailed explanations of the different numbers in Parts I, II and III of
the POLREP as well as examples of POLREP are given in chapters 5.3 and 5.4.
APPENDIX
1
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5.2
CONTENTS |
REMARKS |
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DTG (day time group) |
Day and time of drafting the message (DTG). Always 6 figures. Can be followed by month indication. The DTG can be used as a reference. |
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POLREP NORDIC/BALTIC/ DENGER/NETHGER/ DENGERNETH |
This is the identification of the report. "POL..." indicates that the report might deal with all aspects of pollution (oil as well as other harmful substances). "...REP" indicates that this is a report on a pollution incident. It can contain up to 3 main parts: |
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Part I (POLWARN) is an initial notice (a first information or a warning of a casualty or the presence of oil slicks or harmful substances. This part of the report is numbered from 1 to 5. Part II (POLINF) is a detailed supplementary report to Part I. This part of the report is numbered from 40 to 60. Part III (POLFAC) is for requests for assistance from other Contracting Parties, as well as for operational matters in the assistance situation. This part of the report is numbered from 80 to 99. “BONN AGREEMENT” is for identifying the Agreement in question (other code words "NORDIC" for the Copenhagen Agreement 1971, "BALTIC" for the Helsinki Convention 1974, "DENGER" for the Danish German Joint Maritime Contingency Plan 1982 and "NETHGER" for the Netherlands-German Joint Maritime Contingency Plan 1990). Parts I, II and III can be transmitted in one single report or separately. Furthermore, single figures from each part can be transmitted separately or combined with figures from the two other parts. Figures without additional text should not appear in the POLREP. When Part I is used as a warning of a serious threat, the message should be headed with the transmission priority word “URGENT”. All POLREPs containing ACKNOWLEDGE numbers (5, 60 or 99) should be acknowledged as soon as possible by the competent national authority. POLREPs should always be terminated by a message from the reporting State indicating that no more operational communication on that particular incident can be expected. |
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DK 1/1 |
It
should be possible to identify every single report and the receiving
agency should be in a position to check whether all reports of the
incident in question have been received. This is done by using a
nation-identifier (DK, POLREP
BONN AGREEMENT DK 1/1 thus indicates the first report from POLREP BONN AGREEMENT DK 1/2 will, in accordance with the described system, then indicate the second report from the same pollution. If the pollution caused by the incident splits up into clearly defined patches - in this example two - the wording POLREP BONN AGREEMENT 1 now splitting into POLREP BONN AGREEMENT 2 and POLREP BONN AGREEMENT 3, should be indicated in the last report in the incident identified by number 1 preceding the stroke. The
first reports on the two patches originating from the incident first
reported will then be numbered POLREP BONN AGREEMENT DK 2/1 and POLREP
BONN AGREEMENT DK 3/1, and consecutive numbers after the stroke could then
be used. |
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1 DATE AND TIME |
The day of the month as well as the time of the day when the incident took place or, if the cause of the pollution is not known, the time of the observation should be stated using 6 digits. Time should be stated as GMT, for example 091900z (i.e. the 9th of the relevant month at 1900 GMT). |
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2 POSITION |
Indicates the main position of the incident and longitude in degrees and minutes, and may in addition give the bearing of and the distance from a location known by the receiver. |
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4 OUTFLOW |
The polluting substance, such as CRUDE OIL, CHLORINE, DINITROL, PHENOL as well as the total quantity in tonnes of the outflow and/or the flow rate, and the risk of further outflow should be mentioned. If there is no pollution, but a threat of pollution, the words NOT YET followed by the substance (for example NOT YET FUEL OIL) should be stated. |
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5 ACKNOWLEDGE |
When this number is used, the message (email or telefax) should be acknowledged as soon as possible by the competent national authority. |
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40 DATE AND TIME |
No. 40 relates to the situation described in numbers 41 to 60 if it varies from number 1. |
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41 POSITION AND/OR EXTENT OF POLLUTION ON/ABOVE/ IN THE SEA |
Indicates the main position of the pollution in degrees and minutes of latitude and longitude, and may in addition give the distance and bearing of some prominent landmark known to the receiver if other than indicated in number 2. Estimated amount of pollution (e.g. size of polluted areas, number of tonnes of oil spilled if other than indicated in number 4, or number of containers, drums lost). Indicates length and width of slick given in nautical miles if not indicated in number 2. |
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42 CHARACTERISTICS OF POLLUTION |
Gives type of pollution, e.g. type of oil with viscosity and pour point, packaged or bulk chemical, sewage. For chemicals, the proper name or United Nations number, if known, should be given. Appearance, e.g. liquid, floating solid, liquid oil, semi-liquid sludge, tarry lumps, weathered oil, discolouration of sea, visible vapour should also be given as well as any markings on drums, containers. |
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43 SOURCE AND CAUSE OF POLLUTION |
Indicates the source of pollution e.g. from vessel or other undertaking. If from vessel, it should be notified whether the pollution is a result of a deliberate discharge or casualty. If the latter, a brief description should be given. Where possible the name, type, size, call sign, nationality and port of registration of polluting vessel should be mentioned. If the vessel is proceeding on its way, course, speed and destination should be indicated. |
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44 WIND DIRECTION AND SPEED |
Indicates wind direction and speed in degrees and in m/sec. The direction always indicates from where the wind is blowing. |
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45 CURRENT DIRECTION AND SPEED AND/OR TIDE |
Indicates current direction and speed in degrees and knots and tenths of knots. The direction always indicates the direction in which the current is flowing. |
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46
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Sea state indicates the wave height in metres. Visibility should be indicated in nautical miles. |
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47 DRIFT OF POLLUTION |
Indicates drift course and speed of pollution in degrees and knots or tenths of knots. In cases of air pollution (gas cloud), drift speed should be indicated in m/sec. |
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48 FORECAST OF LIKELY EFFECT OF POLLUTION AND ZONES AFFECTED |
Results of mathematical models could indicate e.g. arrival on beach with estimated timing. |
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49 IDENTITY OF OBSERVER/ REPORTER IDENTITY OF SHIPS ON SCENE |
Identifies who has reported the incident. If it is a ship, the name, home port, flag and call sign must be given. Ships on-scene could also be indicated under this item by name, home port, flag and call sign, especially if the polluter cannot be identified and the spill is considered to be of recent origin. |
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50 ACTION TAKEN |
Mentions action taken for the disposal of the pollution. |
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51 PHOTOGRAPHS OR SAMPLES |
Indicates if photographs or samples from the pollution have been taken. Contact numbers (including telephone, email address, telefax and telex numbers as appropriate) of the sampling authority should be given. |
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52 NAMES OF OTHER STATES AND ORGANISATIONS INFORMED |
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53 - 59 |
SPARE
FOR ANY OTHER RELEVANT INFORMATION: |
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60 ACKNOWLEDGE |
When this number is used, the telex/telefax/email should be acknowledged as soon as possible by the competent national authority. |
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80 DATE AND TIME |
No. 80 is related to the situation described below, if it varies from numbers 1 and/or 40. |
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81 REQUEST FOR ASSISTANCE |
Type
and amount of assistance required in form of: with indication of country requested |
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82 COST |
Information on cost of delivered assistance to be notified to requesting country. |
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83
PRE-ARRANGEMENTS FOR THE DELIVERY OF ASSISTANCE |
Information concerning customs clearance, access to territorial waters in the requesting country. |
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84 TO WHERE ASSISTANCE SHOULD BE RENDERED AND HOW |
Information concerning the delivery of the assistance, e.g. rendezvous at sea with information on frequencies to be used, call sign and name of Supreme On-Scene Commander of the requesting country or land-based authorities with contact numbers (including telephone, email address, telefax and telex numbers as appropriate) and contact persons. |
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85 NAMES OF OTHER STATES AND ORGANISATIONS |
Only to be filled in if not covered by number 81, e.g. if further assistance is later needed by other States. |
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86 CHANGE OF COMMAND |
When a substantial part of an oil pollution or serious threat of oil pollution moves or has moved into the zone of another Contracting Party, the country which has exercised the supreme command or the operation may request the other party to take over the supreme command. |
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87 EXCHANGE OF INFORMATION |
When a mutual agreement has been reached between two parties on a change of supreme command, the country transferring the supreme command should give a report on all relevant information pertaining to the operation to the country taking over the command. |
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88
- 98 |
SPARE FOR ANY OTHER RELEVANT REQUIREMENTS OR INSTRUCTIONS |
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99 ACKNOWLEDGE |
When this number is used, the message (email or telefax) should be acknowledged as soon as possible by the competent national authority. |
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APPENDIX
2
Summarized
list of POLREP
Address
From ..........
To ...........
Date
Time
Group
Identification
Serial Number
................................................................................................................................................................
2
Position
Part I
3
Incident
(POLWARN)
4 Outflow
5 Acknowledge
................................................................................................................................................................
40
Date and Time
41
Position
42
Characteristics of pollution
43
Source and cause of pollution
44
Wind direction and speed
45
Current or tide
46
Sea state and visibility
47
Drift of pollution
Part II 48
Forecast
(POLINF)
49
Identity of observer and ships on scene
50
Action taken
51
Photographs or samples
52
Names of other states informed
53 - 59
Spare
60
Acknowledge
.................................................................................................................................................................
80
Date and Time
81
Request for assistance
82
Cost
83
Pre-arrangements for the delivery
84
Assistance to where and how
Part
III
85
Other states requested
(POLFAC) 86
Change of command
87
Exchange of information
88 - 98
Spare
99
Acknowledge
APPENDIX 3
5.3 EXAMPLES OF POLREP REPORTS
5.3.1
POLREP EXAMPLE NO. 1
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Address |
From DK To DE and NL |
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Date time group |
181100z June |
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Identification |
POLREP
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Serial number |
DK 1/2 (DK 1/1 for DE) |
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= |
= |
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1 Date and time |
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2 Position |
2 55°33' N - 07°00' E |
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3 Incident |
3 Tanker collision |
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4 Outflow |
4 Crude oil, estimated 3,000 tonnes |
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41 Position and/or extent of pollution on/ above/in the sea |
41 The oil is forming a slick 0.5 nautical miles to the South East. Width up to 0.3 nautical miles |
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42 Characteristics of pollution |
42
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43 Source and cause of pollution |
43 Danish tanker ESSO BALTICA of Copenhagen 22,000 GRT call sign xxxx, in collision with Norwegian bulk carrier AGNEDAL of Stavanger, 30,000 GRT, call sign yyy Two tanks damaged in ESSO BALTICA. No damage to the AGNEDAL |
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44 Wind direction and speed |
44 270 - 10m/sec |
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45 Current direction and speed and/or tide |
45 180 - 0.3 knots |
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46 Sea state and visibility |
46 Wave height 2m. 10 nautical miles |
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47 Drift of pollution |
47 135 - 0.4 knots |
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48 Forecast of likely effect of pollution and zones affected |
48 Could reach the |
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49
Identity of observer/reporter. Identity of ships on scene |
49 Agnedal, number 43 refers |
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50 Action taken |
50 2 Danish strike-teams with high mechanical capacity on route to the area |
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51 Photographs or samples |
51 Oil samples have been taken. Telex 64471 SOK DK |
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52 Names of other states and organisations informed |
52 DE |
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53 Spare |
53 DENGER PLAN is activated |
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81 Request for assistance |
81 DE is requested for 2 strike teams with high mechanical pick-up capacity |
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82 Cost |
82 DE is requested for an approximate cost rate per day of assistance rendered |
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83 Pre-arrangements for the delivery of assistance |
83 DE units will be allowed to enter Danish territorial waters for combating purposes or Danish harbours for logistics informing SOSC beforehand |
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84 To where assistance should be rendered and how |
84 Rendezvous 57°30' N - 07°00' E. Report on VHF channels 16 and 67. SOSC, Lieutenant Commander Hansen in GUNNAR SEIDENFADEN, call sign OWAJ |
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99 ACKNOWLEDGE |
99 ACKNOWLEDGE |
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= |
= |
APPENDIX 4
5.3.2 POLREP EXAMPLE No. 2
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Address |
From DE |
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To DK |
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Date time group |
182230z June |
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Identification |
POLREP
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Serial number |
Your DK 1/2 refers |
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= |
= |
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80 Date and time |
80 182020z |
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82 Cost |
82 Total cost per day will be approx ....... |
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84 To where assistance should be rendered and how |
84 ETA DE units at POLREP Bonn Agreement DK 1/2 will be 182100z |
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= |
= |
APPENDIX
5
5.3.3
POLREP EXAMPLE No. 3
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Address |
From
DK |
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Date time group |
21
0940z June |
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Identification |
URGENT |