Authorization to Verify (ATV) in Fuel Trading - What It Is and How to Use It
If someone offers you 10,000 metric tons of diesel "in tank" but won't let you verify it exists, what does that tell you? Either the product doesn't exist, they don't control it, or they're hiding something. All three scenarios should make you walk away.
This is where Authorization to Verify (ATV) becomes your first line of defense. It's a simple document that separates legitimate sellers with real product from time-wasters and scammers. Understanding what ATV is, how to use it, and when to demand it can save you from losing hundreds of thousands of dollars on fake petroleum deals.
In this guide, we'll walk through everything you need to know about ATV – from what it should contain to the red flags that signal trouble.
What is Authorization to Verify (ATV)?
An Authorization to Verify is exactly what it sounds like – it's written permission from the seller allowing you (or your appointed inspector) to physically verify their petroleum product at the storage location. Think of it as a permission slip to check the product before you commit to buying.
Without this authorization, you can't just show up at a Vopak terminal or refinery and ask to inspect tank #5. These are secure facilities with restricted access. You need explicit authorization from whoever controls that product – and that authorization comes in the form of an ATV document.
Why ATV is Necessary
Petroleum storage terminals operate with military-grade security. You can't just drive up to the gate and ask to look around. Access is tightly controlled, and for good reason – these facilities store millions of dollars worth of flammable product and operate under strict safety protocols.
When you request access to verify product, the terminal will ask: "Who authorized this?" They need written proof that whoever controls the product in that specific tank has given you permission to inspect it. That's what ATV provides.
But ATV does more than just get you through the gate. When a seller provides ATV, they're making three implicit claims: first, they actually have access to or control of the product. Second, they're willing to let you verify it. Third, they're confident enough the product exists that they'll authorize your inspection. Any legitimate seller with real product will provide ATV gladly – because they want you to verify so you'll feel confident moving forward.
What ATV Should Contain
A proper ATV needs to be specific enough to actually grant you access. Vague documents with missing details won't work – terminals need precise information to verify the authorization is legitimate. Here's what should be included:
Seller/Product Controller Information: The ATV must clearly identify who's issuing it – company name, contact details, and proper signature with company seal. This is the entity claiming they control the product and have authority to grant you access.
Buyer Information: Your company name and the specific representative who'll conduct the verification (whether that's you, your employee, or an independent inspector like SGS). Terminals won't let in random people – they need to know exactly who's authorized.
Product Details: Specific information including product type (EN590 10PPM Diesel, Jet A1, etc.), quantity, the actual tank number(s), and the terminal location with full address. If the ATV says "approximately 10,000 MT in Rotterdam area" instead of "9,847 MT in Tank 42 at Vopak Europoort," that's a red flag.
Verification Details: What you're permitted to do during verification – visual inspection, sampling for lab analysis, dip testing for quantity measurement, photography. Most legitimate ATVs permit comprehensive verification. Also includes the specific dates or timeframe when access is granted.
Terminal Coordination: The terminal name and official contact information. Often, a copy of the ATV is sent directly to the terminal so they're expecting you. Some terminals require explicit acknowledgment before they'll grant access.
When You Get ATV
Timing matters with ATV. You should receive it early in the transaction sequence – specifically, before you commit to anything serious. Here's how it typically works:
First, you and the seller reach initial agreement on the product type, quantity, price, and basic terms. At this stage, you request Proof of Product (POP) documentation. The seller should provide ATV along with other documents like Tank Storage Receipt, recent SGS report, and tank ownership documentation.
You review the ATV carefully, checking all details match what you discussed. Then you contact the terminal directly (using official contact information, not just what's on the ATV) to verify they acknowledge the authorization. Once confirmed, you coordinate with the terminal and schedule your verification visit.
During verification, you present the ATV at the gate, conduct your inspection (dip test, sampling, visual check), and document the results. Only after successful verification should you proceed to formal contract and payment arrangements.
The key point: ATV comes before your verification – obviously, since you need it to access the product. But it also comes before any serious commitment on your part. Don't sign contracts or arrange banking instruments until you've received ATV and completed verification.
How to Use ATV
Once you have the ATV in hand, here's the practical process for using it to verify the product:
Start by reviewing the ATV thoroughly. Check that all required information is present and accurate. Confirm your company details are correct, the product specifications match what you discussed, and the tank number and terminal location are specific (not vague). If anything looks wrong or incomplete, send it back to the seller for correction before proceeding.
Next, contact the terminal independently. This is crucial – don't just trust the contact information on the ATV. Look up the terminal's official website or publicly listed phone number and call them directly. Reference the ATV and ask if they've received a copy or if they acknowledge this authorization. Ask about their access procedures, safety requirements, and scheduling process. If the terminal has never heard of this ATV or says the person who issued it can't authorize access, you've just saved yourself from a scam.
Coordinate your inspection logistics. Decide whether you'll inspect personally or hire an independent inspector like SGS or Intertek (independent inspectors add credibility). Provide the ATV to your inspector and schedule a specific date and time with the terminal. Most terminals require 48-72 hours advance notice.
On inspection day, present the ATV at the terminal gate. Security will verify the authorization matches their records. Once cleared, you'll access the specified tank to conduct verification – dip testing to measure quantity, sampling for quality analysis, visual inspection, and photography if permitted.
Document everything thoroughly. Record all measurements, take samples properly, photograph the tank gauges and product, and compile a verification report. This documentation becomes crucial if you discover discrepancies or if issues arise later.
Red Flags When Requesting ATV
Certain responses to your ATV request should immediately trigger alarm bells. Here's what to watch for:
Outright refusal to provide ATV is the biggest red flag possible. If a seller says "you don't need ATV, just trust us" or "we can't provide that for security reasons," walk away immediately. There's no legitimate reason why someone with real product would refuse to let you verify it. If the product exists and they control it, they can and will provide ATV. Refusal means the product doesn't exist, they don't control it, or they're hiding something.
Vague or incomplete ATVs suggest the seller doesn't actually know where the product is – because there is no product. Watch for documents that say "approximately 10,000 MT" instead of exact quantity, "Rotterdam area" instead of specific terminal, "Tank TBD" instead of actual tank number, or "access any time" instead of specific dates. Legitimate product sits in a specific tank at a specific terminal, and the ATV should reflect that precision.
Terminal doesn't recognize the ATV is a definitive deal-killer. When you contact the terminal independently and they say they've never heard of this authorization, or that the person who issued it doesn't have authority to grant access, you've discovered the ATV is fake. The seller doesn't control any product at that terminal.
Unreasonable restrictions on verification should make you suspicious. If the ATV says you can only look but not sample, or limits your inspection to 15 minutes, or prohibits independent inspectors, ask why. Legitimate verification requires reasonable access – time to measure quantity, collect samples, and conduct proper inspection. Extreme restrictions suggest they're trying to prevent you from discovering problems.
Defensive or aggressive responses to your ATV request reveal a lot. Professional sellers who deal in real product expect verification requests – it's standard practice. If a seller gets angry, offended, or pressures you to skip verification ("don't you trust me?" or "other buyers don't ask for this"), that's a red flag. Legitimate sellers welcome verification because they want you to feel confident.
ATV vs Other Authorization Documents
The petroleum trading world loves its acronyms, and it's easy to confuse similar-sounding documents. Here's how ATV differs from other authorization documents you might encounter:
Authorization to Verify (ATV) is specifically about granting you permission to check the product before you decide to buy. It enables your due diligence. Think of it as "prove to me this product exists and meets specs."
Authorization to Sell (ATS) is completely different – it's documentation showing the seller has legal authority to sell the product in the first place. It might be a mandate from the refinery, a sales agreement from the product owner, or other proof they can legally sell it. While you should verify ATS exists, it's not the same as ATV.
Authorization to Sell & Collect (ATSC) combines the above with explicit authority to collect payment. This is broader than basic ATS and shows the seller can both sell and receive funds.
Authorization to Board (ATB) is the vessel equivalent of ATV. When product is on a ship rather than in a tank, you need ATB to board the vessel and conduct inspection. Same concept, different location.
All these documents serve different purposes in your due diligence checklist. ATV specifically enables your verification – it's the permission slip that gets you access to check if the product is real.
What ATV Proves and Doesn't Prove
It's important to understand what ATV actually demonstrates – and what it doesn't. Don't overestimate its value, but don't underestimate it either.
What ATV proves: When a seller provides ATV, they're claiming they have control or access to the product, they're willing to let you inspect it, and they're confident enough to authorize verification. The ATV also proves you can legally access the terminal to conduct your inspection. These are meaningful signals – scammers rarely provide genuine ATVs because they can't.
What ATV doesn't prove: The document itself doesn't prove the product actually exists – that's what your verification will determine. It doesn't prove the seller owns the product (they might have a mandate or other arrangement). It doesn't prove they have legal right to sell it. And it certainly doesn't prove product quality or that specs match what's claimed – your testing determines that. Finally, ATV doesn't prove the seller is trustworthy overall, just that they're willing to let you verify this specific product.
The relationship is simple: ATV enables verification, and verification proves product exists. Both steps are essential. Never skip either one.
Terminal Coordination
Having an ATV from the seller is necessary, but it's not always sufficient on its own. Terminals have their own security protocols and access requirements that you'll need to satisfy.
Most terminals require 48-72 hours advance notice of your visit. They need time to verify the authorization, coordinate with their security team, and schedule access around their operations. Many also require safety training or briefings before you enter the facility – these are serious industrial sites with real hazards. You might need to watch safety videos, sign liability waivers, or complete short training modules.
Terminals typically offer specific time slots for inspections rather than 24/7 access. They're coordinating multiple operations simultaneously, and your inspection needs to fit into their schedule without disrupting other activities.
Here's the best practice approach: As soon as you receive ATV from the seller, contact the terminal immediately using their official contact information. Confirm they acknowledge the ATV and that the person who issued it actually has authority. Ask about their specific access procedures, safety requirements, and scheduling process. Then follow their procedures exactly and book your verification slot.
Whatever you do, don't show up unannounced. Even with a valid ATV in hand, the terminal needs advance notice. Arriving without coordination won't get you through the gate – it'll just waste your time and potentially damage your relationship with the terminal for future transactions.
Verification Permitted by ATV
A properly written ATV should clearly state what you're permitted to do during your inspection. Here's what's typically included and what's off-limits:
Most ATVs authorize comprehensive verification activities. You can conduct visual inspection of the product in the tank, perform dip testing to measure both quantity and basic quality indicators, collect samples for detailed laboratory analysis, photograph tank gauges and equipment (though some terminals restrict photography for security reasons), read tank calibration charts to verify quantity calculations, and coordinate with independent inspectors from companies like SGS or Intertek.
However, there are clear boundaries. ATV doesn't give you permission to take product away – it's not yours yet and removing it would be theft. You can't damage or tamper with terminal equipment. You can only access the specific tanks listed on the ATV, not wander around checking other tanks. And you can only bring people who are specifically authorized on the document – no surprise guests or unauthorized team members.
If the ATV places unusual restrictions on standard verification activities (like prohibiting sampling or limiting inspection time to an unreasonably short period), ask the seller why. There might be legitimate terminal policies at play, or it might be a red flag that they're trying to limit what you can discover.
The Golden Rule
Here's the rule that should guide every petroleum transaction: No ATV means no verification, and no verification means no deal. It's that simple.
If a seller won't provide ATV, or if the terminal doesn't recognize the ATV they provided, you're looking at one of three scenarios. Either the product doesn't exist at all (most common), or the seller doesn't actually control it (they're several mandates removed from the real product owner), or they have something to hide about the product's quality or quantity.
All three scenarios lead to the same conclusion: walk away.
This rule might seem harsh, but it's actually quite reasonable. Legitimate sellers with real product provide ATV gladly. They understand that verification is standard practice in petroleum trading. They want you to verify because your confidence after successful verification makes the transaction proceed smoothly. Refusing to provide ATV or getting defensive about your request tells you everything you need to know about the seller's legitimacy.
Bottom Line
Authorization to Verify is your permission slip to check petroleum product before committing to purchase. It's the document that gets you through the terminal gate and enables your due diligence.
You need ATV because you can't access secure terminal facilities without it. The document proves the seller permits your verification and is necessary for conducting dip tests, sampling, and inspection. A proper ATV contains specific information: buyer and seller details, exact product specifications and quantities, tank numbers, terminal location with address, what verification activities are permitted, and the dates when access is granted.
Using ATV follows a straightforward process: receive it from the seller, independently verify with the terminal that they acknowledge it, schedule your inspection appointment, present the ATV at the terminal gate, and conduct your comprehensive verification.
The biggest red flag in petroleum trading is when a seller refuses to provide ATV or when the terminal doesn't recognize the authorization. Both situations mean the deal is problematic and you should walk away.
Remember the relationship between these elements: ATV enables you to verify, verification proves the product actually exists, and both steps are absolutely essential before you commit any money. Never buy petroleum without obtaining ATV and completing successful verification. This simple rule will save you from the majority of petroleum trading scams.
Take Action
Work with suppliers who welcome verification and provide proper ATV documentation. Submit an RFQ on CommoditiesHub to connect with professional sellers who expect and support buyer verification.