SHIP MAINTENANCE CHECKLIST

(Recommended to be filled-in and retained on board)

Name of Ship
Owner
Month / Year
Master
Name / Sign
Chief Engineer
Name / Sign

REVISION. 4 (updated till November 2016)

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 Almost all ocean going merchant ships are periodically inspected by flag state and/or their recognised
organisation under provisions of conventions such as SOLAS, MARPOL, Load Lines, MLC etc. to ensure
that they comply with respective Convention requirements. Deficiencies, when observed, are corrected
prior to endorsement of certificate issued under such Conventions. This enables ships to trade safely.

Such deficiencies are caused by permitting the status of ship’s hull, machinery, crew, life saving, fire fighting
or pollution prevention equipment to fall below the standards required by International Conventions. Often
these are due to long term neglect or mismanagement. However, more often it has been observed that
such deficiencies are found with items that are not used or examined by ships staff on regular basis e.g. fire
fighting and safety equipment (emergency fire pump, blower flaps etc.), emergency generator, structural
wastage, pollution prevention system etc. This type of problem is common due to the ship’s continual
operation and as a result ship staff’s priorities often lie with the cargo and main propulsion systems.

With the above in view the ship maintenance checklist was developed by IR Class (Indian Register of
Shipping to encourage ship staff for continued maintenance of such items. The Ship Maintenance Checklist
has now been revised and the enclosed Ship Maintenance Checklist includes latest amendments to
provisions under various Conventions such as GMDSS, Safety Management System under ISM Code,
guidelines received from various Port State Control Authorities etc.

The checklist has been compiled based on a computer database of various port state control detention
reports of Indian Ships. The database is created and being maintained by IR Class. Thus the checklist
reflects the types of deficiencies generally being found on Indian Ships by port state control regimes at
various parts of the globe.

It is anticipated that monthly verification of ship, its equipment and manning as per the checklist would
enable ship’s personnel and its owner to identify problem areas at an early stage and take necessary
corrective actions. The corrective action taken or initiated (such as ordering of spare parts) may be
recorded in brief in ‘Remarks’ column, whereas the ‘Findings’ column may be marked as satisfactory (Y); not
satisfactory (X) or not applicable (-).

The checklist would serve the dual purpose or record as well as identification of section/department
responsible for completing the corrective actions.

IRS believes use of this checklist with conscience would go a long way in maintaining ships at par with
international convention requirements and keeping ships away from port state control detention net and
associated loss of earning, high repair cost, detention cost and above all embarrassment.

The Checklist is a suggested tool for maintenance of ships and is not an IR Class requirement.

Should you have any comment or suggestion regarding this checklist please sent it to following
address:
Indian Register of Shipping
52/A, Adi Shankaracharya Marg,
Opp. Powai Lake, Powai, Mumbai
400 072. (INDIA)

Phone: 91-22-30519400
Fax No.: 91-22-25703611
e-mail: [email protected]
website: www.irclass.org

While utmost care has been taken in the compilation of this booklet, neither Indian Register of Shipping nor any of
its officers, employees or agents shall be responsible or liable for any negligence or otherwise howsoever in
respect of any inaccuracy contained herein or omissions herefrom.

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Ship Maintenance Checklist

DOCUMENTATION

(1) As may be required by the Flag State Administration or Port State Authority
PS- Passenger or Ro-Ro Passenger Vessels, OT- Oil tankers, CT-Chemical tankers, GC-Gas carriers, BC-Bulk carrier, CS-Container ship, RR-Ro-Ro Cargo
vessels, GS- General cargo ships, HS- High speed crafts

CERTIFICATES

Item Certificates in latest format published by IMO According to PS OT CT GC BC CS RR GS HS

No.
2.1 Classification Certificates IRS Rules X X X X X X X X X
2.2 Statutory Certificates
2.2.1 International Load Line Certificate ILLC X X X X X X X X X
2.2.2 International Load Line Exemption Certificate(1) ILLC X X X X X X X X X
2.2.3 Passenger Ship Safety Certificate .and Exemption Certificate if any. SOLAS I/12 X
2.2.3.1 Record of Equipment (Form P) SOLAS I/12 X
2.2.4 Cargo Ship Safety Construction Certificate and Exemption Certificate if any. SOLAS I/12, GMDSS X X X X X X X
amendments, Protocol ’88
regulation I/12

2.2.5 Cargo Ship Safety Equipment Certificate and Exemption Certificate if any. A record of SOLAS I/12, GMDSS X X X X X X X
Equipment (Form E) to be permanently attached. amendments, Protocol ’88
regulation I/12, Appendix

2.2.6 Cargo Ship Safety Radio Certificate and Exemption Certificate if any. (for ≥ 300 gt and SOLAS I/12, GMDSS X X X X X X X
record of equipment (Form R) amendments, Protocol ’88
regulation I/12

2.2.7 Safety Management Certificate (SMC) original SOLAS IX/4; ISM Code X X X X X X X X X
paragraph 13.

2.2.8 Document of Compliance (DOC) copy. SOLAS IX/4; ISM Code X X X X X X X X X

paragraph 13.

2.2.9 Cargo Ship Safety Certificate (as an alternative to Safety Construction Cert., , Safety SOLAS reg. 1/12 X X X X X X X X
Equipment cert., and Safety Radio certificates)
2.2.10 International Oil Pollution Prevention (IOPP) Certificate supplemeted by a Record of MARPOL Annex I/5 X X X X X X X X X
Construction and Equipment for ships other than Oil Tanker (Form A) or for Oil Tanker
(Form B)
2.2.11 International Pollution Prevention Certificate for the Carriage of Noxious Liquid Substances MARPOL II X X
in Bulk 11 & 12A
(NLS Certificate)

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Ship Maintenance Checklist

Item Certificates According to PS OT CT GC BC CS RR GS HS

No.

2.2.12 International Sewage Pollution Prevention (ISPP) Certificate MARPOL IV/5; X X X X X X X X X

MEPC/Circ. 408

2.2.13 International Certificate of fitness for the carriage of Dangerous Chemicals in Bulk IBC Code 1.5 MSC X
16(58) & MEPC 40
(29)

2.2.14 Certificate of fitness for the carriage of dangerous chemicals in Bulk BCH Code 1.6 X
MSC 18 (58)
2.2.15 International certificate of fitness for the carriage of liquefied gases in bulk IGC Code 1.65 X
MSC 17(58)

2.2.16 Certificate of fitness for the carriage of liquefied gases in bulk IMO GC Code 1.56 X

2.2.17 International Tonnage Certificate (1969) Tonnage Article X X X X X X X X X

7
2.2.18 Cargo Gear Register book and certificates ILO 152 X X X X X X X X X

2.2.19 Certificates of insurance or other financial security International X X X X X X X X X

in respect of liability for the removal of wrecks (wreck removal certificates) Convention on the
Removal of
Wrecks,
2.2.20 Engine International Air Pollution Prevention Certificate (EIAPP) for vsls built after 1.01.2000 MARPOL VI
2007 X X X X X X X X X
2.2.21 International Air Pollution Prevention Certificate (IAPP) MARPOL VI X X X X X X X X X
2.2.22 International Anti-fouling System Certificate (IAFS) AFS Annex 4 / 2 X X X X X X X X X
2.2.22.1 Record of Anti-fouling System (permanently attached with the IAFS) AFS Annex 4, X X X X X X X X X
Appendix 1
2.2.22.2 Declaration of Anti-fouling System (AFS) AFS Annex 4, X X X X X X X X X
Appendix 2
2.2.23 International Ballast Water Management Certificate(1) (if BWM implemented) BWM Annex, X X X X X X X X X
Regulation E-2
2.2.24 Polar Ship Certificate ( for ship plying in polar region) Polar code X X X X X X X X X

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Ship Maintenance Checklist

2.3 OTHER STATUTORY

CERTIFICATES
Item Certificates According to PS OT CT GC BC CS RR GS HS
No.
2.3.1 Document of authorization for carriage of grain (may be incorporated in the grain loading manual) SOLAS VI / 9 X X X
2.3.2 Document of compliance with the Special Requirements for Ships carrying Dangerous Goods SOLAS II-2 / X X X X
(for Dangerous Goods, except solid Dangerous Goods in bulk, for cargoes specified as Class 6.2 & 7 19.4, 2000
and Dangerous Goods in limited quantities) amendment

2.3.3 High speed craft safety certificate SOLASX/3 X

1994 HSC Code
1.8;2000 HSC
Code 1.8
2.3.4 Dynamically supported craft permit to operate IMO X
Res.A.373(X)
2.3.5 Unattended Machinery Spaces Document SOLAS II- X X X X X X X X
1/46.3
2.3.6 Special Trade Passenger Ship Safety Certificate (1) STP 71, Rule 5 X

2.3.7 Special Trade Passenger Ship Space Certificate (1) SSTP 73, Rule X
5
2.3.9 International Energy Efficiency Certificate (IEEC) MARPOL VI X X X X X X X X X
2.3.10 Maritime Labour Certificate (including DMLC Part I and DMLC Part II) MLC 2006 X X X X X X X X X
2.3.11 Voyage Data Recorder System (VDRS) – Certificate of Compliance SOLAS V/18.8 X X X X X X X X
2.3.12 International Ship Security Certificate (ISSC) or Interim International Ship Security Certificate SOLAS, 2002 X X X X X X X X
amendments,
ISPS Code Part A
sectin 19 &
appendices
2.3.14 Permit to operate High-Speed Craft 1994 HSC 1.9 X
2000 HSC 1.9
2.3.15 International Certificate of Fitness for carriage of INF cargo. (as applicable) SOLAS VII/16,
INF Code, MSC
88(71)
2.3.16 Nuclear Cargo Ship Safety Certificate or Nuclear Passenger Ship Safety Certificate SOLAS VIII/10
(in place of Cargo Ship Safety Certificate or Passenger Ship Safety Certificate)
2.3.17 Continuous Synopsis Record (CSR) SOLAS XI-1/5, X X X X X X X X
2002
amendments;

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Ship Maintenance Checklist

2.3.18 Pilot ladder certificate as per SOLAS V/23 or as per ISO 799:2004 available on board( vessel keel laid SOLAS, Chapter X X X X X X X X X
after 01/07/2012 and in case of equipment are entirely changed on existing vessel and delivered on V/Reg.23
board on or after 01/07/2012)

2.4 MANNING
CERTIFICATES
Item Certificates According to PS OT CT GC BC CS RR GS HS
No.

2.4.1 Minimum Safe Manning Document SOLAS V / 14 X X X X X X X X

14.2, 2000
Amendments
Regulation
V/14.2
2.4.2 Certificates for Master, Officers, Ratings & Cook (original on board) STCW X X X X X X X X X
2.4.3 Endorsements for tankers STCW X X X
2.4.4 Ratings certificates of proficiency in survival crafts STCW X X X X X X X X X
2.4.5 Radio Officer/Operators certificates of competency STCW X X X X X X X X X
2.4.6 Medical examination certificate for all crews ILO 73 X X X X X X X X X
2.4.7 ECDIS training certificate to navigation officers (where ECDIS fitted) X X X X X X X X X
2.4.8 Copy of applicable CBA (the CBA, or applicable sections of the CBA, in English on a ship that are on MLC Code X X X X X X X X X
international voyage)
2.4.9 Copy of Seafarers’ employment agreements (SEA) & Copy of account of wages MLC Code X X X X X X X X X

2.5 OTHER
2.5.1 Certificate of Registry CERTIFICATES FAL X X X X X X X X X
2.5.2 Ship’s radio station licence ITU X X X X X X X X X
2.5.3 Deratting Certificate and Exemption Certificate if any. FAL X X X X X X X X X
2.5.4 Document of Compliance for crew accommodations(1) ILO 92,133, X X X X X X X X X
National
Requirement

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2.5.5 Certificate of Insurance or Other Financial Security in Respect of Civil Liability for Oil Pollution CLC 69 VII ; X X X X X X X X X
Damage (1) (ships carrying > 2000 tons of oil in bulk as cargo) ; (2) each ship of greater than 1000 GT Bunker
as per req. of Bunker conv. article 7 convention
2.5.6 TOVALOP Certificate 2001,69
CLC article
VII 7 X X X
2.5.7 Noise Survey Report IMO X X X X X X X X X
Res.A.468(XII)
sec 4.3; Noise
Code;, MSC
2.5.8 Safety Approval Plate (1) 337(91)
CSC X X X X
2.5.9 Suez Canal Special Tonnage Certificate (1) Suez Canal X X X X X X X X X
Regulations
2.5.10 Panama Canal Tonnage Certificate (1) Panama Canal X X X X X X X X X
Regulations
2.5.11 Document of Compliance: Suez Canal (1) Egyptian X X X X X X X X X
Regulations
Item Certificates According to PS OT CT GC BC CS RR GS HS
No.
2.5.12 Document of Compliance: Panama Canal (1) Panama Canal X X X X X X X X X
Regulations
2.5.13 Document of Compliance: Kiel Canal (1) German X X X X X X X X X
Regulations
2.5.14 Document of Compliance of Compliance: St Lawrence River (1) Canadian X X X X X X X X X
Regulations
2.5.15 Condition Assessment Scheme (CAS) Statement of Compliance (issued by Administration to be MARPOL I/13G, X
accompanied by copy of CAS Final Report and Copy of relevant Review Record) 2001
amendments,
MEPC 95(46),
MEPC 94 (46)

2.5.16 Special Purpose Ship Safety Certificate (not mandatory) SOLAS I/12, 88
(<500 gt to indicate to what extent relaxations were accepted) protocol,
Resolution
A.534(13) as
amended by
MSC/Circ 739
2.5.17 Certificate of Fitness for Offshore Support Vessel (not mandatory) MARPOL II/13
(4), Resolution
A.673(16)
2.5.18 Diving System Safety Certificate (not mandatory) Resolution
A.536(13
2.5.19 Dynamically Supported Craft construction and Equipment Certificate (not mandatory) Resolution X
A.373(X)
2.5.20 Mobile Offshore Drilling Unit Safety Certificate (not mandatory) Resolution
A.414(XI),
Resolution
A.649(16) as
modified by MSC
38(63)

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Ship Maintenance Checklist

2.5.21 Wing-in-Ground (WIG) Craft Safety Certificate (not mandatory) MSC/Circ 1054
section 9
2.5.22 Permit to operate WIG Craft. (not mandatory) MSC/Circ. 1054
section 10

MANUALS

Item Manual, Book, Record Book According to PS OT CT GC BC CS RR GS HS

No.
2.6.1 Loading and intact stability information booklet SOLAS II- X X X X X X X X X
1/22,
II-1/25.8;
1988 LL
Protocol,
regulation 10
2.6.2 Grain loading stability booklet SOLAS IV / 9 X X
2.6.3 Manoeuvring booklet and manoeuvring information SOLAS II-1/28 X X X X X X X X X
2.6.4 Lifesaving appliances training manual SOLAS III / 35 X X X X X X X X X
2.6.5 Instructions for on-board maintenance of life saving appliances SOLAS III / 36 X X X X X X X X X
2.6.6. Cargo securing manuals SOLAS, 2002 X X X X X X X X X
amendments,
VI / 5.5, VII /
5, MSC/
Circ.745
2.6.7 Damage control plan & booklets SOLAS X X X X X X X X X
(There shall be permanently exhibited, for the guidance of the officer in charge of the ship, plans II.1/23;
showing clearly for each deck and hold the boundaries of the 23-1, 25-8; II-
watertight compartments, the openings therein with the means of closure and position of any 1/19.
controls thereof, and the arrangements for the correction of any list due to flooding. In addition, MSC/Circ.
booklets containing the aforementioned information shall be made available to the officers of the 919
ship. ship type & date of construction applicability dates as per SOLAS)

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Ship Maintenance Checklist

2.6.8 Shipboard oil pollution emergency plan (SOPEP) approved by Administration. MARPOL I/26 X X X X X X X X X
2.6.9 Shipboard Marine Pollution Emergency Plan for Noxious Liquid Substances (SMPEP) MARPOL II/16 X X

2.6.10 Instruction manuals for inert gas systems SOLAS II-2 X X X

2.6.11 Dedicated clean ballast tank operational manual (to the satisfaction of the Administration) MARPOL X
I/13A
2.6.12 Crude oil washing operation and equipment manual MARPOL X
I/13B
2.6.13 Procedures for existing tankers having special ballast arrangements MARPOL X
I/13D
2.6.14 Operational manual for oil discharge monitoring and control system (Approved by the MARPOL I / X
Administrration) 15(3)(C)

2.6.15 Procedure and arrangement manual (P & A Manual) MARPOL X X

II/5;5A & 8;
MEPC 18(22)

Item Manual, Book, Record Book According to PS OT CT GC BC CS RR GS HS

No.

2.6.16 Safety Management Manual ISM Code X X X X X X X X X

SOLAS
Ch.IX
2.6.17 Garbage Management Plan (ship of ≥ 400 gt certified to carry ≥ 15 persons) MARPOL V / 9 X X X X X X X X X
2.6.18 Garbage Record Book (ship of ≥ 400 gt certified to carry ≥ 15 persons engaged in voyages to ports MARPOL V / 9 X X X X X X X X X
or terminals in other parties to the convention and every fixed & floating platforms engaged in
exploration and exploitation of the sea-bed)
2.6.19 Fire control plan / Booklet SOLAS II- X X X X X X X X X
2/15.2.4,
2000
Amendments
2.6.20 Emergency instructions and Muster lists SOLAS III / 37 X X X X X X X X X
2.6.21 Emergency instructions of steering changeover procedures SOLAS V / X X X X X X X X X
26.3.1
2.6.22 Deck and Engine Room log books SOLAS II- X X X X X X X X X
1/15.9.4,
II-1/15.10.2,
II-1/15. III
/19.5
2.6.23 Fire Safety Training Manual SOLAS, X X X X X X X X X
2000
amendment,
II-2 / 15.2.3
2.6.24 Radio log book SOLAS X X X X X X X X
2.6.25 Oil Record Book – Part I Machinery spaces operation (for Oil Tanker ≥ 150 gt and other than Oil MARPOL I/20 X X X X X X X X X
Tanker ≥ 400 gt)

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Ship Maintenance Checklist

2.6.26 Oil Record Book – Part II Cargo/ballast operation (for Oil Tanker ≥ 150 gt) MARPOL I/20 X

2.6.27 Cargo record book (as part of Ship’s Official Log Book or otherwise) MARPOL II/9 X X

2.6.28 Dangerous goods manifest or stowage plan SOLAS 2002 X X X X

(copy of document to be made available before departure to the person or organization designated amendment,
by the Port State Authority) VII/4.5,
VII/7-2,
MARPOL
III/4
Item Manual, Book, Record Book According to PS OT CT GC BC CS RR GS HS
No.

2.6.29 Cargo information/operation BCH 5.2.2; IBC X X X

16.2.3; IGC
18.1.1;
SOLAS
reg VI/2 &
XII/10
2.6.30 Nautical charts / publications SOLAS V/27 X X X X X X X X X
2.6.31 International Code of Signals / IAMSAR SOLAS V/21 X X X X X X X X X
2.6.32 HSC Technical manuals (route operational manual, craft operating manual, training SOLAS Ch. XI X
manual, maintenance manual, etc.)
2.6.33 Enhanced Survey Report file SOLAS XI-1/2; X X X
(ESR file for chemical tanker required as per class only) 2002
amendments,
Res A744(18)
2.6.34 Bulk chemical (BCH) Code BCH 5.2.1 X
2.6.35 International Bulk Chemical (IBC) Code IBC 16.2.1 X
2.6.36 International Gas Carrier (IGC) Code IGC 18.1.3 X
2.6.37 Publications for ships fitted with radiotelegraph installations ITU X X X X X X X X X
Convention
2.6.38 Publications for ships fitted with radiotelephone installations ITU X X X X X X X X X
2.6.39 Publications for ships fitted with GMDSS installations Convention
ITU X X X X X X X X X
2.6.40 Records of accidents to personnel Convention
ILO 134/2.1 X X X X X X X X X
2.6.41 Record of lost time, first aid and near miss accidents ILO 134/2.2 X X X X X X X X X
2.6.42 Ship Security Plan & associated record. SOLAS XI-2/9 X X X X X X X X X
2002
amendment
ISPS Code Part
A, section 9 &
10
2.6.43 NOx Technical File MARPOL VI X X X X X X X X X
2.6.44 Record Book of Engine Parameters MARPOL VI X X X X X X X X X
2.6.45 On-Board Nox Verification Procedures MARPOL VI X X X X X X X X X

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