Guide To Avoid Observations 2020-1

1
Guide to avoid Vetting Observations

ITEM INSTRUCTIONS/GUIDANCE, REGULATION & SMS
OBSERVATION VESSEL FOLLOW-UP ACTIONS
No. REFERENCE
A. ISM/ ISPS/ MLC, documentation & Company’s Procedures

SOLAS Chapter XI-1 4.2: In case of any changes
relating to the entries (CSR), the Administration shall
issue. As soon as is practically possible but not later
Continuous Synopsis Record no 4 – form I,
1 than three months from the date of the change, to the
found not attached with forms II & III
ships entitled to fly its flag either a revised and
updated version of the CSM or appropriate
amendments thereto.
HSQE manual Part IV – Section G:
“Internal/ External Audits, PSCI, FSI, Class
inspections findings/ deficiencies must be followed up
 Few NCRs not issued following by an NCR Form F.14.1”,
deficiencies/ findings/ observations Findings of third parties (PSC, Flag, etc) shall be
during Internal/ External Audits, PSCI, examined by the relevant Department Head in
FSI, Class inspections consultation with the DPA, in order to identify if
NC/OBS report should be issued.
Pay attention to the following:
2
 Each NCR must be issued per observation/
deficiency specifically
 One NCR found containing multiple  All correspondence related to NCR to be
findings/ deficiencies/ observations attached along with
 -Evidential closure exchange not  NCR register to be kept updated
found documented ADVICE: CHECK FILES THOROUGHLY AND
 -NCR register log found not updated CONTACT SAFETY/QUALITY DPTS IN CASE OF
MISSING NCR DOCUMENTATION & RELATIVE
CORRESPONDENCE
Vetting list 02/ February 2020
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No. REFERENCE
Office review for the following found not
documented/ sited: HSQE Part I Chapter 2/ Part II Chapter 2/ Part IV
-Master’s CMS Review Report Section E5/ H6/ G4:
-Master’s SSP Review
-MLC inspection checklist “All correspondence must be attached with the listed
-SOPEP annual review reports/ audits/ reviews/ drills/ meetings as sent via
-ISM Internal Audits email”.
3 -Navigation Internal Audits
HSQE standard guideline message:
-ISPS Internal Audits ISM/ISPS/MLC ISSUES - **IMPORTANT GUIDELINES**
-SSAS tests  Unless if electronically submitted to Office for
-Ship Shore Drills review through VMA. Info can be found via
-Safety Committee meetings system and if required by the inspector to be
-Security Meeting Minutes printed on demand.
-Hazardous Occurrence (Near Miss)
-Accident / Incident – Investigation Report
“Best Practice”: All Permits must be handwritten,
with all sections completed.
HSQE Manual Part II Chapter 2:

Company’s “Permit to work” system found -Follow guidelines & notes as indicated on each
not properly followed: Permit form.
4
-Each permit to be corresponding to an individual
F.PERMIT.1,2,3,4,5,6,7 activity (eg Cargo Holds Preparation Working Aloft)
and accompanied with relevant R.A.
-All relevant correspondence for each Permit with the
Office (eg Hot Work request & closure) to be attached

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No. REFERENCE
Risk Assessment Manual Chapter 1 & 2:
-Risk assessments to be job/subject specific and not
always generic
-Each R.A to be corresponding to an individual
activity (eg ballast tanks entrance)
Company’s Risk Assessment procedures not HSQE Manual Part II 2.8 (re underwater survey):
followed properly Before beginning any operation, a Risk Assessment
and a Safety Meeting must be conducted with the
5
participation of all involved personnel in order to
i.e. Underwater survey as part of discuss all aspects of safety, with special attention
intermediate Class survey was not being being paid to the suspension of all ballasting/de-
accompanied by R.A. and relevant work ballasting operations, command and communication
permit links, rescue arrangements, proper signaling, lashing
and tagging of all valves within the repair and/or
under inspection area. Diving contractors shall be
invited to contribute in the Risk Assessment
preparation, with their own material, as applicable.
HSQE Manual Part II 1.5:
Work plan/ toolbox meetings not followed/ -Company’s form F.SAF.2 “Work Planning Meeting”
documented. to be followed by Deck & Engine Dpts. All sections
6
must be completed as applicable corresponding to
Engine department daily work plan not found R.A., PERMITs for each job
7 Gas meter calibration log not maintained

Deck Operations Manual 11.1.6:
The shipboard instruments should be regularly
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No. REFERENCE
inspected by ship’s personnel before use and its
condition should be reported to office through F.19.3a
Company’s work form. The equipment must be
calibrated annually by shore station.
 Proof of last Shore Calibration to be readily
available for third parties
Best practice: Instruments’ sensors readings
compared to SPAN GAS (bump test), always, to be
recorded in Gas Meter Log, when a self-cross
checking carried out onboard. All deck officers
should be ready to present same to the inspector.
Regulation II-2/20.2 (SOLAS 74):

Latest colored & laminated copies of the Class
Fire Plans found defaced/ blurry and IMO
8 approved Fire Plan to be placed in the weathertight
signs in black & white
casing
Containers to be indicated with IMO symbols
Such changes to be recorded in last column of

Mooring ropes changing end to end not
9 Company’s form F.16.28a “Mooring Ropes
recorded
Inventory” as per in-form given example (Turned)
10
Officers/ Engineers observed not familiar with  All crew onboard must be familiar with the job

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No. REFERENCE
description/ duties as per Company’s CMS.
their job description  Furthermore, to be able to locate same in
electronic system onboard VMA/ CMS.
Deck & Engine ratings not familiar with work  -All ratings (including Fitters) to be
permit system and job planning. adequately trained and familiarized with
Company’s Work Permit procedures
 VERY COMMON OBSERVATION (F.PERMIT./ Job planning F.SAF.2)
Company’s Form F.20.3 “Fire Detectors Test Log”

Flame detector on top of Main Engine was to be followed on monthly basis, for the specific
tested however no predecessor Risk ones requiring R.A. and Work aloft permit, same to
assessment and Working Aloft Permit issued be issued
11
HSQE Manual Part II 4.18: Flame, Smoke, Heat
Type specific testing equipment (flame/ smoke detectors to be tested as per PMS by the type
detector) not available approved equipment, to be readily available and well
maintained (telescopic pole/ smoke spray cans/
torch)
12 Oil Record Book:
a. IOPP form A not attached with Oil IMO MEPC.1/Circ.736/Rev.1: Copy of IOPP
Record Book certificate and form A to be attached with ORB
b. Incorrect tank capacities mentioned All tank capacities to be in-line with Capacity Plan/
Sounding Tables/ IOPP certificate
c. Erroneous entries found Proper entries of figures with decimal places and
units (eg 1000.00 m3)
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No. REFERENCE
d. Discharge rate of O.W.S. found not O.W.S discharge rate entries must be strictly in
matching with IOPP throughput given compliance with IOPP certificate.
rate
e. O.R.B. found in poor condition; pages & O.R.B. and any official log must be maintained in a
outer cover detached presentable condition for third party inspection
Bunkering Operations:
Engine Operation Manual Chapter 9: Company’s
a. Not properly filled and complied
forms F.OPS.19, 19-A,B,C,D to be correctly filled and
(missing Port names, Dates, Signatures,
thoroughly complied at all stages of bunkering
Transfer rate, Barge PIC
operations. These forms to be handwritten and not
acknowledgement, method of
13 prepared in the computer.
communication)
Engine Operation Manual 8.6: Ship specific
bunkering procedure with the fuel pipeline plan must
b. Bunker Plan placard not in vicinity of
be permanently displayed at Bunkering Station &
bunkering site
ECR
14
Best Practice: Safety information like Muster Station
Safety information were not briefed to the location, Emergency Alarms in addition to the safety
visitors by the duty AB at Gangway procedures must be briefed to all visitors by the duty
AB on the Gangway. In case of doubt or further
queries by the visitor the duty AB should intimate that
Safety Officer would assist and explain.
IT IS VERY IMPORTANT THE BODY LANGUAGE

AND THE APPEARANCE OF THE GANGWAY
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No. REFERENCE
STUFF TO BE PERFECT AND IN LINE WITH
COMPANY'S PROCEDURE
PROJECT A GOOD IMPRESSION FROM THE
VERY BEGINNING.
15 Engine logbook not properly maintained Engine logbook to be properly filled and cross
checked by C/E recording entries such as:
1. Change over from Manned to UMS and vice

versa (E.O.M 2.21)
2. Topping up Diesel Engine systems (E.O.M. 5.13.2)
3. Current DGs running (in use)
4. Testing of Steering gear (E.O.M. 5.7.6)
5. Emergency Steering Drill (E.O.M. 5.7.3)
6. Casualties, deviations, any unusual event or
deviation from normal operating parameters
(E.O.M. 2.12)
7. Status of all plant – parts dismantled for repair or
inspection (E.O.M. 2.12)
8. Normal service power alteration (E.O.M. 3.11)
9. Operation of Machinery in Emergency (E.O.M. 5.1)
10.Emergency Generator/ alternator/ spare starter
testing (E.O.M. 5.9.3)
11.Loss of water from boiler above and below of set
limits (E.O.M. 5.11.6)
12.Testing of Boiler Water Controls, Regulators,
Alarms and Trips (E.O.M. 5.11.7)
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No. REFERENCE
13.Blow Down Boiler (E.O.M. 5.11.10)
14.Stoppages at sea (E.O.M. 7.1)
15.Deviation from CP Speed (E.O.M. 7.3) mentioning
reasons always in cooperation with the Master.
ISF/ Deck Operations Manual 7.4.2: Ship/Shore
safety checklist for cargo operations, form F.OPS.4,
must be duly filled and signed by the port
representative and C/O.
16 Ship-Shore check list found lacking contact
Best Practice: Ensure communication method i.e.
names
language/ radio channel/ phone number always
included. Usually said are OMITTED!
HSQE Manual Part I 4.3.2: Company’s policy is to

operate non-asbestos containing vessels with due
regard to personnel’s Health and Safety. Towards this
direction, Company has assessed the Risk of
existence of asbestos on board fleet vessels after
having consulted vessels’ drawings, List of
Hazardous Materials/Green Passport, etc. IMO
17 Asbestos Control Plan not available on board published detailed list of areas where asbestos can
be found onboard a ship quoted.
 HSQE Manual reference shall be

communicated for such instance. However
if a ship specific Asbestos-free declaration
(Ship yard provided) is not available
onboard could be requested from office.
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No. REFERENCE
HSQE Manual Part IV: MSC circular is followed as a

Voluntary Guideline.
Shipboard Emergency Response Plan Appendix
No training found regarding MSC Circ 1143 – III: Safety Management Training Session Topic S12
18
Guidelines on early assessment of hull (Guidelines on early assessment of hull damage &
damage & possible ship abandonment possible need for abandonment of bulk carriers) to be
conducted every June and December as per
Schedule Matrix
Engine Operations Manual 2.4: Standing orders

should be written by the Chief Engineer to reflect the
specific company’s requirements, as well as his own,
Chief Engineer’s own specific standing orders particular to the vessel, the trade and the experience
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not available in Engine Control Room of the engineering officers onboard at the time.
Standing orders should be updated and signed by
each Engineer when he takes over his duties.
Company’s provided alcometer will increase by one

their counter at every power-on of the device,
therefore alcometer to be used/ power-on only when
in need for an actual alcohol reading test.
Alcometer counter reading not matching with
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documented records
 Ensure counter readings are matching with
ship’s total records - Forms F.SPAM.1, given
it’s provided on current model onboard

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No. REFERENCE
HSQE Manual 4.20: Fire/Safety Patrols to be
conducted as follows:
A) Vessels with Manned Machinery Space:
By Bosun at 20:00 and 07:00 hrs & by Motorman
on duty at 23:00, 02:00 and 05:00 hrs.
B) Vessels with Unmanned Machinery Space:
Fire Patrol timings not entered in Work Rest
21 -By Bosun at 20:00 and 07:00 hrs &
Hours.
-By the Rating of Bridge Watch: before taking over
his watch
 Relevant entries to be carried out in VMA Work

Rest Hours, Fire Patrol & Deck Logbook
while at Sea & Port.
22 SOLAS Chapter III Reg 35/ 21.2.4.1: Information is
Muster list was not found incorporated in to be provided on mustering at the assigned stations
Training Manuals and not Ship specific as and all other functions contained in the muster list and
lacking photos and info of certain LSA/ FF emergency instructions. The type and extend of the
equipment information in this section will depend on the type of
ship.
(very common observation) SOLAS Chapter III Regulation 35: The Master shall
ensure that all Officers and ratings read and
understand the contents of SOLAS training manual.
The Training Manual has been designed to be "ship
specific" in order to assist Master, Officers, ratings
onboard and personnel ashore to become familiar
with the types and whereabouts of all lifesaving
equipment onboard and operation thereof.
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No. REFERENCE
 Safety officer to do a thorough checking of

training manuals and make sure that they have
been updated to the latest and all crew to be
familiar with.
The reply is that… “inspection of all safety equipment

23 Safety Officer’s Logbook not found followed is carried out through Company’s electronic system
PMS under Safety Items Category”.
HSQE Manual 4.15: Smoking is only permitted in
designated smoking areas, as directed by the Master,
which may include:
- Master’s, C/E’s and ship’s Office.
- Officer’s and Crew’s Smoking Rooms.
Shipboard Smoking policy not posted in ECR
- Engine Control Room (ECR) and Workshops.
- Public Rooms (Mess rooms, Lounges, Offices).
- Wheelhouse (outdoors).
24 Crew should also know to reply as above mentioned
 Best Practice: HSQE Manual section 4.15 to

be copied/ laminated and posted in designated
smoking areas
No Smoking signs not posted/ stenciled on
 Best Practice: Following IMSBC certification
each Hatch Cover sides (Port/ Starboard –
of the ship such stenciling to be done for
Fore/ Aft)
attention around cargo holds

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No. REFERENCE
Lub Oil analysis report observed with Best Practice: All correspondence regarding normal
abnormality and adverse comments. No or abnormal analysis reports, must be attached with
25 documented follow up comments/ instructions the relevant report (hard copy to be kept in relevant
from Office filed C/E file) as sent via email from Office and to follow up
“Pay attention – very common observation” for any re-analysis that may be required
IMO Guidelines on Prevention of Access by Resolution FAL.11(37) & MSC.128(75) can be found
Stowaways along with BNWAS performance in VMA/ CMS section of circulars.
26
standards MSC circular could not be
presented.  Ensure familiarity with the system
IMO Nairobi International Convention on the
Removal of Wrecks (In force 14 Apr 2015): covers
liability of the owner for the costs of locating, marking
and removing ships and wrecks - the registered
shipowner is required to maintain compulsory
27 Original Civil Liability Certificate for Bunkers insurance or other financial security to cover liability
and Wreck removal, not found onboard under the convention; and settlement of disputes.
Relative statutory certification to be available on
board.
 Ask head office to provide same in case not
available on board.
MSDS & Analysis reports must be corresponding to
Manufacturer name on Foam Analysis
makers of respective equipment/ substance/ material
28 certificate differs from the Batch & Class
matching the following batch & Class approval
approval certificate
documentation without any difference.
29 HSQE Manual D.4:
 SMS manual read confirmation through It is Company’s policy to familiarize seafarers on

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No. REFERENCE
board, manning Offices, Site office personnel at
signature card not available, after shipyards and personnel ashore with the revised
manual has been revised and/or newly issued CMS records via the use of Form
F.1.4 “Acknowledgement & Familiarization with CMS
 Ship’s class related circulars were not Revisions”. Familiarization process should be
provided and no means of personnel completed within seven days from the date of receipt
awareness/read acknowledgement of the revisions and relevant form F.1.4 should be
available signed / stamped and sent to the Head Office via e-
mail.
It is a matter of ship’s Classification Society Rules &
Regulations on adoption and interpretation regarding
the matter of thickness measurements in Bulk
Carriers. Company’s in collaboration classes as
RINA, LR, BV, CCS & DNVGL are in same line
stating in respective rules regardless of her age:
30 Ultrasonic test records not found for last “When considered necessary by the Surveyor, or
Special Survey in the ESP file. where extensive corrosion exists/ previously damage
reported, then thickness measurements to be carried
out, upon close-up inspection”.
 Further information can be provided for each

case/ different ship’s class by the office, Class
Dpt.

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No. REFERENCE
MEPC.1/Circ.736/Rev.2:
Disposal of oil sludge to shore facility dated 12 Correct > Usage of "Code C": Collection of oil
31 Sep 2018 was wrongly recorded as "Code I" in residues (sludge)
the oil record book. Mistake > Usage of “Code I”: General Guidance –
Additional Voluntary Recordings
B. Navigational Procedures & Bridge equipment

1 Position Fixing: Nav Procedures - Bridge Manual 3.4:
a. Position fixing intervals not matching  Ensure positions fixed on paper charts/ ENCs
with the passage plan within passage plan established intervals
b. Ship’s position’s plotted mostly by the  Position fixing methods while coastal
aid of GPS navigation to be done by all available means
(V/R) not only GPS.
c. No celestial observations taken for fixing  On ocean passages, the noon position should
during passage be determined by celestial observation and
entered on the chart and noted in the deck log
book. The stellar fixes obtainable during the
twilight hours are also recommended.

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No. REFERENCE
N.P. Bridge Manual 3.14.5: The presence of a Pilot
on board does not relieve the bridge team of their
d. No position fixing done during pilotage obligations to effectively monitor the passage. The
bridge team must continue to monitor the progress of
the vessel by plotting positions of a type and
frequency in line with the passage plan
N.P. Bridge Manual 3.4.2: When changing charts,
the last position on the previous chart must be
e. Transfer of position on the next chart immediately transferred as the first position on the
not available next chart and cross-checked for accuracy.
 The bearing line and range arc must be plotted
to show from where the landmark was taken
and for confirming positions when cross
f. Positions were plotted by radar with the checked.
triangle symbol, however there was no  The navigating officers should religiously
way of cross checking the position adhere to appropriate position fixing intervals
as per the passage plan.
 The parallel index technique to be used to a
large extent.
Bridge Watch keeping Level:
N.P. Bridge Manual 3.7:
2 a. Change of BWL not logged For any change to watch level an entry in Bridge
logbook is required.
b. BWL chart not posted on Bridge A monthly schedule of watches of deck and engine
departments, containing watchmen details, must be

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No. REFERENCE
posted on bridge and in engine control room along
with this table (page 33)
c. BWL 3 organization requirement not The only personnel permitted on the bridge are those
followed whose work or duties require them to be there. This is
to be strictly enforced during port entry and departure,
river/canal transit and any other times when watch
level 3 is implemented.
Duties and availability – according to bridge watch
level (page 34)
3  BNWAS tests not recorded for all stages Best Practice: BNWAS stage 1, 2 & 3 to be tested
and logged at least once per voyage.
N.P. Bridge Manual 5.17.1: BNWAS log must be

kept noting position of activation/ deactivation, alarm
parameters, Master’s proper operation verification
(Signed by Master)
Proper operation verification entry to be done in Deck
logbook on every watch
 BNWAS found switched off while at N.P. Bridge Manual 5.17: BNWAS must be switched
anchor on at all times when the vessel is underway or at
anchor and switched off when the vessel is alongside.
The system shall not be operated under “Automatic”
mode, but only through “Manual ON” mode.
Activation/ de-activation key or password must be in
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No. REFERENCE
the exclusive possession of the Master.
N.P. Bridge Manual 5.17.2: BNWAS may be

integrated with other equipment, and may use internal
 BNWAS was not operational when the
batteries, it has to be maintained and checked as per
main power was not available
maker’s instructions.
4  RADARs found with no sign/ notice Best Practice: On RADARs to be posted a sign WATER SPEED MUST BE
“Water Speed Must Be Used for having the relative notice regarding Collision USED FOR COLLISION
Collision Avoidance” Avoidance. AVOIDANCE NOTICE POSTED
 Keep in mind that GPS speed over-ground is ON THE BOTH THE RADAR’S
erratic because is not considering own ship’s
set and drift, resulting in inaccurate calculation
of CPA/ TCPA
 RADARs found to be set with AIS input N.P. Bridge Manual 5.14.2: AIS text facility and AIS INPUT NOT BEING USED
for target data information, particularly CPA and TCPA must not be FOR COLLISION AVOIDANCE.
relied upon for collision avoidance. ALWAYS ECHOES ARE BEING
 RADARs Performance Monitoring N.P. Bridge Manual 5.9.6: The performance of the USED AS TARGET DATA.
Testing not logged for each Watch radar should be checked using the performance
Monitor before sailing and at least every four hours PM TESTING BEING
whilst a radar watch is being maintained, a numeric, LOGGEDFOR EACH WATCH
percentage, graphical or other measurement value ON X & S RADAR LOG BOOK
should be recorded in the appropriate RADAR log.
 RADARs log for magnetron running *Follow Repairs department instruction message sent RUNNING HRS OF RADAR
hours was not maintained on 03.10.2018 16:17 concerning running hours of MAINTAINED SAME BEING
magnetrons. UPDATED IN VMA PMS AT
Among the important changes on the attached latest REGULAR INTERVALS.

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No. REFERENCE
version of user manual for Furuno series, is the life

expectancy of the magnetrons which has been
increased to 5000h and 7000h for X and S band
radar respectively.
Be reminded that when the Tx hours exceed 4000
hours for the X band and 6000 hours for S-band a
request for new magnetron via mail should be sent to
repairs department. MAKERS RECOMMENDED
 Have ready this message and relevant maker’s SHADOW SECTOR ARE
manual to present to the inspector for evidence POSETED NEAR THE RADAR
N.P. Bridge Manual 5.9: The bridge team must be FOR BOTH X & S BAND
proficient in the full use of RADARs and ARPA,
 Makers’ recommended Shadow Sectors including setting alarms, shadow sectors, use of
not posted adjacent RADARs RADAR maps and limitations.
Best Practice: Makers’ recommended Shadow
Sectors to be posted on RADARs for quick reference
5 Navigation lights found with no evidence of PRIOR TO DEPARTURE OF

physical testing N.P. Bridge Manual 5.2: Navigation lights must be ALL VOYAGES, NAVIGATION
checked at frequent intervals and on every night LIGHT PHYSICAL TEST BEING
watch along with Navigation Signal Lights Panel for CARRIED OUT BY REMOVING
proper operation BULB OR FUSE SAME BEEN
N.P. Bridge Manual 5.21: Regardless PMS or other LOGGED IN THE DECK LOG
specific requirement, Navigation lights (both primary BOOK
19

No. REFERENCE
and secondary systems and the light failure alarm),
must be checked every day at noon and recorded in
the bridge logbook with reference to this chapter. The
entry in logbook must contain clear reference about
the working condition of equipment and if any
damage, malfunction or defect has been observed or
not. The Master and all the bridge officers must be
familiar with the vessel’s equipment and testing
requirements, and evidence of completed tests must
be cited
 Best Practice: At least before the start of a
voyage a physical test of lights by removing
the bulb or fuse using emergency power. Entry
must be done for same in Deck Logbook.
IMO MSC/Circ 1053: Zig Zag Diagram to be traced in

Ship’s drawings and copy/ laminated/ posted on the
ZIG ZAG DIAGRAM
Zig Zag diagram not found posted on Bridge Bridge along with Maneuvering Data Chart.
6 LAMINATED AND POSTED ON
along with Maneuvering Data Chart
THE BRIDGE
 If you cannot find it during preparation, ask the
office to provide.

20

No. REFERENCE
7 Deck Logbook records
a. Time and position for change of N.P. Bridge Manual 3.11.1: Any change of steering
steering not recorded in Deck mode to be recorded in Deck Logbook (Time &
Logbook Position)
b. Master/ Pilot exchange time not N.P. Bridge Manual 3.14.1.1: Company’s form
recorded F.NAV.15 Master/Pilot exchange form and Pilot card,
reflecting the vessel’s present actual condition must
be handed over to the pilot upon boarding. The
exchange process must be properly completed, the
plan (passage, mooring, etc.) must be fully agreed
and the forms must be duly signed.
(AVOID WORDING: “AS DISCUSSED”/ “AS PER
ATTACHED PP”). Pilot’s part (Section B) if not
completed to be filled later with all gathered
information. Attention on units used for bollard pull –
ALWAYS use Metric Tons (MT)
 Best Practice: Time of exchange must be

recorded in Deck Logbook referring to
F.NAV.15
c. Conning time taken over with the N.P. Bridge Manual 3.5.2: The OOW continues to be
Master while on Bridge, during port responsible for the safety and navigation of the vessel
arrival not recorded (pay particular despite the presence of the Master on the bridge until
attention to this observation which such time as the Master informs him specifically that
very usual) he has assumed that responsibility. The OOW writes
21

No. REFERENCE
in the Bridge Logbook that Master has taken over
command. However, he does not become an
observer; if an order is given that he does not
understand or thinks may be wrong, he must question
it.
N.P. Bridge Manual 3.6.1: Masters are reminded that

the bridge order book (formerly Master’s order book)
may be used for any period during which he will be
absent from the bridge, and not limited to night-time.
 Generic and repeated instructions should be
avoided which give the impression of copy-
Master’s Night Order Book orders found paste process.
8
vague; “wide berth to be given” and “plot
positions regularly” orders seen… which very Keep in mind: The Masters standing orders should
general and not specific. be very specific & night orders to be written on a daily
basis signed by all the watch keeping officers.
Night orders should be full, neat and concise and
clearly addressed when the Master was to be called
and not in contradiction to the Company’s policy.
9
Not any evidence of training session done from Best practice: Newly joined deck officers must be
C/E to Navigation Officers regarding operation trained by Chief Engineer for operation of engine
of engine controls on Bridge controls on the Bridge, overriding engines in an
emergency & cancelling limits and alarms. Relevant
(Pay attention: usually navigation officers Training Session to be issued and deck logbook entry
are unaware of proper main engine control to be done
22

No. REFERENCE
from Bridge which is a main part of their
duty…collision avoidance etc…)
Engine Maintenance Manual 9.1: The capacity of
the batteries shall be checked by fully discharging
and then recharging again, measuring Voltage and
charging-Amperage in accordance with battery’s
specification.
Form F.16.14 “GMDSS Battery Charge &
Discharge Record” along with Form F.16.49
10
GMDSS batteries annual capacity test & daily “Battery Inventory Logbook” to be duly followed.
on/ off-load test not recorded Ensure entries in GMDSS Logbook as well (N.P. B.M.
6.1.1) DAILY/ ANNUALY.
 Where batteries are maintenance free check
that the status of the indicator on the battery is
being observed and recorded regularly – the
batteries in the locker to be in sound condition
11 Company’s navigation procedure not clearly N.P. Bridge Manual 3.12:
state restricted visibility distance  Reduced visibility is when visibility is reduced to 6 nm
or less and deteriorating.
 Restricted visibility is when visibility is reduced to 4 nm
or less.
 Zero visibility is when the visibility is reduced to 0.5 nm
or less.
The Master’s standing orders must also include
relevant definition which in any case must not be less
than the above limit
Master’s entry in the night order book should be clear
23

No. REFERENCE
and not generic. Should mention the minimum
visibility to be maintained.
12 N.P. Bridge Manual 7.2: There are four distinct PRIOR DEPARTURE AND
No passage planning appraisal meeting/ stages in the planning and achievement of a safe ARRIVAL , BRIDGE MEETING
briefing took place before departure passage: Appraisal, Planning, Execution, Monitoring. IS CONDUCTED FOR
These stages must follow each other in the order set APPROVING PASSAGE PLAN
out above. An appraisal of information available must AND LOGGED IN DECK LOG
be made before detailed plans can be drawn up and BOOK ALONG WITH F NAV 5
a plan must be in existence before tactics for its
execution to be decided upon (F.NAV.5).
This is the process of gathering all information
relevant to the contemplated passage.
Sailing directions/pilots not referred in passage The following should be available for the use of the SAILING DIRECTION ARE
plan appraisal navigating officer to assist him in collecting all the INCLUDED IN PASSAGE PLAN
information necessary for a full passage appraisal:
“…d. Sailing direction and pilot books…”
IN ALL BRIDGE MEETING CH
zThe Chief Engineer was not included in the  The Chief Engineer should be included by all ENG IS INCLUDED AND CH
passage plan briefing means ENG BRIEF ABOUT THE
MACHINERY STATUS ,
Few of the reasons the Chief Engineer should be part ENGINE PARAMETERS &
of the bridge team planning: TAKEN SIGNATURE IN F NAV
5 & F NAV 19.
 The main engines and machinery running well
and in good condition during critical passages,
24

No. REFERENCE
the changeover to engine control room in
emergencies, cancelling limits when engines
are required to avoid an accident, engineers
aware of passages which require alertness…
and many other self-understood reasons within
common seamanship practice.
N.P. Bridge Manual 6.1.5: The GMDSS log must be PRE DEPARTURE OF SART,
Pre-departure checks of SART, VHF/DSC, kept in order to provide a record of all events VHF/DSC/INM-C ARE
13
INM-C not recorded in GMDSS logbook connected with the radio communications facilities on RECORDED IN GMDSS LOG
board. In particular: ”…GMDSS equipment tests prior BOOK
sailing each port…”
N.P. Bridge Manual 5.3.5: Even when proper pencil

has been used for drawing the course, bearings,
times & remarks on the chart, if have not been erased
before the chart has been entered inside the
Charts BA 4042, 4041 and 2403 found torn
appropriate folio for future use, then the later erasure
14 of the marks is very difficult and accelerates their
wear and tear.
For any deficiency observed on charts, Charts and
(This is a standard observation. Pay
Marine Departments must be informed immediately
attention!!)
while its use must be interrupted.
 Always use and stow charts carefully

25

No. REFERENCE
N.P. Bridge Manual 7.2.2:
The following should be clearly marked on the
charts:
 No go area
 Abort - point of no return
 Clearing bearing and ranges
 Parallel indexing
 Transits
 Pick up range of lights and radar conspicuous
Voyage charts not prepared considered best objects where known)
Industry practice, lacking:  Points where Master must be called on bridge
 Reporting points
 Parallel Indexing  Tug engagement
15 
 Show N/C (next chart)
 Safety Margin Lines
 Contingency plans for alternative action to
 Contingency Anchorages
place on the ship in deep water or proceeding
 Wheel over markings to an anchorage in the event of any emergency
necessitating abandonment of the plan
ATTENTION: When planning an alteration of course,

a calculation of the wheel-over point must be carried
out in order, on the completion of the alteration the
ship to be on the predetermined track
No Deviation to be observed for all above. Strictly
adhere to the procedures!!!
16 Comparison record at least once per watch for N.P. Bridge Manual 6.1: A GPS position log should
26

No. REFERENCE
be maintained when the vessel is not equipped with
GPS printer or it is malfunctioning. In those cases, at
least the date/time-vessel’s position-speed-heading
verification of GPS positions in between the
information should be recorded manually by bridge
two GPS units was not found
officers. Frequency should be in such a way to
continuously comply with passage plan position fixing
interval.
N.P. Bridge Manual 5.19: Deck officers during their
navigational watch must be aware of the emergency
source of power of navigational and communicational
equipment and know which equipment using which
kind of source (batteries, UPS, emergency generator) 1. List of Bridge Equipment
will continue work in case of power failure. In this which are provided with
The List of Bridge equipment connected to 24V
17 respect, the relevant bridge equipment must be continuous source of 24V power
not found posted
properly marked, for the ease reference of OOW. laminated & posted on the
Moreover, a detailed list can be posted on bridge. bridge and battery room.
A list of Bridge Equipment which are provided with

continuous source of 24V power to be laminated
and posted on the Bridge & Battery room
18 N.P. Bridge Manual 7.2.2: It is unlikely that every
detail of a passage will have been anticipated,
 Squat & UKC calculations was not done particularly in pilotage waters. Much of what will have
for actual speed being performed. been planned may have to be changed after
(very common observation) embarking the pilot.
This in no way detracts from the real value of the
plan, which is to mark out in advance where the ship
27

No. REFERENCE
must not go and the precautions which must be taken
to achieve that end or to give initial warning that the
ship is standing into danger.
Best Practice: Ensure Squat & UKC calculation data

matches the actual as being performed during the
passage (coastal/ pilotage), which can be taken from
ECDIS replay data. CATZOC TO BE APPLIED IF
VESSEL IS PAPERLESS
 The UKC was calculated and recorded
as “Kashima anchorage to berth”. This (STANDARD OBSERVATION/PAY ATTENTION)
does not reflect position or lowest level  The UKC should be calculated for all legs of
of water the voyage and the sheet should actually
reflect the ship’s position for which it was
calculated. For example: Dep berth “XYZ” or
“Dep Anchorage in Position” or “Position of the
lowest level of water during the transit.
Despite the fact that lowest charted depth was
12 metres, the UKC was calculated for 12.5
 Squat was calculated for an assumed metres charted depth.
speed of 8 knots  The squat should be calculated for the
maximum manoeuvring speed during pilotage.
This would then indicate that vessel’s speed if
increased to more than 8 knots (which was the
case) it still does not violate the UKC.
Secondly if vessel unable to maintain UKC of
the company then the decreased speed will be
28

No. REFERENCE
the LIMITING speed and all officers should be
aware.
N.P. ECDIS Manual 3.11: CATZOC is the system

used to portray the quality of position & bathymetric
data contained in navigational charts. CATZOC
system allows a hydrographic authority to encode
depth position data against five categories (ZOC A1,
A2, B, C, and D) with a sixth category (U) for data that
has not been assessed. The assignment of category
is based on three factors (position accuracy, depth
19 Bridge Team found not familiar with CATZOC
accuracy and sea floor coverage) the details of each
factor are given in table of pages 24-25, as per
Admiralty publication NP100.
 Best Practice: Explanatory “Zones Of
Confidence” table of Chapter 3.11 to be
laminated and posted near both ECDIS units
for quick reference
20 NAVTEX device observed switched OFF while N.P. Bridge Manual 6.9: Navigational warnings,
vessel at port. Several warning reports found EGC and NAVTEX are a vital source of safety
unacknowledged by Bridge Team Members information and as such must be monitored closely by
the OOW. Navigational warnings, EGC and NAVTEX
29

No. REFERENCE
information must be plotted in ECDIS whenever they
are affecting the passage plan, following the same
principles and requirements with paper charts.
The NAVTEX receiver meets its requirement while
the ship is within a NAVTEX coverage area. Beyond
(Pay your attention!!!) such coverage, watch-keeping should be undertaken
using the appropriate MF, HF or satellite frequencies
on which MSI is broadcast.
 NAVTEX Device should remain on when
vessel at berth properly adjusted to the
coverage area
N.P. ECDIS Manual 5.18, 8.5:
In the event of an ECDIS failure including a sensor
input failure affecting safe navigation such as the 1. ECDIS failure procedures/
mandatory ones, relevant procedures of Shipboard checklist posted near the
Contingency Plan and appendixes section must be ECDIS panel.
followed.
Minimum stock of spares should be available on- 2. Minimum stock of spares
ECDIS failure procedure not found available or
21 board, in accordance to the makers’ recommendation. available on board per makers
minimum spares for rectification
It is recommended that the following minimum spare recommendations. (JRC 9201
parts are available on bridge for possible rectification: series- Fuses)
1 pc CPU fans (if applicable), Fuses (if applicable), 1
pc Hard disk 3. ECDIS failure drills carried
Shipboard Emergency Response Plan Appendix II : out as per schedule matrix .
Drill Group 3 – ECDIS failure to be conducted every
June and December as per Schedule Matrix
22 Bridge Team found to be unaware of vessel’s IMO MSC Circ 1496: The ship’s management is
30

No. REFERENCE
responsible to determine what form of charts to be
used onboard as the primary means of Navigation.
As per HSQE dpt message “SAF/181019/1038/VR”

Fleet vessels gradually will be transiting into
Paperless Navigation; first group within November-
December 2019, second to be implemented within
first months of 2020.
 EX Company’s Policy Manual section 6:
Primary Means of Navigation
Primary mean of navigation is the paper charts.
Fleet vessels equipped with ECDIS as part of their
mandatory carriage requirements and running
only approved ENCs
 Company’s Policy Manual section 6 (31.10.19):
Primary means of navigation is the ECDIS. An
emergency folio of paper charts is provided, and
must be maintained always active and up-to-date,
to be used in case of ECDIS failure.
23 N.P. Bridge Manual 5.4, 5.5: Three (3) individual
files for each type of Navigational Warning to be kept
Navigational, Temporary & Preliminary on board and updated as follow:
warnings are not handled/ filed properly. 1. Navigational warnings received through INM-C
Missing several warnings with regards to {Enhanced Group Calling (EGC)}
current passage 2. Navigational warnings received through
NAVTEX – NAVTEX messages
3. Navigational warnings received through Notice
to Mariners
31

No. REFERENCE
All messages must be read by Master and all bridge
officers. Confirmation that messages have been read
by all bridge officers and Master can be proved
through bridge order book instruction, Master's
standing orders and F.NAV.12 form which requires
"Navigational warning, NAVTEX messages and
T&P/AIO notices affecting the passage" to be
checked during each watch handover process. Also
the ECDIS log must always kept up-to-date.
 The number of ENC as well as paper chart

shall be recorded on the warning/message for
easy reference.
 All T&P notices in force must be inserted in
Chart’s Correction Log (NP 133A) by pencil to
the respective affected chart (s)
 All T&P notices in force must be kept in a file
area-wise.
 In voyage charts all T&P notices in force must
be plotted by pencil, the T&P correction must
be marked on the bottom of the chart.
 Relevant entry in NP 133A must be strike-
through. (By this way we can easily control
which T&P notices have been already plotted
and when same are cancelled to have an easy
reference from which charts to be removed).
 Cancelled T&P notices must be erased from
32

No. REFERENCE
NP 133A, removed from file and if already
plotted in the affected charts it is imperative
to be erased.
N.P. ECDIS Manual 7.2: All charts ENCs, must be
continuously maintained updated, up to the latest
Notice to Mariners week published and received.
Navigation officer under the supervision and
Bridge Team found not familiar with ECDIS
verification from Master is the responsible person to
ENC management and correction procedures
24 keep up to date the nautical charts and publications.
Evidence of the above must be kept and made readily
 RED ALERT: ENTIRE TEAM SHOULD
available to the Bridge Team as well as third parties.
BE AWARE INCLUDING THE
NP133C to be filled accordingly to this effect.
MASTER
Certificates of updates to be kept in respective folder
MAR/8.
25
a. Bridge Team not familiar and unable to N.P. ECDIS Manual 3.7: ENCs are created and
demonstrate Safety Parameters for designed for different scale ranges (Usage Bands),
passage as planned on ECDIS and the definition of which scale has to be used for
which Usage Band is not yet internationally agreed.
MAJOR OBSERVATION N.P. ECDIS Manual 5.7.2: ECDIS safety settings

depended on the navigation area and depth of
waters:
A. Shallow waters – when the depth of water is less
than twice the ship’s dynamic draft.
Safety contour and Safety Depth =
Ship’s dynamic draft + Required UKC (as per UKC
33

No. REFERENCE
policy) + CATZOC depth correction – HoT (time
depended)*
*As required for a specific entry into a port or a transit.

Otherwise, the lowest tide, where the vessel can
safely navigate in compliance with the required UKC
as per UKC policy for that area, must be used).
Shallow contour and deep contour are not necessary
to be set for such areas in order to safeguard
confusion or a congested ECDIS display; only the
safety depth and safety contour must be displayed
and must be handled as No-Go-Area border.
Two colors mode must be used accordingly.
B. Deep waters – when the depth of water is equal

or greater than twice the ship’s dynamic draft.
Shallow contour= the next shallowest contour from
the set safety contour
Safety Contour and Safety Depth = Ship’s

dynamic draft + 20% of ship’s breadth
Deep Contour = Twice the ship’s dynamic draft.

If this results in the deep contour coincident with
34

No. REFERENCE
the safety contour, the next deeper contour from
the set safety contour must be chosen.
Four colors mode must be used accordingly
Best Practice:
Laminate a copy of Safety contour harmonization
flow chart (page 13) and ensure compliance.
REMEMBER: If the ECDIS is not displaying the
largest scale, then a warning will be displayed
reading: “Larger scale available for vessel position”.
An indicative sign on each ECDIS unit to be posted
on, noting “Shallow Contour”, “Safety Contour/ Depth”
& “Deep Contour”
 ECDIS
included in Master’s standing orders, either

b. ECDIS safety parameters were not when as a primary or a backup system for
included in Master’s standing orders vessel’s Navigation
26 Weather routeing Computer System printouts/ Best Practice: Soft copies for each passage to be
35

No. REFERENCE
kept in Bridge Computer with Bon Voyage System of
log not found for each passage Ship’s Weather Routeing advice and forecast against
any third-party inspection requirement.
Echo Sounder:
Echo Sounder Performance test not carried out N.P. Bridge Manual 5.11: Once the echo sounder is
switched on, it must be tested/operated at all ranges
and scales regularly until a sounding is obtained and
same reading(s) is verified against depths shown on
the chart. Its satisfactory working condition must be
confirmed for all the available scales/ranges. Print-out
rolls must be dated (start and finish) before storage.
27
Where records are kept on board in print-out form,
corresponding entries must be made in the bridge
logbook regarding the position and time of echo
sounder starting and stopping
Echo sounder log did not mention vessel’s Best Practice: Echo Sounder logging must be
draft and tidal conditions specific for current Ship’s draft and tide, ensuring
proper safety marginal cross checking
28 Maintenance records for Magnetic and GYRO N.P. Bridge Manual 5.20: A repairs – maintenance
compass(es) not found list must be kept on the bridge mentioning details of
maintenance/repairs i.e. when repairs or maintenance
carried out, description of job done, person/firm
carrying out the repairs/ maintenance etc. Thus, the
history of each navigational equipment will be
available for review at any time by next navigating
officer or auditor. In this respect a file (dossier) for all
36

No. REFERENCE
navigational equipment must be opened. Three or
more sheets are to be dedicated for each equipment.
Best Practice:
Ship specific pictorial laminated guide to be posted in
Change over procedures not found for GYRO
vicinity, projecting instructions on how to change-over
to MAGNETIC and vice versa as well as
GYRO to MAGNETIC compass and vice versa as
GYRO to GYRO, where applicable
well as GYRO to GYRO where applicable.
SOLAS Ch IV Reg 6 / 2.5:
GMDSS console not having a display of ship’s Every radio installation shall be clearly marked with
29
name and call sign the call sign, the ship station identity and other codes
as applicable for the use of the radio installation
N.P. Bridge Manual 7.2.2.3: Specific risk
Passage planning guide for Malacca straight
assessment must be conducted; all risks involved in
and Singapore not referred to leg-wise
30 different legs shall be identified and entered in
determination of isolated hazards and other
contemplated passage plan. Details of each leg shall
Navigational factors
be also stated in the risk assessment form.
N.P. Bridge Manual 3.11.5: The Bridge and Engine
room Watch Officers are responsible for and must
test the primary and secondary steering gear at every
Steering Gear test timings recording while watch /after prolonged use of auto pilot, before
31 Hard over Port to Starboard, by the use of one entering coastal or congested water and before arrival
and two pumps found to be equal. and prior departure. These tests shall be completed in
compliance with SOLAS Ch V Reg 24, CFR and
F.NAV.26 requirements and must be logged in the
logbook as completed.

37

No. REFERENCE
There was no caution notice that “ECDIS & N.P. Bridge Manual 5.14.2: AIS text facility and
AIS should not be used for collision avoidance information, particularly CPA and TCPA must not be
relied upon for collision avoidance
N.P. Bridge Manual 3.10: The ECDIS must never be
used for collision avoidance purposes.
32 AIS and ECDIS must never be used as a substitute of
RADAR/ARPA.
Best practice: Relative caution notice to be posted

on both instruments. Bridge officers to be well aware
of not using ECDIS & AIS for collision avoidance.
33 Compass error observed to be high N.P. Bridge Manual 5.7.5: Compass errors (for both
gyro and magnetic compass) must be obtained at
least once during each watch or after a major course
alteration, using either azimuth or transit bearings,
and results must be compared with the error values
indicated on the compass deviation card. Moreover,
after prolonged stay at port or anchorage, prior to
departure the compass error must be calculated.
Transit bearings must be taken whenever the
opportunity arises.
The error of the gyro must be determined by external
observations – celestial bearings, transits, etc.
and the gyro and magnetic compass headings then
compared to determine the magnetic compass error.
Where a gyro repeater is used to take a bearing, an
accurate comparison between the repeater and the
38

No. REFERENCE
master gyro must be made. At least once a week a
compass error must be taken directly from the
magnetic compass and recorded in the compass
observation book with relevant mark
 In case of spare magnetic compass availability
on board, should be kept upside down. Same
to be checked for bubbles elimination.
C. Deck - Operations
1 “Ballasting/de-ballasting operations”
a. Heavy weather ballasting/ de- Best Practice: Ship’s specific Heavy Weather Ballast
ballasting not correctly followed – procedure and precautions to be posted in Ship’s
missing procedure & precautions office and ECR (ballast console area). Supporting
stability conditions to be available too.
b. Ballasting operation not logged in Deck Operations Manual 12.1.2/ 12.6: Vessel must
Deck Logbook while vessel properly complete the “Ballast Water Record Book”.
discharging her cargo Every ballast move must be recorded in this record
book i.e all operations concerning ballast exchange/
ballast-deballast during loading/discharging
39

No. REFERENCE
operations and each completed page must be signed
by the Master.
c. Heavy weather ballast hold vent
Matter followed via Company’s form F.19.2 and PMS
heads operation valves/ spindles
– compliance to be adhered with
found frozen not any records of
overhauling maintenance available
d. Documented evidence of ballast tanks

Best Practice: Deck Logbook should contain the
timings comparison test with makers
commencement as well, ceasing and completion
advisory for opening/ closing not
timings of Ballast/ De-ballast operations
found
2 Paint room:
a. Area not treated as a hazardous space HSQE Manual Part II Appendix I: Prior entrance
(thinner/paint fumes) thorough ventilation to be carried out and relevant
Risk Assessment.
b. Fire extinguisher not properly secured, PART IV: SOLAS CHAPTER II-2 3.6.8: Fire
having faded instructions Extinguisher to be secured (on cradle/ clamps)
adjacent to the entrance with IMO symbol posted in
the vicinity. Sticker/ instructions on body of the
extinguisher to be maintained in good condition
c. Crew found not familiar with fixed Best Practice: Crew training to be carried out
firefighting system operation regularly ensuring proper familiarization.
 Pictorial guideline for F.F.F. system’s operation
to be laminated and posted in vicinity under
emergency light.
40

No. REFERENCE
HSQE Manual Part II 4.22: Paints/ thinner buckets to

d. Paints/ thinner/ bunker samples not be stored in designated racks ensuring not extending/
stowed properly obstructing above F.F. system and passage.
 Best Practice: Bunker samples to be kept well
organized on shelves or container in paint
store where a F.F.F. system is available
Proper & valid PPE (eg eyewash) along with paints

e. PPE and MSDS not available MSDS not older than 5 years to be available in the
Paint store
SOLAS Chapter II Reg 4.4.3: Insulation lagging
f. Insulation lagging material torn/ missing material to be intact … this is a standard
from bulkheads/ entrance frame. observation/please do a good check during
preparation of your vessel
3 Drip Trays:
a. Drain plugs several missing or found Best Practice: All drain plugs to be in position having
wasted, observed with leakages attached their securing chain/ wire. Threads to be in
(standard & repeated observation) good condition and properly greased ensuring free
movement. Leak test (water) to be done ensure
tightness.
b. Several vent heads and pipes including  Structural condition of vent heads/ pipes/ drip
body of drip tray found thinned/ holed/ trays surface to be intact and well maintained
wasted
c. Capacities on Drip trays/ save all of Engine Operations Manual 8.9: All drip trays to be
bunker tanks vents not stencilled stencilled with capacities in cubic meters
41

No. REFERENCE
d. Unwanted materials found kept in drip HSQE Manual Part II 4.16: Drip trays must be clean
trays not used as storage.
Bunkering Operations/ SOPEP  Best Practice:
a. During bunkering the double diaphragm  Follow strictly procedure as per relative
pneumatic pump discharge hose found SOPEP manual; never dismantle bunker tank
inserted through air vent of F.O. tank vent heads.
b. Cock valve inlet of double diaphragm  Ensure all components of double diaphragm
pneumatic pump, compressed air supply pneumatic pump are connected and
missing and found air leaking during operation operational before any bunkering operation.
c. Pump kept directly on deck without wooden  For grounding purposes double diaphragm
foundation pump to be kept on a wooden pallet with a
4 grounding/ earthling wire properly attached
d. Bolts on flanges of barge hose connected to  Bolts/ nuts to be connected all in same
ship’s manifold were alternatively connected direction, evenly tightened avoiding any
chance of one side giving-way
e.Items missing from SOPEP inventory and not  SOPEP inventory form F.19.4 must be strictly
followed regularly followed for accurate ROB of items required
and to maintained bimonthly in presentable
condition
(one copy in file MAR/2 and one copy to be
posted in SOPEP locker)
5 Lifejackets found not of quick clip type Resolution MSC.200(80) 2.7.1: All lifejackets to be
provided with quick clip donning arrangement.
 Please check all lifejackets on board and in

case of non-spec item inform immediately
safety/marine departments for soonest
42

No. REFERENCE
arrangements.
Chemical room
 Acid/ Alkaline chemicals to be separated and
a. Acid/ Alkaline chemicals found not
stowed in racks marked per type
segregated
 Face shield, chemical resistant gloves/apron,
6 b. PPE and updated MSDS not available
valid eye wash to be available along with type
specific and valid MSDS not exceeding 5
years. (Attention: remove any aspirator type
protector shield)
Best Practice: Loose Lifting Equipment on deck &
ER,(Chain blocks/ Wire slings/ Shackles/ Straps/ Step
Ladders) without any documentation to be removed
during any inspection.
Loose Lifting Equipment found without SWL
Attention: In future any such equipment
and serial number marking - load test
received should be insisted with proper
certificate.
certification; in case missing to be requested
from office (supply department)
(PAY YOUR ATTENTION)
7  Physical tagging/ marking of SWL and serial
number to be carried out on all LLE onboard.
 All Lugs & Pad eyes to be marked with SWL.
 Company’s form F.16.48 “INVENTORY AND
INSPECTION OF LOOSE LIFTING
EQUIPMENT” to be complied with and in
accordance with tagging and marking.
Follow “Colour Coding for Lifting Appliances” as per
Deck Maintenance Manual Section 10.2.

43

No. REFERENCE
Instructions in pictorial format not available for: Best Practice: Ship specific pictorial operating
 Water Ingress Alarm System operation instructions to be prepared/ laminated/ posted in the
 Dewatering system operation vicinity of each machinery/ equipment
8  Emergency Operation of Hatch Covers Repeat: pictorial instructions!
 Life Boat/ Rescue Boat engine and
davits operation – recovery from water
 MOB marker launching
Deck Operations Manual 7.7: Prior preparation of
Loading computer comparison of test loading/unloading plan, form F.OPS.5 “Loadicator
conditions with the approved ones, not found Test Statement” must be completed and relevant
available conditions to be compared and printed along with the
9 form
Best Practice: Ship Specific Damage Stability
Damage Stability worst case scenario was not Condition to be prepared/ laminated/ posted in the
available Ship’s Office and on the bridge and all officers should
be aware of it.
Mooring Winches/ Windlasses
a. Brake Holding Test marking stencilled in Deck Operations Manual 14.13.4:
MPa not in Tone-force Stencils of Brake Holding Test to be in Metric Tonnes
Deck Maintenance Manual 8.2/ OCIMF Mooring

10
b. Brake rendering force marking not equipment guideline: Pointer of brake rendering, if
available on mooring winches. missing, to be fabricated by steel bar and arrow
corresponding to 60% of rope MBL without exceeding
c. It was observed that the rendering force winch designed maximum break holding capacity (not
of ship's mooring winches were more than 90%) as per maker’s manual specification
44

No. REFERENCE
calculated for ship's mooring ropes of
104 Ton of MBL and it was calculated
as 62.4 Ton. Ship's actual Break
Holding Capacity was 40 Ton on
instruction manual. Deck Maintenance Manual 8.2: Company’s form
F.16.10 to be properly filled after testing of all mooring
winches separately on annual basis
 Best Practice keep in file necessary
photographic evidence as well.
 In case vessel sails in short trading voyages
the test to be performed every 6months under
supervision of C/E

45

No. REFERENCE
Best Practice: Mooring winches and windlasses gear
engaging lever toggle pins with securing chain/ wire
arrangement to be in place. Operating lever lock latch
to be free/ highlighted yellow colour and in place
when not in use.
d. Documented evidence not found for Deck Operation Manual 14.13.1: A pull in the wrong
testing each winch separately direction may reduce the holding power, by up to
50%. The design of the mooring winch brake band is
such that, the pull must be applied against the fixed
end. Therefore, the rope must always be correctly
reeled and the pay-out direction marked on the winch
(SLACK – HEAVE)
ILO Guidelines for implementing the occupational

e. Locking pins of gear engaging levers safety and health provisions of the Maritime
missing/ not in place – winch handle Labour Convention: Decks should have anti-slip
lock/ latch seized surfaces provided by fixed treads or anti-slip paint
(Very usual) coating. The need to operate in cold conditions,
including snow covered decks may need to be
considered Hazardous machinery should be painted
in appropriate colours.
f. Mooring winches storage drums not
marked for their turning direction

46

No. REFERENCE
g. Mooring stations decks, fore and aft,

observed with no anti-slippery
coating/anti-skid sand
Fire line dresser couplings found frozen/ over Best Practice: Expansion joints on main deck fire line
11 painted/without any lubrication to allow to be always maintained/ cleaned/ greased, ensuring
freedom of movement free movement during seaway
IMO Res A 1045 (27) 2.1.5: When a retrieval line is
considered necessary to ensure the safe rigging of a
Pilot Ladder found with incorrect connection of pilot ladder, the line should be fastened at or above
12
tripping line the last spreader step and should lead forward. The
retrieval line should not hinder the pilot nor obstruct
the safe approach of the Pilot boat.
13 SCBA (pay attention!)
a. SCBA bottle filing log not maintained  Best Practice: Relevant filing log to be
presented at site of BA compressor followed at
all times including Pressure reading before &

47

No. REFERENCE
after filling for each bottle along with Name/
Rank of operator.
b. BA compressor relief valve pressure  Ship’s BA compressor must be stenciled for its
setting not stenciled relief valve pressure setting in the vicinity
c. BA compressor kept on the floor and not  BA compressor to be well secured on wooden
properly secured foundation
d. Air Quality Analysis Certificate not found  Air quality analysis certificate copy to be
posted at site of compressor
e. IMO symbol missing  Relevant IMO symbol to be posted in the
vicinity and at the entrance of compartment
f. Pictorial instructions for operation of BA  Pictorial instructions for operation of BA
compressor not available compressor to be posted in the vicinity
g. Crew found not familiar with SCBA  Training Session to be carried out and deck
bottle filing logbook entry to be made upon familiarization
of all crew members by Safety officer
(BE VERY CAREFULLY, USUALLY THEY
ASK MESSBOY TO FILL THE BOTTLES!!!)
h. No evidence of filing SCBA bottles after  SCBA bottles to be refilled and entries in
use during Drills relevant log to be updated immediately after
the drill, ensuring readiness in case of
emergency
i. No means of cooling/ container found  During SCBA bottles filing operation ensure
next to BA compressor same to be submerged in water-filed container
48

No. REFERENCE
and always stand-by adjacently to compressor
HSQE Manual 3.5.1.1: Compressed air cylinders are

j. Three air bottles were filled to lesser
of various sizes, usually of either 8, 6, 5 liters water
than its capacity
capacity.
In all cases, minimum quantity of compressed air as

defined by SOLAS (30 min – corresponding to
approximate 1200 liters capacity) must be available in
all air cylinders at all times.
 B.A fitted with 8 ltrs cylinders maintain

pressure between 150-160 bars
 B.A. fitted with 6 ltrs cylinders maintain
 B.A. fitted with 5 ltrs cylinders maintain
 When charging the BA bottles, the BA

k. No precautionary instructions available
compressor must not be left unattended.
at site of compressor.
Stencil or notice to be placed at site.
14 Lifeboat
a. There was additional wire lashing taken SOLAS Ch3 Reg 13.1.3: FFLB should be in a state
for free-fall lifeboat of continuous readiness. When at port/
INSPECTIONS lashing wires & lifting wire slings
should be removed. FFLB should rest only to her
49

No. REFERENCE
release gear.
b. Forward hatch packing damaged not  Best Practice: Follow LB makers instruction
sealing on proper sealing of rubber packing on hatches
and aft door, ensuring weather tightness
c. Gratings/ checker plate on boat deck  Best Practice: Ensure adequately maintained
excessively corroded access platform of FFLB embarkation deck
d. Cooling water pipe painted over and  Best Practice: Following makers maintenance
chocked and operational instructions cooling water pipe
of LB engine must not be painted and ensure
not to be blocked
e. Window glass found blurry – dirty and LSA 4.6.2.1 – 11: Windows or translucent panels on
stained – scratched. both sides of LB to admit sufficient daylight to the
inside of the lifeboat with the hatches closed to make
artificial light unnecessary
Relative IMO symbol for all manual call points as per
Ship’s specific Fire Plan to be adhered on vicinity.
Checks to be carried out further to Safety/ Fire Plan
IMO symbol missing from manual call point in and ensure suitable IMO Symbols posted.
15
the Emergency Generator Room
 Shock treatment posters & High Voltage
stickers to be placed on Emergency & Main
Switchboard
16 Lifebuoy lines and lights were secured to the All attached lines to lifebuoys should be spliced round
bucketed line and not round the body of the body and not on the becketed line.
50

No. REFERENCE
lifebuoy Length of the rope lanyard of Self Igniting Light must
be at least of 2m length and for MOB marker at least
Very common!!! 4m length.
Garbage Management Plan Chapter 5: All Garbage

a. Garbage drums were covered with containers and their lids must be of non-combustible
canvas covers material. Lids to be properly fitted and secured on the
containers
b. Garbage designated area colour coding Garbage Management Plan Ch 8: The storage bins
of drums not properly marked should be stenciled and color coded as follows:
•Plastics - Blue
•Food Wastes - Green
•Domestic Wastes - White with blue band
17 •Cooking Oil / Oily Rags - Red
•Incinerator ashes - Gray
•Operational Wastes - White
•PCB / Electronics - Brown
•Batteries - Black
•Medical Waste - Blue with White band
•Cargo Residues – Yellow
 Best Practice: Relevant poster indicating the

color coding to be laminated and posted in the
vicinity of all Garbage designated areas
18 Deck Maintenance Manual 2.2: Chief Officer is
51

No. REFERENCE
responsible for ensuring that shipboard maintenance
concerning the Deck Department are properly
planned and applied; ventilators.
 Best Practice: All wall vents/ blind flange

pipes/ electrical switches around
accommodation area and superstructures on
main deck to be stenciled/ numbered for their
specific serving space.
 A full list for Fire

Several Vent flaps/ blind flanges pipes/ starts
Dampers
stop switches not marked for the space they
Containing
serve to
Numbering and
locations, to be
available in
Ship’s Office
and Bridge
19 Deck Operations Manual 9.5: Drain valves are the

last defense against water entering the cargo space.

52

No. REFERENCE
a. Hatch Covers drain valves not identified
The drainage system will be needed during heavy
weather, so it must be fully operational. Always check
and clear drain channels and entrances to the drain
valves.
 Best Practice:
Cargo Holds Hatch Covers Drains to be clearly
marked/ identified/ coated yellow so as to be
adequately highlighted for deck crew attention
b. Emergency stop buttons on outer
 Emergency stop buttons of Hatch Covers
coamings of CHs found tied and
operation must always be readily available
hampered by canvas during cargo
during cargo operations.
operations
Best practice: Jacking up-down/ Panels open-close
along with Hydraulic Shut-off valve handles of Supply
20 Hatch Covers control levers were not marked
and Return lines beneath controllers must be
for operation/ direction (open-close)
stencilled with OPEN-CLOSE wording
SOLAS Chapter V Regulation 23.2.4: A record shall
be kept on the ship as to the date the identified ladder
is placed into service and any repairs effected.
 Evidence being recorded via PMS (Code V9) -
Pilot Ladders, with a monthly interval
21 Pilot Ladders record of Maintenance not found
periodicity and to be followed at all times
onboard
 Ensure Height from bottom/end of ladder to be
stenciled in METERS (every 1m), either
beneath steps or distinctively on sides of
chocks
53

No. REFERENCE
Deck Operations 12.3.3: Routine cleaning of the
ballast tanks to remove sediments should be carried
out in mid-ocean or under controlled arrangement in
port or dry-dock. Consideration should be given to
flushing tank bottoms and other surfaces when in
suitable areas, i.e. outside 200 nautical miles from
land and in water depths of over 200 meters. It should
Crew not familiar with Ballast tanks sediment be made clear that, as a general rule, deliberately
22 removal/ management plan creating a slack tank at a time when there is
significant ship’s motion, must be regarded as a
(PAY ATTENTION) special procedure, to be undertaken only after careful
consideration. A record of flushing and of sediment
removal could be helpful.
Best Practice: Therefore, all entries (position/ date/

time of start-stop operation) must be made in Ballast
Handling & Deck Logbook
Best Practice: Following Metallic boxes to be
stenciled for their identification:
 Winches/ Windlasses power switch
Metallic boxes of electric switches on poop
 Talk Balk system
23 deck found not stenciled for relevant
 Emergency stop switches of Hatch Covers
identification.
 Power receptacles for 220/ 440V
 Emergency cut-off (Bunkers)
 International Shore Connection
24 Lifeboat was not treated as an enclosed space HSQE Manual Part II 2.3.9:
during inspection a. Weather permitting the entrance hatch of the life
54

No. REFERENCE
boats to be opened twice per week for approx. 15
minutes in order for the life boat to be ventilated.
b. The person or the leader of the team entering the
life boat for inspection, cleaning etc, to be equipped
with personal toxic gas detector. The entrance to be
opened and his entrance to be delayed for minimum 5
minutes to allow proper ventilation.
 Relevant notice must be stenciled at L/B
entrance.
MSC.1/Circ.1477:
If the instrument is fitted with an alarm function, it
should activate at the appropriate level as determined
by the flag State Administration. The instrument
Flow failure Alarm of portable Gas meters
25 should be provided with a manual that describes its
could not be activated and demonstrated
features and alarms and explains how to
calibrate, operate and maintain it. The information
in this manual should be available in the working
language of the ship.
26 PART IV: SOLAS CHAPTER II-2:
Fire Hose boxes found damaged with improper Reg 10/ 3.6.4.3: A fire hose and nozzle must be fitted
management of hose reeling. Nozzle not in on each hydrant
readiness 3.6.7.1: The fire hoses in a machinery space of
category A or for a space that contains flammable
materials must be connected to the fire hydrants at all
times.
3.6.7.2: In addition to the requirements of regulation
10.2.3.1.1, every fire hose must be:
55

No. REFERENCE
Stowed in a space designed to permit deployment of
the hose without it becoming entangled and stored in
a manner that protects the hose from the anticipated
low ambient temperatures.
Best Practice:
OSHA Standard 1926.550(g)(3)(ii)(A): Cranes and
derricks with variable angle booms shall be equipped
One inclinometer from provision crane jib, was with a boom angle indicator, readily visible to the
27
missing operator.
 Please check carefully if missing any

inclinometer and inform our office immediately
MSC.1/Circ.1525 – 3.6.1.3.4:
Restricted areas may include spaces with access to
potable water tanks, pumps, or manifolds. The ship
Fresh/ Drinking water tanks were lacking
security plan should identify the restricted areas to be
provision of locking arrangements on main
28 established on the ship, specify their extent, times of
deck filling & sounding pipes
application, the security measures to be taken to
control access to them and those to be taken to
VERY USUAL – PAY YOUR ATTENTION
control activities within them.
29 Bridge locker and helicopter operations Flag State / Class requirements:

equipment locker lacking stencils/ IMO sticker All the different areas of a ship are required to be

56

No. REFERENCE
equipped with informing, directing or warning signs/
stencils to complement or expand the scope of
officially designated signage. Many of these signs
numbers of respective items containing therein which are referring into SOLAS (LSA/ FFE) are
obligatory by Flag State and Classification Authorities
to cover safety and lifesaving equipment.
Deck Operations Manual 11.2.2: Grain cargoes

must be protected from surfaces where the
temperatures are likely to exceed 40C – particular
attention must be given to engine room bulkheads
Vessel under grains carriage but side tank of
and any heated tank surface. If there is a heated tank
30 HFO temperatures not adequately taken for
surface the temperature should be closely monitored
whole leg
in order the temperature not to exceed the
temperature mentioned above (relative records in
F.OPS.20b)
Galley/ Provisions room MLC Regulation 3.2/ 7c:

In accordance with the ongoing compliance
 Two hot plates found out of order procedures under Title 5, the competent authority
 Area around hot plates found oily shall require that frequent documented inspections be
 Communiter lacks a notice of not to be carried out on board ships, by or under the authority
31 used while at port and to be locked of the master, with respect to galley and other
 Meat & Fish rooms call point light alarm equipment for the preparation and service of meals.
not lit and self-locking while pressed ENSURE COMPLIANCE OF F.MLC.1 / F.MLC.4
 Quick spring opening knob damaged in
COSWP 23.9.1:
57

No. REFERENCE
meat room All refrigerated room doors should be fitted with a
means of opening the door from both sides. It should
be possible to sound an alarm from inside the room.
CCNR/ OCIMF 23.4.2.3: The holding capacity of a

Mooring arrangements winch brake is in inverse proportion to the number of
layers of the mooring wire or rope on the drum. The
 Mooring winches split drum found to designed holding capacity is usually calculated with
accommodate more than one layer of reference to the first layer and there is a reduction in
32 rope the holding capacity for each additional layer. This
 A mooring rope observed creating a can be substantial - as much as an 11% reduction for
loop around the fairlead increasing the second layer. If the rated brake holding capacity
stress load restricting fairlead of a split drum winch is not to be reduced, only one
movement layer should be permitted on the working drum
33 Ship's accommodation ladder was not resting ILO publication 8.1.13:

in the terminal wharf as it was suspended on -The Ladder / gangway safety net shall be rigged in
the fall wires over the water, not properly accordance with the " Accident prevention on board
marked and not safely rigged. ship and in port", that is from the wharf, underneath
the gangway/accommodation ladder and up to the
ships side.
- A brake system on the winch must be always
engaged
- A secondary supporting device, if applicable, to be
installed and rigged. -
-Ship's portable extension ladder must be avoided for
use in conjunction with gangway unless designed to.
58

No. REFERENCE
Marking shall exist with the tare (unladen) weight and
SWL/ max persons as per relative certification of load
testing.
A risk assessment must be made when using such
shore supplied means of access where the inspection
and testing regime is unknown
-Accommodation ladder shall be turned and placed in
such way so as to rest on terminals wharf, while
ship’s at port.
ICS Guide to Helicopter/Ship Operations:
Properly constructed inclined set of steps with
handrails, free of obstructions (such as hatch cover
Helicopter Hatch cover to Deck access noted
34 chains) to be provided for a safe Helicopter Landing
to be Unsafe. Improper ladder observed
Hatch cover access.
 Follow fabricating instructions as per Tech
dpt Action Plan #246 (2018)
Deck Operations Manual 14.4:
In accordance to the COSWP (Code of Safe Working
Practices) and to the design of mooring decks, the
entire area must be considered a potential snap-back
zone. All crew working on a mooring deck must be
Snap Back zones not properly identified on
35 made aware of this with clear visible signage.
deck mooring stations
The painting of snap-back zones on mooring decks
must be avoided because they may give a false
sense of security. Before entering in any mooring
area you must stencil “CAUTION ENTERING A
POTENTIAL SNAP BACK ZONE”
59

No. REFERENCE
Deck Maintenance Manual 11.2:
Company’s PMS and Company’s instructions should
In the following hatch cover rubber packing, be strictly adhered to in order to maintain hatch
approximate depth of permanent imprint on the covers in good and efficient condition: Inspect and
packing were in a range of 20mm of original check Rubber Seals; check for elasticity, mechanical
36
depth: 1. 2port aft corner area 30cm on each damage and permanent deformation
side. 2. 2starboard aft area, length of about  If permanent imprint is above makers
1mtr. allowable recommendation and/or best
industry practice of 15%, such parts must
be renewed with proper pieces
Best Practice:
As suggested by Rightship International Shore
International Shore Connection lacks 2nd
37 connection containing boxes onboard, to be equipped
spanner
with 2 spanners for quick and effective use when in
need
Best Practice:
As suggested by Rightship especially on bridge wings
Bridge wings, laid out rubber mats are trip
38 the use of rubber mats can be a tripping hazard;
hazard
therefore antiskid shall be applied ensuring a safe
path.
39 Draft marks are not legible on fwd and mid 46 CFR § 169.755 / FS – Class Requirement
sections All vessels must have draft marks plainly and legibly
visible upon the stem and upon the sternpost or
rudderpost or at any place at the stern of the vessel
as may be necessary for easy observance. The
bottom of each mark must indicate the draft.

60

No. REFERENCE
Draft marks must be painted in contrasting color to
the hull.
D. Engine - Machinery
 All high temperature piping/ valves’ bodies in
Lagging insulation of FO line to DG no2
ER and inside accommodation (AC room/ pipe
missing/ damaged partially
ducts/ laundries) to be well protected with
lagging insulation
1
 COMMON ISSUE: A/E insulation on the T/C
exhaust pipe side to be proper. If temperature
Identification marking of Sewage line and
is above 220C a deficiency will be issued.
direction missing
 All pipes in ER must be color coded along with
the flow direction arrows
2 Engine Room Workshop
a. Welding curtain not provided for the  Fire curtain to be available to cover the entire
whole area track way while it is fully drawn
b. Engineers found not wearing PPE  All Engine department personnel to be using
all given PPE as required – PAY ATTENTION
DURING INSPECTION/ MAJOR
OBSERVATION – Post Electric Shock
Treatment poster in vicinity
c. Fixed electric grinder found with  Any protective shields in workshop should be
damaged protective shield rigged in place and in good condition
d. Welding machine cables found  Welding machine cables to be intact without
damaged along the cable length and any joints. Connectors (all ends) to be in
61

No. REFERENCE
connectors apparent good condition
e. Color coding missing for fixed Oxygen  Oxygen & acetylene pipes to be color coded,
acetylene pipes blue & red respectively, on their whole length.
f. Flash back arrestor missing from  Flash back arrestors to be connected at both
Oxygen/ Acetylene bottles ends
g. Oxygen/ Acetylene lines found HSQE Manual Part II 2.4.4: Hot work inside E/R
pressurized at Port and fitter executing workshop can be undertaken provided that the
Hot Work in Workshop following Company’s requirements have been met:
 The ship is not in port unless permission from
authorities has been granted and office
(HSSE, Technical and Operations depts) have
been informed.
 No any of the following operations is carried
out: a) Bunker transfer, b) Tank cleaning
 The working area inside the work shop has
been cleaned, the atmosphere checked and
confirmed gas free and Hot Work Permit has
been issued. It should be noted that the validity
of Hot Work Permit should not exceed the
eight (8) hours

62

No. REFERENCE
 Best Practice:
h. Oxygen/ Acetylene bottles not
Oxygen/ Acetylene bottles to be segregated as
segregated as EMPTY-FULL-IN USE
EMPTY-FULL-IN USE with relative hanged tags
Best Practice: Steering gear hydraulic oil storage

Minimum level and quantity were not marked
3 tank to be marked with minimum level and minimum
on the steering gear hydraulic oil storage tank
quantity. Ensure always maintaining oil level above
minimum marking
Instructions in pictorial format not available for: Best Practice:

Ship specific pictorial instructions to be prepared/
 Emergency Steering laminated/ posted in the vicinity of each machinery/
 Hypermist equipment.
 Engine Room Blowers and funnel flaps Attention: The instructions & the pictorial should only
4 operation contain the operation of the machinery and not
 Quick closing Valves operation various checks (like oil level etc…)
 Regarding emergency generator instructions

 CO2 release system (ER/ Cargo Holds/ should be simplified and
Paint Store/ Galley/ Emergency “ON-LOAD TEST PROCEDURE” should be
Generator) posted as well.
5 Engine Maintenance Manual 15.2:
 Bunker line to be hydrostatically tested to 1,5
times the maximum allowable working
Bunker/ Ballast/ Bilge (Cargo Holds & ER)/ Fire pressure (MAWP) every 6 months.
lines not tested as per requirement  Ballast line to be pressure tested annually to

63

No. REFERENCE
MAWP and 1,5 times in a 5-year period.
 Bilge line (Cargo Holds & ER) to be pressure
tested up to 5 BARS every year after five years
of construction.
 Fire Line to be pressure tested up to 6 BARS
every 6 months after five years of construction
Attention: All tests should be carried out with

liquid, testing by air is not acceptable.
 Pipelines should be marked with the date and

the pressure value of the test.
Loose gear (used oily rags, waste oil buckets/
barrels, steel material, old machinery) lying in
the ER & external accommodation decks, not
secured:
Best Practice: All loose gear must be properly
 Steering Flat
secured and avoid storing any oil drums on exposed
 Workshop
6 weather decks, considering the consequences of
 Boiler platform
personnel, property damage and environmental
 Bottom platform
hazards.
 Spare parts room
 Chemical locker
 A Deck/ Funnel deck/ Provision Crane
Deck/Poop Deck
7 OWS
 Best Practice
a. Block Diagram & 15PPM Calibration  Copies of OWS Diagram & Calibration
64

No. REFERENCE
Certificate copy not posted at site Certificate to be posted at site of machinery
b. Engineers found not familiar with  All Engine Department personnel must be
operation/ testing familiar with operation/ testing procedures of
OWS.
c. Overboard v/v not secured with chain & Engine Maintenance Manual 10.6: As control
padlock arrangement and numbered measure, all the flanges of the OWS discharge
seals pipeline leading to overboard valve should be fitted
with uniquely numbered seals, in order to prevent
unauthorized by-passing. The numbered seal should
be fitted to the longer part of a bolt coming out of the
nut, after drilling a hole to it. The fitting of the uniquely
numbered environmental seals on all the flanges
should be accompanied by the appropriate record. A
protocol including the numbers of the uniquely
numbered seals and the date fitted, should be
prepared, send to the office and posted in the area.
The overboard valve of the OWS must be locked
closed during the vessel's port stay or when transiting
restricted waters. The keys must be in Chief
Engineer’s possession
d. 15 PPM alarm not tried out for last 3  OWS 15 PPM alarm to be tested at least as
weeks per PMS schedule (ie weekly) and relevant
entries to follow in its PMS section/ Engine
Logbook
8 Two drain valves or one valve and one plug Best Practice: Two drain valves or one valve and
not found on bunker drain lines at the one plug to be installed on drain lines at the manifolds
65

No. REFERENCE
manifolds
during bunkering operations.
Electrical wire cable insulation damages found:

 VHF handset
 ALDIS Lamp
 PA system handset  Best Practice:
 Life Boat/ Rescue Boat Search Light All electrical damaged wiring to be
9
 Life Boat/ Rescue Boat Canopy Light permanently repaired by heat shrink tubing/
 Remote Controls of Life Boat Davit proper insulation tape or replaced by new ones
(Side lowering), Rescue Boat Davit, ensuring adequate insulation
Accommodation Ladders & Monorail
Crane
10 Emergency Generator
a. Fuel tank not marked with minimum SOLAS Reg 43: Emergency generator should be
level required capable of giving power for the period of 18 hours.
 PROPER MARKINGS TO APPLY ON THE
TANK.
b. Crew found not familiar with simulation Engine Maintenance Manual 9.8: To ensure efficient
test operation in the event of any emergency, black out
simulation test should be carried out and the
emergency diesel alternator should be run once per
week on load for at least five (5) minutes, fuel tank to
be always full and instructions as per company’s PMS
to be followed
66

No. REFERENCE
c. Remote quick closing operation of fuel Remotely operated quick closing valve of Emergency
supply found located in same place as Generator fuel tank supply must not be in line with
the quick closing remote operated any other valves for machinery space, ensuring
valves for the machinery space readiness of emergency generator at all times.
 Best Practice: Remotely operated quick
closing valve of Emergency Generator fuel
tank supply to be separated by a metal cover,
avoiding any accidental closure
 Emergency generator fuel tank must be
marked for 18 hours usage as required by
SOLAS. The actual consumption per hour
to be posted from manual at site for
reference by PSC.
 Distribution list to be posted in the
emergency generator room.
11 Critical Equipment/ PMS

Engine Maintenance Manual 2.6, 2.7:
a. Spare parts list of Critical equipment not  The machinery, equipment and technical
found available systems, which in the event of sudden
operational failure may result in hazardous
situations, are identified as Critical equipment
within the PMS
 One of the important supported tasks readily
available in VMA-PMS is the Spare parts
“short” inventories for the critical equipment
and main/auxiliary machinery
67

No. REFERENCE
 Best Practice: Critical Machinery & Safety
Equipment to be Posted nearby every VMA
computer onboard for quick reference,
ensuring never to be overdue
b. Specific authorization by ship’s Engine Maintenance Manual 3.2:
operators not found for appointed It is the responsibility of the C/E to ensure that the
person in charge for PMS PMS cycle is maintained up to date. Chief Engineer
should ensure that all overhaul intervals are being
followed and all respective inspection/overhaul
reports are readily available for an attending Surveyor
to examine. Relevant specific PMS Authorization to
be available for Chief Engineer onboard (provided is
class applicable).
12  Senior Engineers unable to find Engine Operations Manual 2.1: Following

procedures for Black out/ Dead ship procedures are to be promulgated in writing and
starting posted on the Bridge and/or in the Engine Control
PAY PARTICULAR ATTENTION. IT IS Room:
VERY IMPORTANT ENGINEERS TO  Main Engine Failure
BECOME FAMILIAR WITH THE  Black Out (Dead Ship Starting Arrangement
SMS/THE COMPANY’S in ECR) [as quoted in E.O.M. 5.9.11]
PROCEDURES/WHERE TO FIND
THEIR DUTIES…FROM CHIEF
ENGINEER TILL FITTER AND OILER!!!

68

No. REFERENCE
o Black Out drill or training not mentioned
in the Engine Logbook Shipboard Emergency Response Plan Appendix
II/ ERP-11: Drill of “Power Failure” to be conducted
every February and August as per Schedule Matrix.
Relevant entry to be done in Deck & Engine
Logbooks accordingly.
MSC.1/Circ.1424/ SOLAS regulation II-1/48.3,
Annex: The emergency bilge valve must be normally
maintained in a closed position.
Cautionary notice was not posted nearby the
13 emergency bilge suction against the accidental
 Best Practice: Adjacently of emergency bilge
opening to the valve
suction valve a relevant tag/ stencil to be
present notifying to “KEEP CLOSED” against
any accidental opening
Best Practice: The emergency suction valve must be
The emergency suction valve in the engine sealed using a numbered seal or a light lashing. The
14
room was not sealed. reason being to avoid accidentally operating the
valve.
15 It is recommended that fuel oil consumption Marpol Annex VI Reg 22A: Ships shall collect fuel oil
data collection arrangement to be implemented consumption data according to a methodology to be
described and included in the new amended ship
energy efficiency management plan (SEEMP part II)
latest by 31st December 2018.
 Ensure fuel oil consumption data is collected
through the Company work form F.SEEMP.1
on a quarterly basis and SEEMP part II is

69

No. REFERENCE
readily available on board
Engine Maintenance Manual 11.2.4: Primary
calibration equipment shall be calibrated, every year,
only by authorized workshops, who shall provide a
report/certificate which should be kept in the
Certificates file.
In order to maintain accurate monitoring, the pressure

Peak Pressure gauges for A/E performance
16 gauges and thermometers listed in form F.16.45
lacking any calibration records
“Calibration of main local pressure and temperature
gauges” must be checked/ calibrated annually by
Chief Engineer using the Primary Calibration
Equipment and records must be kept.
The Primary Calibration Equipment used are:
•Apparatus for pressure gauge adjust/ calibration
•Apparatus for temperature gauge adjust/ calibration
46 CFR § 56.50-90/ Class adopted:
On each vessel constructed on or after June 9, 1995
a sounding pipe may terminate in a machinery space
if the end of the pipe is fitted with a self-closing
Self-closing arrangements for overflow on
blanking device and a small-diameter, self-closing
17 several sounding pipes found to be bypassed
control cock located below the blanking device for the
and not stenciled for their respective tank
purpose of ascertaining before the blanking device is
opened that no fuel oil is present. Provision must be
made to ensure that no spillage of fuel oil through the
control cock involves an ignition hazard.

70

No. REFERENCE
IMO RES A.325(IX):
Main and emergency switchboards shall be so
arranged as to give easy access needed to apparatus
Insulation mat damaged in ECR without and equipment, without danger to attendants. The
18
relevant certificate available. sides and backs and, where necessary, the fronts of
switchboards, shall be suitably guarded. There shall
be certified non-conducting mats or gratings at
the front and rear, where necessary.
19 Lube oil samples for the main machineries Engine Maintenance Manual 11.2.4:
such as Main Engine, Auxiliary Engine etc was Irrespective of the vessel's trading pattern, the
not analyzed as per PMS. Company requires the taking of lubricating oil
samples on a regular basis, as per Company’s PMS,
VERY USUAL – PAY ATTENTION for the following systems:
Every four (4) months

-Main Engine
-Auxiliary Engines (Diesel Generator, Emergency
Diesel Generator)
-Stern Tube
-Turbo generator
Every six (6) months
-Main Engine: (camshaft-where applicable)
-Emergency Diesel Generator engine
-Deck Machinery
-Hose Handling Cranes
-Hydraulic Systems
-Steering Gear
71

No. REFERENCE
Standard sampling points as per makers
instructions must be identified on each machinery
and permanently painted by yellow color and a
red label “sampling point”
Best Practice: It is suggested by Rightship ER

emergency escape doors and exit routes to be
highlighted clearly using fluorescent color such as
day-glo orange/ yellow or painting the door with tiger
stripes pattern. Preferably by a water based paint
rather than an oil based, so as not to affect the
ER emergency escape doors not clearly properties of class A fire doors, typically fitted to the
20
highlighted further to their IMO symbol ER exits.
Another point to comply is that some ladders in an
engine room lead only to half decks where measuring
equipment or gauges are located and these areas
may not lead to an escape route – ie blind alleys,
therefore to mark them as such, with a conspicuous
“NO EXIT” sign
21 Horn beside diesel generator engines for Engine Operations Manual 2.21: On any ship
Engine room machinery alarm system was out certified for unmanned operation the machinery
of order. spaces are to be manned for a minimum of 8 hours
within any 24-hour period.
Prior to UMS operation the following checks shall be
carried out as a minimum:
a)The fire alarm system is fully operational
b)All public and cabin engineering alarms have been
72

No. REFERENCE
tested
c)The UMS engineer’s call alarm is switched to the
duty engineers cabin
d)No safety system or alarm system for any running
or stand-by machinery is inoperable
Engine Maintenance Manual 3.2:
It is the responsibility of the C/E to ensure that the
CMS cycle is maintained up to date. To refer to
quarterly lists issued by Class which are regularly
sent from the office on board.
The Technical Coordinator is responsible for ensuring
Vessel was provided with computerized plan that approximately 20% of the vessel's CMS items
maintenance system, it was observed that are credited each year. This is monitored by referring
about 36 jobs related with cylinder head of to the Periodical and Annual Listings received from
diesel generators number 1 and 3 were the Classification Society. Coordination with Class
22 overdue by 700 to 800 running hours and fuel requirements is imperative in order to avoid
pumps and fuel values of all three generators duplication of overhauls or inspections.
were overdue for overhauling. Annual Confirmation Survey is performed by Class
Vessel had raised requisition for spares of all Surveyor. The purpose of the survey is to verify that
overdue jobs and waiting for spares. the PMS is being correctly operated and that the
machinery/equipment included in the schedule has
been functioning satisfactorily since the previous
survey. Chief Engineer should ensure that all
overhaul intervals are being followed and all
respective inspection/overhaul reports are readily
available for the attending Surveyor to examine.

73

Guide To Avoid Observations 2020-1

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1

Guide to avoid Vetting Observations

A. ISM/ ISPS/ MLC, documentation & Company’s Procedures

Guide to avoid Vetting Observations

HSQE Manual Part II Chapter 2:

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

7 Gas meter calibration log not maintained

Guide to avoid Vetting Observations

Regulation II-2/20.2 (SOLAS 74):

Such changes to be recorded in last column of

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

Company’s Form F.20.3 “Fire Detectors Test Log”

Guide to avoid Vetting Observations

IT IS VERY IMPORTANT THE BODY LANGUAGE

Guide to avoid Vetting Observations

1. Change over from Manned to UMS and vice

Guide to avoid Vetting Observations

HSQE Manual Part I 4.3.2: Company’s policy is to

 HSQE Manual reference shall be

Guide to avoid Vetting Observations

HSQE Manual Part IV: MSC circular is followed as a

Engine Operations Manual 2.4: Standing orders

Company’s provided alcometer will increase by one

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

 Relevant entries to be carried out in VMA Work

Guide to avoid Vetting Observations

 Safety officer to do a thorough checking of

The reply is that… “inspection of all safety equipment

 Best Practice: HSQE Manual section 4.15 to

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

 Further information can be provided for each

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

B. Navigational Procedures & Bridge equipment

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

N.P. Bridge Manual 5.17.1: BNWAS log must be

Guide to avoid Vetting Observations

N.P. Bridge Manual 5.17.2: BNWAS may be

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

version of user manual for Furuno series, is the life

5 Navigation lights found with no evidence of PRIOR TO DEPARTURE OF

Guide to avoid Vetting Observations

IMO MSC/Circ 1053: Zig Zag Diagram to be traced in

Vetting list 02/ February 2020

Guide to avoid Vetting Observations

 Best Practice: Time of exchange must be

Guide to avoid Vetting Observations

N.P. Bridge Manual 3.6.1: Masters are reminded that

Guide to avoid Vetting Observations