Port state control inspection checklist template

About the Port state control inspection checklist template

Port state control inspection checklist template

Navigating the high seas is complex, and ensuring your vessel's safety and compliance is paramount. An effective vessel port state control inspection checklist is essential for ship operators, captains, and crew members. This comprehensive tool covers all critical areas, including maintenance, emergency preparedness, fire safety, and documentation, ensuring your vessel is always inspection-ready. Maintain high standards and streamline inspections with this invaluable resource. Learn how to use it for success.

Step-by-step to smooth sailing: Using your vessel inspection checklist

A well-organized vessel is a safe vessel, and a comprehensive Port State Control Inspection Checklist is your key to maintaining both. Here's how to use it effectively:

International Safety Management (ISM)

Ensure high housekeeping, cleanliness, and hygiene standards, especially in the engine room. Verify that life-saving appliances and firefighting equipment are in good working order and ready for immediate use.

Maintenance Matters

Confirm that records of inspections, maintenance, testing, and calibration are readily available. Ensure maintenance and inspections are conducted by qualified personnel under supervision. Verify that identified defects are promptly addressed and reported.

Emergency Preparedness

Ensure documented procedures for potential emergencies are available. Verify that the Muster List is up-to-date and meets SOLAS requirements. Conduct regular drills, document them, and review key learnings. Ensure all emergency equipment is well-maintained and ready for use.

Awareness & Communication

Confirm new crew members are aware of their duties and have received necessary information before sailing. Ensure personnel meet the Minimum Safe Manning Document requirements. Verify all personnel have valid medical fitness certificates and STCW certification.

Fire Safety

Check that procedures for reporting non-conformities, accidents, incidents, and near misses are followed. Verify fire doors, dampers, and extinguishing installations are in good condition and properly maintained. Ensure fire detectors and alarms function correctly.

Certificate & Documentation

Verify all required certificates, including the Safety Management Certificate, International Ship Security Certificate, and trading certificates, are current and accessible. Confirm the Oil Record Book and Ship Security Plan are accurately filled out and approved. Verify records of seafarers' daily hours of work and rest are maintained and accurate.

By systematically working through these steps and using your Vessel Inspection Checklist, you can ensure your vessel is prepared for any port state control inspection, fostering a safe and compliant environment for your crew and passengers. Download your free checklist today and navigate with confidence!

Beyond the checklist: Essential tips for port state control inspection success

A great vessel port state control inspection checklist is invaluable, but true preparedness requires a multi-faceted approach. Here are some best practices to maximize its effectiveness:

Maintain Up-to-Date Knowledge: Regulations and vessel conditions change. Regularly update the checklist to reflect the latest regulations and any ship modifications, ensuring compliance and avoiding inspection surprises.
Invest in Crew Training: Conduct regular training sessions to familiarize crew members with the checklist and their responsibilities. This fosters a culture of safety and ensures everyone is prepared.
Documentation is Key: Maintain thorough and accurate records of inspections, maintenance, and drills. This provides evidence of compliance and helps identify areas for improvement.
Open Communication is Essential: Encourage open communication among crew and with shore-based management. This ensures issues are promptly addressed before they escalate.

By combining the Vessel Inspection Checklist with these best practices, you can create a robust system for port state control readiness, empowering your crew and ensuring smooth sailing.

Navigate with confidence: Download Lumiform's port state control inspection checklist

Guarantee smooth sailing with Lumiform's free Port State Control Inspection Checklist. This comprehensive tool helps you simplify inspections by organizing all critical areas, maintain high standards by proactively addressing potential issues, and reduce risks and delays by preparing thoroughly. Download your free checklist today to empower your crew for success.

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Preview of the template

Port State Control Inspection Checklist

International Safety Management

Maintenance of the Ship and Equipment

Are housekeeping, cleanliness, and hygiene satisfactory in all areas, especially in the engine room?

Are all Life-Saving Appliances (lifeboats, lifejackets, lifebuoys) and Fire Fighting Equipment in good working condition and ready for immediate use?

Are records of inspection, maintenance, testing and calibration readily available?

Are inspection and preventative maintenance of all equipment, machinery, and structures carried out as required by the Management System?

Are maintenance and inspection routines carried out by competent officers/personnel and under supervision of heads of department?

Are identified defects and deficiencies acted on promptly and their status is controlled, including the appropriate follow up?

Have defects and deficiencies been reported to the company, class society, flag administration, Recognized Organisation and/or port authorities as necessary?

Are sufficient spare parts available in accordance with the requirements of the management system for the safe operation of the vessel?

Has equipment and technical systems, the sudden operational failure of which may result in hazardous situations, been identified and the maintenance is carried out as required and sufficient spare parts are available?

Emergency Preparedness

Are procedures available for all potential emergency situations?

Is the Muster List up to date and meets SOLAS requirements?

The Muster List must include all details required by SOLAS Ch III Reg 37, including clearly identified responsibilities and duties, defined substitutes for key personnel and the identification of the officer(s) responsible for maintenance and inspection of Life-Saving Appliances and Fire Fighting Equipment.

Are all personnel familiar with the alarm signals, their muster station, and their duties in case of an emergency?

Some PSC Officers will require crew to carry out abandon ship and fire drills. Crew must be able to demonstrate familiarity with the equipment and be able to carry out their duties quickly and competently.

Are Fire Control plans up to date, identical in all locations, and reflect the equipment onboard?

Is a program for Drills and Exercises is in place, including all identified potential emergency situations?

It’s advisable to use different scenarios when carrying out drills so that the crew is ready and prepared for different emergency situations. Ensure that details of these drills are recorded.

Are drills and exercises are held, documented as required, reviewed on completion, and learning points are identified?

Photographic records with dates as evidence of drills being held should be used.

Are all emergency equipment (fire pump, generator, lights) well maintained and ready for use?

Are emergency escapes free from any obstruction?

Are emergency contact details for the company and for the port (including Agent, P&I Club, Port control/Harbour Master, Pollution control and emergency services) readily available?

Awareness & Communication

Are newly-joined crew members aware of their duties and were necessary information given to them prior to sailing?

Does the number of personnel meet the requirements of the Minimum Safe Manning Document?

Are medical fitness certificates and Standards of Training, Certification & Watchkeeping (STCW) certification (as required) available for all personnel?

All required certification and seafarer documentation should be available as originals.

Are ship personnel aware of the company safety and environmental protection policy?

Evidence is to be available to show all seafarers have received the necessary training for all their duties, including shipboard specific duties. Records of familiarisation when joining the vessel should also be kept.

Can all personnel communicate effectively in the working language of the ship or another language readily understood?

Is the Ship Security Officer (SSO) trained and certified in accordance with STCW requirements and is familiar with his/her duties?

Do all personnel, especially senior officers, identify the Designated Person Ashore (DPA)?

Do the Captain and senior officers know their responsibility and authority?

Are the Master’s Reviews carried out as required and relevant identified action items are addressed?

Fire Safety

Are procedures for reporting non-conformities, accidents, incidents, and near misses, analysis and follow-up implemented?

Are required corrective and preventive actions are carried out and verified for satisfactory implementation?

Are all identified risks to its ships, personnel and the environment assessed and appropriate safeguards established? (Evidence of the risk assessments need to be available.)

Are fire doors and weathertight doors in good condition (closing tightly and securing correctly)?

Are fire dampers, quick-closing devised and means of control clearly marked, easy to operate, and corrosion-free?

Are fixed fire extinguishing installation correctly serviced and dated and release mechanisms in place?

Do fire detectors and alarms work properly?

Are ventilators, air pipes, and casings clearly marked and in good working condition?

Are cargo covers in good condition with securing devices adequate and in place?

Certificate & Documentation

Is the Safety Management Certificate (SMC), International Ship Security Certificate (ISSC), and trading certificates available, up to date, appropriately completed, and approved as required?

Is a copy of the company’s document of compliance (DoC) with the endorsements for annual verifications valid, carried onboard, and available for review?

Is the latest issue of the Continuous Synopsis Record (CSR) available, valid, and the file of previously issued CSR’s complete?

Is the name, Company ID number and address, and ship type the same on the SMC, ISSC, DoC, and CSR the same?

Is the Oil Record Book (ORB) readily available and properly filled out with correct data?

Is the approved Ship Security Plan (SSP) available, including evidence of the approval (Approval Letter and Report)?

Are records of seafarer's daily hours of work and rest accurate and the Seafarer's Employment Agreement (SEA) available?

It is recommended that notice boards are kept up to date to highlight safety bulletins, procedural changes, contact details, work and rest hours and other relevant information.

Are all nautical publications available, appropriately completed, and approved as required (all ISM manuals, procedures, and instructions in the latest revisions)?

Are the Ship’s library, documentation and manuals valid, complete, and available as applicable and as required by the procedures and Flag?

All officers and crew should have access to the relevant procedures and instructions, including the Life Saving Appliances and Fire Safety training manuals that should be available in the officers and crew lounges.

Sign Off

Additional Comments

Inspector Name & Signature

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This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.