Establishes the ship's identity data is internally consistent across all statutory documents per SOLAS Ch. XI-1 Reg 3 (permanent IMO ship identification number)
Confirms name, port of registry, and call sign changes (if any) have been carried through to every certificate, not just the Certificate of Registry
Checks the Continuous Synopsis Record under SOLAS Ch. XI-1 Reg 5 reflects the vessel's current flag, name, owner, and company history without gaps
Verifies senior officers can explain any discrepancy, such as a recent flag change, rather than being unaware it exists
MasterChief Officer
What the Inspector Expects
Confirms a defined trigger, such as dry-dock completion, conversion, or coating renewal, exists for refreshing HVPQ data, rather than relying on an annual calendar reminder alone
Establishes cargo/ballast pump capacities, tank coating type and age, and inert gas system particulars are updated to match the as-fitted condition
Checks the update is cross-verified against class society survey reports and the vessel's approved drawings
Verifies the responsible shore-based person, such as a technical superintendent, signs off the revised HVPQ
MasterChief OfficerChief Engineer
What the Inspector Expects
Establishes the distinct roles of registered owner, ISM DOC-holding Company, and technical manager (where different) are correctly identified and not conflated
Confirms the SMC correctly names the Company as defined in ISM Code Section 1.1.2, matching the DOC it was issued against
Checks the Continuous Synopsis Record's company entries agree with the certificates rather than reflecting an outdated management structure
Verifies crew can explain the actual management arrangement rather than reciting a memorized name
MasterChief Officer
What the Inspector Expects
Confirms the SMC was issued to the ship under a valid DOC held by the Company as defined in ISM Code Section 1.1.2, per the certification scope of ISM Code Section 3
Establishes the SMS manuals, forms, and procedures onboard bear the same Company name as the DOC, not a legacy or sister-company SMS
Checks that if the ship recently changed managers, both the DOC and SMC were reissued in the correct sequence, not just one of the two
Verifies the DOC's ship-type endorsement actually covers this vessel's type
MasterChief OfficerChief Engineer
What the Inspector Expects
Confirms the DOC's annexed list of ship types and its own validity date cover the vessel currently, per ISM Code Section 13 certification requirements
Establishes a copy of the DOC, or a certified extract, is carried onboard as required, distinct from the SMC
Checks annual DOC verification/endorsement has been carried out and is not overdue
Verifies crew know the difference between the DOC and SMC and can locate both
MasterChief Officer
What the Inspector Expects
Establishes the officer matrix or manning/complement list posted onboard is a live document reflecting the actual current complement, not a template carried over from a previous voyage
Confirms join/sign-off dates on the matrix agree with the crew list and any recent crew change report
Checks the matrix distinguishes permanent complement from any supernumerary, cadet, or rider crew onboard
Verifies the person responsible for updating the matrix after every crew change is clearly identified in the SMS
MasterChief OfficerChief Engineer
What the Inspector Expects
Confirms the official crew list used for port/immigration clearance matches the people physically onboard, their nationality, and rank as shown in their documents
Establishes a defined process for reconciling the crew list rather than it being generated once and never checked again
Checks discrepancies between crew list rank and actual duties performed are identified and explained
Verifies the crew list is reissued promptly after every sign-on/sign-off, not batched to the next port call
MasterChief Officerall crew
What the Inspector Expects
Establishes the matrix is a forward-looking planning and record document, updated ahead of a scheduled relief rather than retrospectively adjusted for an inspection
Confirms rank continuity, with no gap where a senior position shows as vacant or doubly filled during handover
Checks handover overlap periods, if any, are correctly reflected rather than the matrix showing only one name at a time
Verifies the matrix ties back to the company's crew planning/rotation system, not a document maintained independently onboard
MasterChief OfficerChief Engineer
What the Inspector Expects
Confirms voyage and port-call history is readily retrievable in a consolidated form as evidence of organized record-keeping
Establishes consistency between the deck log, cargo documentation, and any voyage report submitted to the office for the same calls
Checks that operational issues from recent calls, such as delays or defects, are captured and traceable rather than buried only in daily log entries
Verifies the information matches what would be quoted in the HVPQ's recent trading history fields if the company maintains one
MasterChief Officer
What the Inspector Expects
Confirms the last-cargo information stated verbally matches the statutory record book entries, whether Cargo Record Book or Oil Record Book Parts I/II, as required under MARPOL
Establishes tank allocation, grade, and quantity for the last cargo are consistent across the record book, ullage/loading report, and any tank status board
Checks current tank cleanliness/gas-free status is correctly tied to the actual last cargo carried, relevant to safe entry and next-cargo compatibility decisions
Verifies the record book is up to date to the current date, not left unfinished pending the next port
MasterChief OfficerPumpman
What the Inspector Expects
Confirms the General Arrangement, fire control, and capacity plans carried onboard under SOLAS Ch. II-1 and II-2 are the approved, as-built versions and not an earlier design revision
Establishes fire control plan symbols and equipment locations match what is physically installed, since this plan is also referenced by shore fire-fighting parties
Checks capacity plan tank capacities and sounding tables are consistent with the vessel's current loading computer data
Verifies a duplicate fire control plan set is stored in the designated weatherproof enclosure for shore fire-fighting use, where required
MasterChief OfficerChief Engineer
What the Inspector Expects
Confirms structural modifications went through class/flag approval and the resulting as-fitted drawings replaced the superseded plans onboard
Establishes a documented trail linking the modification, its approval, and the physical plan replacement onboard
Checks that any modification affecting stability or capacity data was reflected in an updated or re-approved loading computer and capacity plan
Verifies senior officers know where the most recent approved revision is filed and are not still referencing a pre-modification set
MasterChief OfficerChief Engineer
What the Inspector Expects
Confirms all classification certificates are valid and no survey, whether annual, intermediate, or renewal, is overdue per SOLAS Ch. I survey and certification requirements as implemented by the class society acting for the flag
Establishes the crew can produce the class society's confirmation of class or status letter, not just the certificates themselves, since the letter shows any outstanding items
Checks that any short-interval survey requirement is tracked with its own due window
Verifies senior officers understand what class status documentation exists and where to find it, rather than assuming valid certificates alone tell the whole story
MasterChief OfficerChief Engineer
What the Inspector Expects
Confirms senior officers are personally aware of any open condition of class, recommendation, or memorandum, rather than relying on the office to know while the ship is uninformed
Establishes each open item has a defined closure plan, responsible party, and due date, consistent with the class society's own tracking
Checks that conditions carrying an operational restriction, such as reduced cargo, speed, or draft limits, are actually being observed onboard
Verifies the SMS non-conformity or defect-tracking system cross-references the class conditions so they aren't tracked in two disconnected places
MasterChief OfficerChief Engineer
What the Inspector Expects
Confirms the vessel's continuous survey system status is actively tracked, showing which items were surveyed, which remain, and the cycle's overall due date
Establishes a practical onboard process, such as a survey planner or class society portal, for flagging upcoming items well before they fall due
Checks that items surveyed are properly closed out in the class record, not just completed physically without formal survey attendance
Verifies engine room and deck teams both know which of their equipment items fall under the current cycle
Chief Engineer2nd EngineerChief Officer
What the Inspector Expects
Confirms senior officers can summarize recent PSC and vetting inspection outcomes, including any detentions, without relying solely on the office to supply the history
Establishes closure of each deficiency or observation is evidenced by an actual corrective record, such as a repair or retraining, rather than a status field simply marked closed
Checks recurring deficiency or observation types across multiple inspections are recognized as a pattern and addressed at the root cause, not treated as isolated events
Verifies PSC and vetting findings are cross-referenced against the SMS non-conformity system so lessons feed back into procedures
MasterChief OfficerChief Engineer
What the Inspector Expects
Confirms vessel identity and emergency contact information, including the Master's name, satellite numbers, DPA contact, and company 24-hour emergency number, is posted and current
Establishes the Designated Person Ashore contact details required under ISM Code Section 4 are posted and match the current DPA, not a predecessor no longer in the role
Checks that communication equipment call signs/numbers listed match what is actually fitted and active
Verifies the same current details are also reflected in the Continuous Synopsis Record and any shore-side emergency contact list held by charterers or agents