THE FOLLOWING C/L BASED ON COMPANY CIRCULAR LETTERS, REGARDING VETTING

PREPARATION, DEFICIENSIES WHENEVER MADE TO DIFERENT COMPANY’S VESSELS BY ANY

VETTING INSPECTORS AND ON GOOD SAEMAN’S PRACTICE.

Concerning Documentation & Paperwork, the following documents must be ready / available for the Vetting inspector:

A. Copies of each of the following:

1. Crew list
2. The minimum Manning certificate
3. A completed OCIMF particulars questionnaire (2011 edition)
4. Complete officers' qualifications MATRIX including years on tankers and years with the company.

B. The inspector will wish to see the following where applicable

1. The Certificate of Registry

2. The vessel's trading certificates (copies to be sighted if the originals are ashore)
3. Safety equipment, Load line, Safety Radio, IOPP, SAFCON, futer. Tonnage, ISM etc.
4. Oil record books parts 1 and 2.
5. Approved Manuals: Stability, Damage Stability, fuert gas, Cow, ODME, SOPEP, OPA and Load master
computer.
6. SOLAS training manual, SOLAS maintenance manual, LSA and FF A record book.
7. Cargo Gear Register.
8. Company's manuals (SMS)
9. Drug and Alcohol policy and records of unannounced testing.
10. MARPOL Annex V record book (garbage)
11. Records of the testing of mooring winch brakes, moorings rope / wire manufacturers certificates, ETS certificate.
12. Last Port State inspection certificate.
13. Hot work and enclosed space entry pennits. 14. MSDS (material safety data sheets)
15. ESP file
16. P + I entry certificate
17 Full catalogues of books (IMO+SOLAS).
18. Sopep- VRP AND REVELANT DRILLS. Please don't forget to prepare a list of contacts in accordance
with SOPEP and to be posted on bridge, CCR and master's office.
19. Test certificates of cargo-ballast-bunker-cow-IG lines.

C. CHECK B4 INSPECTION THAT:

DECK & CARGO .

CHIEF OFICER

1. Copy of MSDS of loaded cargo to be posted outside of CCR.

2. During cargo operation, all port holes manholes and doors to be closed
3. Portable equipment (oxygen analyzer, tankscope, combustible gas indicator etc) to be in good condition
and calibrated, Calibration kit (bottles), to be available for the inspector
4. Loading / Discharging plan to be prepared and signed by C/O and duty officers including pre-calculation of stresses for
initial, 25%-50%-75%, final and ballasting conditions.
5. Copy of the above to be posted in the CCR.
6. Cargo pumps and their emergency safety devices to be tested prior to arrival at the discharge port and entries to be made
in CCR log and Engine log. COPS performance curves and P/v valves maximum
7. Cargo tanks high level/overfill alarms to be tested prior any cargo or tank cleaning operations and
8. If Cow operation is scheduled, prior to arrival at discharge port, Cow line to be pressurized at least up to
9. MMC/UTI tapes to be in good condition and records for calibration / maintenance to be kept. Always keep two (2)
 apparatus as spare for emergency (BP requirement).
10. Ship's Hull to be clean and free of oil stains (evidence/indication of possible pollution)
11. Crew to be familiar with closed system operations.
12. All crew to wear proper working gear. (Overalls - safety shoes - helmets - gloves -ear protection).
13. In Pumproom(s) and Engine room bilges, high level alarms locations to be clearly marked and records of test to be kept.
14. Water scuppers on deck in position.
15. Accommodation ladder or gangway in use, to be protected with safety net and one (1) life ring with light and heaving
line to be always on standby.
16. Duty Officer to meet the inspector at Gangway and to escort him to master's office.
17. Keep records for daily inspection of ballast tanks and void spaces (non-cargo spaces) when vessel is loaded with oil, for
any oil or gas leakage, recording soundings and gas detection readings.
18. Smoking during any oil operation is permitted only into officers and crew dayrooms and mess rooms.
19. Private Antennas to be removed from the accommodation externally.
20. High level/overfill alarm system to be switched on during loading / discharging and tank cleaning
21. After berthing lower your seaside life boat at embarkation level (check with pilot/terminal).
22. PIs be very careful "enclosed space entry permits: should be completed for single compartments as per
ISGOTT and not for group of tanks.
23. Please check that all loose items in the forecastle store, midship stores, engine room, steering Gear room etc
are properly secured and try steering gear room to be free of any item.
24. Make sure that during discharging the mechanical seals of all COP'S and the packing gland of
25. Main deck area/cargo tank domes/forecastle and poop decks to be absolutely free of any oil stain. The cargo
tank domes to be clean carefully and painted.
26. Please check once more all external/pump room/engine room/stores rooms lights to be properly tight and
functioning well. After berthing electrician to checked all lights again.
27. Make sure that all antipollution materials stowed properly prior of commenced loading/discharging. make sure
that all scuppers are properly closed.
28. Make sure that all drip pans are properly cleaned and free of any oil stains or water and properly Closed prior
loading/discharging.
29. In general, give a special/extreme care to "pollution prevention/navigation and bridge procedures /safety
management/cargo handling performance"
30. Very important: Make sure that proper size manifold gaskets should be available on first demand.
31. Please pay extreme attention to avoid mixed mooring.
32. Please be sure that no air pollution incident will occur during all operations. .
33. Please make sure that all portable instruments are properly calibrated with batteries fully charged.
34. Please check the ODME in order print out to be legible and make sure that Ch. Officer /Ch. Engineer
35. Give a special care to the oil record books.
36. Any item on funnel deck or in any other places such as pipes, heavy spares, drums etc to be properly secured
with wire and not with ropes.
37. Chain locker doors to be firmly batted down.
38. Please check carefully the P.V., deck seal liquid level.
39. Please make sure that food waste-plastics-oily materials are placed into proper drums in accordance with
MARPOL ANNEX V. please ensure to make proper entries in the garbage record book as per instructions of the
garbage management plan. No plastic bags permitted out of the drums even if are closed.
40. All store rooms, lockers, pump room etc to clean and tidy.
41. Accommodation, alleyways, crew and officers’ quarters, toilets, bathrooms, mess rooms, galley, Dip neezers
etc to be clean and tidy free of any waste items, nee of injects.
42. Please make sure that filters in galley are absolutely clean/nee of any oil stain.
43. Please make sure that portable gas monitoring equipment should be used by personnel as needed.
44. The SOPEP should include an up to date IMO contact list, same list should be posted in CCR.
45. Please make sure that a detailed cargo plan from load port and detailed discharge plan exists, onboard. Stress
calculation to be done frequently and tapes to be available on first demand (not a standard format).
46. Reading scales to be marked on PN breaker.
47. Chemicals to be stowed separately and date sheets-tools such as goggles/long rubber gloves
48. Proper test equipment/calibration gas for fixed detection system in p/room to be onboard.
49. Do not use any synthetic rope on a bronze rod for tank measurement (always manila rope).
50. Please make sure that all entries in garbage record book are proper with correct characteristics.
51. Please don't forget to calculate stability on sailing load port and intermediate stability calculation as well.
52. Please make sure that material safety data sheets are clearly posted in CCR.
53. Please be sure that the position of the bilge alarm in the P/room is clearly identified.
54. Please make sure that the length of fire wires is more than 40 meters clear.
55. Please make sure that fixed oxygen analyzer is properly calibrated and all recorders showing same Indications
(strict attention). Electrician should be properly familiar with IG system in order no
56. Please check thoroughly that the isolated valves are properly locked during loading/discharging operation.
57. Maximum loading rate, venting capacities, maximum tank pressure and vacuum each tank should be

ENGINE ROOM

58. Oxygen and acetylene cylinders to be stowed properly / separately with doors and valves closed.
59. Pump room / Engine room bilge to be clean and free of oils.
60. Steering gear compartment, to be clean, free of oils and header tank full. Low level alarm to be tested regularly and test to
be recorded in E/R logbook.
61. Emergency exits in engine room to be unobstructed and doors to be kept closed
62. Battery spaces and chemicals storeroom should be equipped with safety goggles, rubber gloves and eye
63. Inventory of all chemicals and material safety data sheet (MSDS) to be posted into chemicals storeroom.
64. Finally, we would like to emphasize the importance of keeping the Engine room clean and tidy. Engine
65. loading capacity to be posted into C.C.R.
66. Engine skylights to be secured / closed during cargo operations.
67. Please be careful with oil mist detector should work properly.
68. Please make sure that the buss board not indicating any ground, that means any ground should be traced prior
arrival and rectification should be done.
69. Please make sure that no oil stains are existing on deck/engine room/emergency generator
70. Please check prior arrival:emergency generator and fire pump and life boats engines.
71. Please make sure that an eye wash liquid placed in battery room along with the other tools.
72. Please be sure that all self closing devices of external/internal floors are working properly, also check "self
closing devices" of D.BTanks in engine room that all springs are OK And permanently closed. additionally,
ensure that the remote controlled quick. closing valves of F.O. and D.O. tanks are free of any securing
arrangement in order to maintain them at the open position.
73. Any water leakage in engine room / ballast pump room to be rectified prior arrival.
74. Steering gear compartment to be clean, free of any oil stain and try free of any spares, drums etc..
75. Expansion tank in steering gear compartment to be always full.
76. The engine room to be properly clean, free of any oil stain and prior to arrival bilges to be wash, Clean/free of
any oil stain and dry.
77. Tray under generators platforms to be properly clean and free of any oil, same applies on generators and
purifiers.
78. Any pump in engine room which is leaking to be rectified accordingly.
79. VERY IMPORTANT: Oil water separator and adjacent area to be absolutely clean and free of any oil stain.
80. Emergency generator to be tested in all modes (remote, auto, manual) and batteries to be fully charged.
81. Please make sure that no welding machine is stored in any other place except machine shop
82. Please check that "Chief Engineer standing orders) in ECR are dully signed by engineers for acknowledgement.
83. Engine skylights to be secured / closed during cargo operations.
84. Welding cables and gas hoses to be stored in the assigned locker.
BRIDGE 2ND OFFICER

85. All charts to be valid and corrected and always the largest scale to be used.
86. Parallel indexing to be marked on the chart, including abort line contingency anchorage and identification of primary and
secondary fixing targets (see "Bridge Team Management book ", (page 33), as per" Bridge Team Management" by
Captain A.J. Swift, page 30. .

87. Bridge Log, Radar logs, Gyro error book, Master and chief engineer night order book, bell book to be updated.
88. Entries are in INK and in line with Company's policy.
89. During pilotage, position to be checked every five (5) minutes and intended track to be discussed with PILOT and marked
on the chart. Positions to be checked at frequent intervals by at least three (3) different sources (GPS, Radar and
landmarks).
90. Expired publications to be removed from the ship's library and from the bridge.

91. Please make sure that all entries in GMDSS log book are proper, which means daily noon position to be inserted
in the proper column, identification of earth station to be inserted after test. White fluid (blanco) not to be
used, same applies for every official document.
92. Please pay extreme attention in regard with chart corrections, inspectors are very particular with this item.
93. Please make sure that parallel index and passage plan be prepared in correct way and dully signed by yourself
and navigation officers.
94. Please have ready the compass error book without errors and of course without any correction With blanco
liquid.
95. Please give extreme attention to bridge procedures.
96. Please adjust all gyro repeaters including steering gear compartment, having same indication
97. Please add to yr passage plan information in regards with tides and currents.
98. Please include on yr passage plan details of position fixing methods and frequency.
99. Please make sure that position fixing will not be relied on a single method. Always double check GPS-RADAR
or RADAR-VISUAL BEARINGS or GPS-VISUAL BEARINGS.
100. Emergency batteries for GMDSS radio equipment to be identified.
101. Please make sure that vessel's course recorder, and echo sounder being properly marked
102. Please make sure that "TEMPORARY AND PRELIMINARY NOTICES" been marked on a chart which
had recently used for navigation.

SAFETY , THIRD OFFICER.

103. Officers and crew to be familiar with the operation of emergency fire pump, breathing apparatus, lifeboat engines,
emergency Diesel generator and emergency steering gear.
104. Officers and crew to be familiar with the location and operation of quick closing valves and emergency
105. All oil pollution related drills (at least one every three months) to be recorded into SOPEP manual in addition to the
Bridge logbook entries.
106. Please make sure that all fuel tanks for life boats are full.
107. Make sure that all fire hoses are connected on main deck, poop deck and accommodation decks,
108. Please make sure that you have done drills, regularly recorded, in regards with SOPEP.
109. All fire extinguishers to be properly secured by proper blades and not with strings.
110. Everyone to be familiarized with change over procedures of emergency steering gear.
111. Please stencil position (IMO signal) of "Fire blanket" in galley.
112. Safety procedures to be posted at the entrance PUMPROOM.
113. Fire hoses in accommodation, engine room, pumproom and steering gear ,to be connected continuously
connected.

SEE ALSO ATTACHED “CHECK LIST FOR U.S.C.G. INSPECTION CHECK &FOR LETTER OF COMPLIANCE”
WHICH MAY BE USFULL FOR VESSEL PREPATION TO ANY VETTING INSPECTION.

BOSIET (Basic Offshore Safety Induction & Emergency Training)

HUET (Helicopter Underwater Escape Training)
FOET - Further Offshore Emergency Training
OERTM - Offshore Emergency Response Team Member
OERTL - Offshore Emergency Response Team Leader
HTM - Offshore Emergency Helideck Team Member
COX - Offshore Lifeboat Coxswain
THUET w/ EBS - Tropical HUET with EBS
HLO - Helicopter Landing Officer
RO - Offshore Radio Operator
OIM - OIM Controlling Emergencies
CRO - Control Room Operator
BRIDGE - BOSIET Bridging Elements
TBOSIET - Tropical Basic Offshore Safety Induction & Emergency Training
TFOET - Tropical Further Offshore Emergency Training
BOAT - Travel Safely by Boat
H2S - Basic H2S Training
MEMIR - Major Emergency Management Initial Response Training
ECT - Escape Chute Training
FHLO - Further Helicopter Landing Officer