DDS -03-02

DUONG DONG SAI GON JOINT-STOCK COMPANY Date of issue: 18/7/2018

DUONG DONG SAI GON JSC Revision:00
Date of rev: 00
Page: 1 / 3
PROCEDURE FOR COMMUNICATION

1. OBJECTIVES
To ensure effective communication between people on boards, between people ashore and
between people on board and people ashore.

2. SCOPE

To be implemented in all levels of the Company, both on board and ashore.

3. REFERENCES

 ISM Code,
 SOLAS Chapter V.
4. PROCEDURE

4.1 Information contents and methods of communication:

When exchange of information is required, the communicator uses the communication

equipment in an effective and economic way. The priority order of the communication
equipment is as follows:

 In writing, in the following order: post, e-mail, and fax.

 Direct communication, in the following order: internal telephone, fixed line
telephone, mobile phones, and satellite telephone.
Communication between the Company and the vessel must be made in writing, i.e. by e-
mail, fax, post or verbally convey a written document. All important matters that have
been verbally exchanged must be confirmed by writing.

When there is an incident or urgent matter, the Master must immediately contact the
relevant person by the fastest and most effective communication equipment available on
board such as mobile phone, satellite telephone, or telephone via shore station... The
Master also can contact anyone in the Board of Directors or the relevant Department
Manager (please refer to appendix “Emergency contact numbers”) to communicate the
information in case he cannot contact the necessary person.

In case it is unable to contact the Company, the Master must immediately contact the
“Vietnam Maritime Rescue Co-ordination Centre"

E-mail:

SLMS Manual – DUONG DONG SG Safety & MLM Manual

 DDS -03-02
DUONG DONG SAI GON JOINT-STOCK COMPANY Date of issue: 18/7/2018
DUONG DONG SAI GON JSC Revision:00
Date of rev: 00
Page: 2 / 3
PROCEDURE FOR COMMUNICATION

Tel: +84 2854145959/ 54146969/54156969

Fax: +8428 54155959

The Master must report to the Company by e-mail:

 At 1200 LT everyday, the Master must send Noon Report containing the following
information: position, weather/sea conditions (wind direction, wind force...) and other
internal & external conditions affecting ship’s safe navigation (SOLAS V/28), speed,
main engine revolution, bunkers/fresh water ROB, ETA and draft at arrival and other
requirement if any.
 When the vessel is in port, the Master send Arrival condition Report containing the
following information: time the vessel arrives at pilot station, POB, time of berthing,
time of commencement of discharging/loading, amount of cargo to be loaded,
estimated time of completing loading, ETD, form DDS-03-02-01.
 After the vessel leaves the port, the Master send Departure condition Report
containing the following information: time of completion of discharging/loading,
POB, departure time, fore/aft draft, cargo loaded on board (details for each voyage,
dangerous cargoes, refrigerated cargo), ETA next port, bunker and fresh water
received at last port and ROB, spare parts received, repair works, inspection, survey if
any, form DDS-03-02-02.
The Operating Department must inform the ships when the Company’s email system is out
of order. Then the ship must:

 Use other means of communication such as telephone, fax... to pass on the

information in the email, which are urgent, sent after the time the email system is out
of order.
 Other non-urgent emails can be delayed until receiving notice from the Operating
Department that the email system has been fixed and in good order.
The DP has the authority to meet the Director. DP is allowed to inform the Director about
the actual situations, other proposals and requirement regarding the resources for the safety
operations and pollution prevention operations in order to correct the deficiencies soonest.
All information of this type must be sent to the Director in writing. The Director must
acknowledge all the documents sent to him by the DP.

4.2 Receiving information:

SLMS Manual – DUONG DONG SG Safety & MLM Manual

 DDS -03-02
DUONG DONG SAI GON JOINT-STOCK COMPANY Date of issue: 18/7/2018
DUONG DONG SAI GON JSC Revision:00
Date of rev: 00
Page: 3 / 3
PROCEDURE FOR COMMUNICATION

When receiving initial information about the incident/urgent matters, the person who
receives the information has the responsibility to inform the relevant persons.

All information sent from the ship by post, email, fax, will be passed to the relevant
departments by the assigned person or receive directly on the personal computer.

All information, documents sent from the ship relating to the safety and prevention of
pollution including reports on non-conformities, accidents, injuries, and threat of incidents
as well as reports on damage to, defect of the hull and other equipment must be sent to the
Director and DP, and a copy to the related departments for them to resolve.

4.3 Processing information:

Departments, persons directly related will process the information according to their
functions and duties.

5. FORMS/ RECORDS
- Ship movement file.
- File for fax/ email in and out.
- GMDSS Logbook.
- In-coming/ out-going document register.
- Emergency Contact List.
- Noon report.
- Arival condition report, DDS-03-02-01
- Departure condition report, DDS-03-02-02.

SLMS Manual – DUONG DONG SG Safety & MLM Manual