1

Certificates & Documents required on board ships

ASM/EM- MEO

SUB TOPICS

A. Introduction
B. Summary list of all Certificates & relevant documents required on board ships
C. Summary list of all Certificates & relevant documents under the applicable
statute
D. List of all certificates and relevant documents required by the PSC regime
E. Summary of Certificates and documents carried by the ship
F. Concluding Remarks
G. Further Readings
H. Self Examination
A. Introduction

1.The documents play an essential role in shipping. The Certificates and documents
are required by many International Maritime conventions including application
instruments of IMO. The FAL convention 1965, section 1(Definitions and general
provisions) of the annex defines ships documents as certificates and other documents
which must be made available by a ships master in order to demonstrate the vessels
compliance with International or national regulations.

2.The FAL,1965 section 1( Definitions & general provision’s) also defines Transport
document as information evidencing a contract of carriage between shipowner and a
consignor, such as a sea way bill , a bill of lading or a multimodal transport
document.

3.The FAL,1965 section 2 ( Arrival, Stay and departure of the ship) requires
presentation for inspection by the appropriate authorities of certificates and other
papers carried by the ship pertaining to registering, measurement, safety, manning
and other related matters.
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4.Part A. General section 2 of the above convention also stipulates Public authorities
shall not require for their retention on arrival or departure to which convention
applies , any documents other than those covered by the present section.

B. Summary list of all certificates & relevant documents required on board ships

5.As per IMO Circular FAL.2/CIRC.131 MEPC.1/CIRC.873 MSC.1/CIRC.1586 LEG.2/CIRC. 3, 19 JULY

2017, the following Certificates and Documents are required to be carried by ships at
sea.

6.This circular is under review by the IMO. The certificates and documents listed in
the circular are only those required under IMO instruments and it does not include
certificates or documents required by other international organizations or
governmental authorities.

7.All certificates must in originals and placed on board ship. Relevant certificates and
Documents required to be carried by all ships are enumerated below.

List I.

S. No Certificate/Document

1 International Tonnage Certificate (1969)

2 International Load Line Certificate

3 International Load Line Exemption Certificate

4 Intact stability booklet

5 Damage control plans and booklets

6 Minimum safe manning document

7 Fire safety training manual

8 Fire Control plan/booklet

9 On board training and drills record

10 Fire safety operational booklet

11 Certificates for masters, officers or ratings

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12 International Oil Pollution Prevention Certificate

13 Oil Record Book

14 Shipboard Oil Pollution Emergency Plan

15 International Sewage Pollution Prevention Certificate

16 Garbage Management Plan

17 Garbage Record Book

18 Voyage data recorder system-certificate of compliance

19 Cargo Securing Manual

20 Document of Compliance

21 Safety Management Certificate

22 International Ship Security Certificate (ISSC) or Interim International Ship

Security Certificate

23 Ship Security Plan and associated records

24 Continuous Synopsis Record (CSR)

8. In addition to the certificates listed above in List I , passenger ships shall carry the
following Certificates and Documents.

List II.

S No Certificate/Document

1 Passenger Ship Safety Certificate

2 Exemption Certificate

3 Special Trade Passenger Ship Safety Certificate, Special Trade Passenger Ship
Space Certificate

4 Search and rescue co-operation plan

5 List of operational limitations

6 Decision support system for masters

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9. In addition to the certificates listed in List I above , cargo ships shall carry the
following Certificates and Documents.

List III.

S. No Certificate/Document

1 Cargo Ship Safety Construction Certificate

2 Cargo Ship Safety Equipment Certificate

3 Cargo Ship Safety Radio Certificate

4 Cargo Ship Safety Certificate

5 Exemption Certificate

6 Document of authorization for the carriage of grain

7 Certificate of insurance or other financial security in respect of civil liability for

oil pollution damage

8 Certificate of insurance or other financial security in respect of civil liability for

oil pollution damage

9 Enhanced survey report file

10 Record of oil discharge monitoring and control system for the last ballast
voyage

11 Cargo Information

12 Bulk Carrier Booklet

13 Dedicated Clean Ballast Tank Operation Manual

14 Crude Oil Washing Operation and Equipment Manual (COW Manual)

15 Condition Assessment Scheme (CAS) Statement of Compliance, CAS Final

Report and Review Record

16 Hydrostatically Balanced Loading (HBL) Operational Manual

17 Oil Discharge Monitoring and Control (ODMC) Operational Manual

18 Subdivision and stability information

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10. In addition to the certificates listed in List I and III above, where appropriate, any
ship carrying noxious liquid chemical substances in bulk shall carry the following
Certificates and Documents.

List IV

S. No Certificate/Document

1 International Pollution Prevention Certificate for the Carriage of Noxious Liquid

Substances in Bulk (NLS Certificate)

2 Cargo record book

3 Procedures and Arrangements Manual (P & A Manual)

4 Shipboard Marine Pollution Emergency Plan for Noxious Liquid Substances

11.In addition to the certificates listed in List I & III above, where applicable, any
chemical tanker shall carry the following Certificates and Documents.

List V

S. No Certificate/Document

1 Certificate of Fitness for the Carriage of Dangerous Chemicals in Bulk

2 International Certificate of Fitness for the Carriage of Dangerous Chemicals in

Bulk

12. In addition to the certificates listed in List I & III above, where applicable, any gas
carrier shall carry the following Certificates and Documents.

List VI

S. No Certificate/Document

1 Certificate of Fitness for the Carriage of Liquefied Gases in Bulk

2 International Certificate of Fitness for the Carriage of Liquefied Gases in Bulk

List VII

13.In addition to the certificates listed in List I, II or III above, where applicable, any
high-speed craft shall carry the following Certificates and Documents.
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List VIII

S. No Certificate/Document

1 High-Speed Craft Safety Certificate

2 Permit to Operate High-Speed Craft

14.In addition to the certificates listed in I, II, or III above, where applicable, any ship
carrying dangerous goods shall carry the following Certificates and Documents.

List IX

S. No Certificate/Document

1 Document of compliance with the special requirements for ships carrying

dangerous goods

15.In addition to the certificates listed I & II or III above, where applicable, any ship
carrying dangerous goods in packaged form shall carry the following Certificates and
Documents.

List X

S. No Certificate/Document

1 Dangerous goods manifest or stowage plan

16.In addition to the certificates listed in I& II or III above, where applicable, any ship
carrying INF cargo shall carry the following Certificates and Documents.

List XI

S. No Certificate/Document

1 International Certificate of Fitness for the Carriage of INF Cargo

17.In addition to the certificates listed in I & II or III above, where applicable, any
Nuclear Ship shall carry the following Certificates and Documents.

List XII

S. No Certificate/Document
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1 A Nuclear Cargo Ship Safety Certificate or Nuclear Passenger Ship Safety

Certificate, in place of the Cargo Ship Safety Certificate or Passenger Ship Safety
Certificate, as appropriate.

18.Other certificates and documents which are not mandatory.

List XIII

1.Special purpose ships: Special Purpose Ship Safety Certificate

2.Offshore support vessels: Certificate of Fitness for Offshore Support Vessels

3.Diving systems: Diving System Safety Certificate

4.Dynamically supported craft: Dynamically Supported Craft Construction and

Equipment Certificate

5.Mobile offshore drilling units: Mobile Offshore Drilling Unit Safety Certificate

6.Wing-In-Ground (WIG) Craft:

 Wing–in–ground Craft Safety Certificate

 Permit to Operate WIG Craft

7.Noise levels: Noise Survey Report for each ship in accordance with the Code on
Noise Levels on Board Ships.

C. Summary list of all certificates & relevant documents under the Statute

19. The list of certificates that are required as per the provisions of any Flag State
Law issued under their respective Statute passed by the Parliament is highlighted in
the Table below:

I. Statutory Certificates and documents under the Flag state Law

e List of Certificates needed For a Ship

Registry

Certificate of Indefinitely
Registry Valid

Statutory

International Load 5 Years All Ships. Required Under Load line

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convention. Subject to Annual

Endorsement. International Load Line
Line Exemption Certificate must be carried were
exemptions under Load line 1988 protocol
applies

All tankers above 150GRT and all other ships

above 400GRT. Required under MARPOL
73/78. Subject to Annual and intermediate
Endorsements. The certificate is supplemented
IOPP 5 Years
by a Record of Construction and Equipment
for ships other than Oil Tankers (Form A) or a
Record of Construction for Oil Tankers (Form
B)

All Cargo ships over 500GRT.SOLAS

Cargo Ship Safety
Requirement. Supplemented by Record of
Construction 5 Years
Construction and Equipment. Subject to
Certificate
Annual and intermediate Endorsements

All Passenger vessels. SOLAS Requirement.

Supplemented by Record of Equipment.
Associated to this may be an Exemption
Certificate, Special Trade Passenger Ship
Passenger Ships
1 Year Certificate, Special Trade Passenger Ships
Safety Certificate
Space Certificate as well as Search and Rescue
Co-operation plan, List of operational
limitations and Decision Support System for
Masters

Cargo Ship Safety All Cargo ships over 500GRT. Supplemented

Equipment 2 Years by Record of Equipment. Subject to Annual
certificate and intermediate Endorsements
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Safety Radio SOLAS Requirement. All Cargo ships over

1 Year
Certificate 300GRT.

Dangerous Goods SOLAS/MARPOL. Any vessel carrying

per Voyage
Manifest dangerous goods.

Documentation of Issued to every vessel loaded in accordance

Indefinitely
authorization for with International Code for the Safe Carriage
Valid
Carriage of Grain of Grain in Bulk

Document of
SOLAS. Document giving evidence that
Compliance for Ships
5 Years construction and equipment is appropriate to
Carrying Dangerous
goods carried.
Goods

Noxious Liquid Subject to Annual and intermediate

5 Years
Substances Endorsements. MARPOL.

Approved by MARPOL. Every oil tanker over 150GRT and

SOPEP Manual
administration every ship over 400GRT

US Coast Guard
2 Years Annual Inspections
Letter of Compliance

ISM

Document of Subject to Annual and intermediate

5 Years
Compliance Endorsements. SOLAS

Safety management
5 Years Subject to intermediate survey
Certificate

Marine management
Agreement

Class

Cargo Securing Class Approved. All Ships carrying carogs

Manual other than solid and liquid bulk .SOLAS.

Class Automation 5 Years

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Classification Subject to Annual, intermediate , Continuous

5 Years
Certificate: (CSH) and Special Surveys

Classification Subject to Annual, intermediate , Continuous

5 Years
Certificate: Hull (CSH) and Special Surveys

Classification
Subject to Annual, intermediate , Continuous
Certificate: 5 Years
(CSM) and Special Surveys
Machinery

Classification
Subject to Annual, intermediate , Continuous
Certificate: 5 Years
and Special Surveys
Refrigeration

Intermediate to be held between 2nd and 3rd

Dry-Docking 5 Years
anniversary dates.

Special case survey which may replace

In- Water Surveys intermediate docking under certain
circumstances

Intermediate to be held between 2nd and 3rd

Exhaust Gas Boiler 5 Years
anniversary dates.

Inert gas Plant 5 Years

Intermediate to be held between 2nd and 3rd

Oil Fired Boiler 5 Years
anniversary dates.

Tail Shaft 5 Years

Hull Thickness
5 Years Special surveys 1st to 5th Special surveys
Measurements

Documents

Every passenger ship and every cargo ship

Intact Stability
over 24m.
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Damage Control For all passenger and Cargo Ships. Plans

Booklets showing watertight boundaries, compartments

Minimum Safe
manning Document

Certificates for
Masters, Officers STCW 95
and Ratings

Every Oil Tanker over 150GRT and every ship

Oil Record Book over 400GRT must have Part 1, Oil tankers
over 150GRT must have part 2

Garbage Every ship over 400GRT and every ship

management Plan carrying 15 persons

Garbage Record Every ship over 400GRT and every ship

Book carrying 15 persons

Document of
Compliance with the
A suitable document giving evidence of
requirements for
construction and design
ships carrying
dangerous goods

Certificate of
Insurance or other
financial security in Each ship carrying 2000tons or more of oil in
respect of civil bulk
liability for oil
pollution damage

Enhanced Survey
Bulkers and tankers
Report File

Record of Oil MARPOL Requirement. Record of oil content in

Discharge
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Monitoring and
control system for any continuous discharge
last ballast voyage

Bulk Carrier Booklet To prevent over stressing of hull

Every ship to which Annex II applies of

Cargo Record Book
MARPOL,

International
Pollution Prevention
Certificate for the Including certificates under Bulk Chemical
Carriage of Noxious Code
liquid Substances in
Bulk

Procedures and
Every ship certified to carry Noxious liquid
Arrangements
substances in bulk
Manual

Certificate of Fitness
for the Carriage of
Mandatory under Annex II
dangerous chemicals
in Buk

Certificate of Fitness
to carry Liquid
Gasses in Bulk

D. List of all certificates & relevant documents required for PSC inspection

20.The list of certificates that are required for Port State Control inspection under the
provisions of relevant MOU and the IMO applicable Port State Control Procedures as
per IMO A Resolution 1119(30) of 2017 Port State Control Procedures are as under.

21.List of certificates and documents which to the extent applicable should be

checked during the inspection are (as appropriate):
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1 International Tonnage Certificate (1969);

2 Reports of previous port State control inspections;

3 Passenger Ship Safety Certificate (SOLAS reg.I/12);

4 Cargo Ship Safety Construction Certificate (SOLAS reg.I/12);

5 Cargo Ship Safety Equipment Certificate (SOLAS reg.I/12);

6 Cargo Ship Safety Radio Certificate (SOLAS reg.I/12);

7 Cargo Ship Safety Certificate (SOLAS reg.I/12);

8 For ro-ro passenger ships, information on the A/A-max ratio (SOLAS reg.II-1/8-1);

9 Damage control plans and booklets (SOLAS reg.II-1/19);

10 Stability information (SOLAS regs.II-1/5 and II-1/5-1 and LLC 66/88 reg.10);

11 Maneuvering Booklet and information (SOLAS reg.II-1/28);

12 Unattended machinery spaces (UMS) evidence (SOLAS reg.II-I/46.3);

13 Fixed gas fire-extinguishing systems – cargo spaces Exemption Certificate and any
list of cargoes (SOLAS reg.II-2/10.7.1.4);

14 Fire control plan/booklet (SOLAS reg.II-2/15.2.4 and II-2/15.3.2);

15 Fire safety operational booklet (SOLAS reg.II-2/16.2);

16 Dangerous goods manifest or stowage plan (SOLAS reg.VII/4 and VII/7-2; MARPOL
Annex III reg.4);

17 Document of compliance with the special requirements for ships carrying

dangerous goods (SOLAS reg.II-2/19.4);
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18 Onboard training, drills and maintenance records (SOLAS reg.II-2/15.2.2.5 and

reg.III/19.3 and III/19.5 and III/20.6 and III/20.7);

19 Minimum safe manning document (SOLAS reg.V/14.2);

20 Search and Rescue cooperation plan for passenger ships trading on fixed routes
(SOLAS reg.V/7.3);

21 LRIT Conformance Test Report (SOLAS reg.V/19-1.6);

22 Copy of the Certificate of compliance issued by the testing facility, stating the date
of compliance and the applicable performance standards of VDR (voyage data recorder)
(SOLAS reg.V/18.8);

23 For passenger ships, List of operational limitations (SOLAS reg.V/30.2);

24 Cargo Securing Manual (SOLAS reg.VI/5.6 and VII/5; MSC.1/Circ.1353);

25 Bulk Carrier Booklet (SOLAS reg.VI/7.2 and XII/8);

26 Loading/Unloading Plan for bulk carriers (SOLAS reg.VI/7.3);

27 Document of authorization for the carriage of grain and grain loading manual
(SOLAS reg.VI/9; International Code for the Safe Carriage of Grain in Bulk, section 3);

28 INF (International Code for the Safe Carriage of Packaged Irradiated Nuclear Fuel,
Plutonium and High-Level Radioactive Wastes on Board Ships) Certificate of Fitness
(SOLAS reg.VII/16 and INF Code reg.1.3);

29 Copy of Document of Compliance issued in accordance with the International

Management Code for the Safe Operation of Ships and for Pollution Prevention (ISM
Code) (DoC) (SOLAS reg.IX/4.2, ISM Code, paragraph 13);
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30 Safety Management Certificate issued in accordance with the International

Management Code for the Safe Operation of Ships and for Pollution Prevention (SMC)
(SOLAS reg.IX/4.3, ISM Code, paragraph 13);

31 High-Speed Craft Safety Certificate and Permit to Operate High-Speed Craft

(SOLAS reg.X/3.2 and HSC Code 94/00 reg.1.8.1 and 1.9);

32 Continuous Synopsis Record (SOLAS reg.XI-1/5);

33 International Certificate of Fitness for the Carriage of Liquefied Gases in Bulk, or

the Certificate of Fitness for the Carriage of Liquefied Gases in Bulk, whichever is
appropriate (IGC Code reg.1.5.4 or GC Code reg.1.6);

34 International Certificate of Fitness for the Carriage of Dangerous Chemicals in

Bulk, or the Certificate of Fitness for the Carriage of Dangerous Chemicals in Bulk,
whichever is appropriate (IBC Code reg.1.5.4 and BCH Code reg.1.6.3);

35 International Oil Pollution Prevention Certificate (MARPOL Annex I reg.7.1);

36 Enhanced Survey Report Files (in case of bulk carriers or oil tankers) (SOLAS
reg.XI-1/2 and 2011 ESP Code paragraphs 6.2 and 6.3 of annex A, part A and part B,
and annex B, part A and part B);

37 Oil Record Book, parts I and II (MARPOL Annex I regs.17 and 36);

38 Shipboard Marine Pollution Emergency Plan for Noxious Liquid Substances

(MARPOL Annex II reg.17);

39 Statement of compliance Condition Assessment Scheme (CAS) (MARPOL Annex I

regs.20.6 and 21.6.1);

40 For oil tankers, the record of oil discharge monitoring and control system for the
last ballast voyage (MARPOL Annex I reg.31.2);

41 Shipboard Oil Pollution Emergency Plan (MARPOL Annex I reg.37.1);

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42 International Pollution Prevention Certificate for the Carriage of Noxious Liquid

Substances in Bulk (NLS) (MARPOL Annex II reg.9.1);

43 Cargo Record Book (MARPOL Annex II reg.15);

44 Procedures and Arrangements Manual (chemical tankers) (MARPOL Annex II

reg.14.1);

45 International Sewage Pollution Prevention Certificate (ISPPC) (MARPOL Annex IV

reg.5.1);

46 Garbage Management Plan (MARPOL Annex V reg.10);

47 Garbage Record Book (MARPOL Annex V reg.10);

48 International Air Pollution Prevention Certificate (IAPPC) (MARPOL Annex VI

reg.6.1);

49 Fuel oil Changeover Procedure and Logbook for fuel oil changeover (MARPOL
Annex VI reg.14.6);

50 Type approval certificate of incinerator (MARPOL Annex VI reg.16.6);

51 Bunker delivery notes and Representative Sample (MARPOL Annex VI reg.18.6 and
18.8.1);

52 Engine International Air Pollution Prevention Certificate (EIAPPC) (NOX Technical

Code 2008 reg.2.1.1.1);

53 Technical files (NOX Technical Code 2008 reg.2.3.4);

54 Record book of engine parameters (NOX Technical Code reg.2.3.7);

55 International Load Line Certificate (1966) (LLC 66/88 art.16.1);

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56 International Load Line Exemption Certificate (LLC 66/88 art.16.2);

57 Certificates for masters, officers or ratings issued in accordance with STCW

Convention (STCW art.VI, reg.I/2 and STCW Code section A-I/2);

58 Records of hours of rest and table of shipboard working arrangements (STCW Code
section A-VIII/1.5 and 1.7, ILO Convention No.180 art. 5.7, art. 8.1 and MLC, 2006
Standard A.2.3.10 and A.2.3.12);

59 Certificate of insurance or any other financial security in respect of civil liability for
oil pollution damage (CLC 69/92 art.VII.2);

60 Certificate of insurance or any other financial security in respect of civil liability for
bunker oil pollution damage (BUNKERS 2001 art.7.2);

61 International Ship Security Certificate (ISSC) or Interim International Ship Security

Certificate (ISPS Code part A/19 and appendices);

62 Record of AFS (AFS 2001 Annex 4 reg.2);

63 International Anti-fouling System Certificate (IAFS Certificate) (AFS 2001 Annex 4

reg.2); and

64 Declaration on AFS (AFS 2001 Annex 4 reg.5).

65 Coating Technical File (SOLAS reg.II-1/3-2);

66 Construction drawings (SOLAS reg.II-1/3-7);

67 Ship Construction File (SOLAS reg.II-1/3-10);

68 Fire safety training manual (SOLAS reg.II-2/1 5.2.3);

69 Maintenance plans (SOLAS reg.II-2/14.2.2 and II-2/14.4);

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70 Training manual (SOLAS reg.III/35);

71 Nautical charts and nautical publications (SOLAS reg.V/19.2.1.4 and V/27);

72 International Code of Signals and a copy of Volume III of IAMSAR Manual (SOLAS
reg.V/21);

73 Records of navigational activities (SOLAS reg.V/26 and V/28.1);

74 Material Safety Data Sheets (MSDS) (SOLAS reg.VI/5-1);

75 AIS test report (SOLAS reg.V/18.9);

76 Ship Security Plan and associated records (SOLAS reg.XI-2/9 and ISPS Code part
A/9 and 10);

77 International Energy Efficiency Certificate (MARPOL Annex VI reg.6);

78 Ozone-depleting Substances Record Book (MARPOL Annex VI reg.12.6);

79 Manufacturer's Operating Manual for Incinerators (MARPOL Annex VI reg.16.7);

80 Ship Energy Efficiency Management Plan (MARPOL Annex VI reg.22);

81 EEDI Technical File (MARPOL Annex VI, reg.20);

82 Noise Survey Report (SOLAS reg.II-1/3-12);

83 Ship-specific Plans and Procedures for Recovery of Persons from the Water (SOLAS
reg.III/17-1);

84 Decision support system for masters (Passenger ships) (SOLAS reg.III/29);

85 Oil Discharge Monitoring and Control (ODMC) Operational Manual (MARPOL

Annex I reg.31);
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86 Cargo Information (SOLAS reg.VI/2 and XII/10);

87 Ship Structure Access Manual (SOLAS reg.II-1/3-6);

88 Crude Oil Washing Operation and Equipment Manual (MARPOL Annex I reg.35);

89 Subdivision and stability information (MARPOL Annex I reg.28);

90 STS Operation Plan and Records of STS Operations (MARPOL Annex I reg.41);

91 VOC Management Plan (MARPOL Annex VI reg.15.6);

92 Exemption Certificate (SOLAS reg.I/12);

93 Certificate of Insurance or other Financial Security in respect of Liability for the

Removal of Wrecks (Removal of Wreck Article 12);

94 International Ballast Water Management Certificate (IBWMC) (BWMC Art 9.1(a) and
reg.E-2);

95 Ballast Water Record Book (BWRB) (BWMC Art 9.1 (b) and reg.B-2).

96 Ballast Water Management Plan (BWMP) (BWMC reg.B-1)

For reference:

1 Certificate of Registry or other document of nationality (UNCLOS art.9.1.2);

2 Certificates as to the ship's hull strength and machinery installations issued by the
classification society in question (only to be required if the ship maintains its class
with a classification society);

3 Cargo Gear Record Book (ILO Convention No.32 art.9.2(4) and ILO Convention
No.152 art.25);
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4 Certificates loading and unloading equipment (ILO Convention No.134 art.4.3(e) and
ILO Convention No.32 art.9(4));

5 Medical certificates (ILO Convention No.73 or MLC, 2006 Standard A1.2);

6 Records of hours of work or rest of seafarers (ILO Convention No.180 part II art. 8.1
or MLC, 2006, Standard A.2.3.12);

7 Maritime Labour Certificate (MLC, 2006, Regulation 5.1.3);

8 Declaration of Maritime Labour compliance (DMLC) on board (parts I and II) (MLC,
2006, Regulation 5.1.3);

9 Seafarer's employment agreements (MLC, 2006, Standard A 2.1);

10 Certificate of Insurance or Financial Security for Repatriation of Seafarers (MLC,

2006, Regulation 2.5); and

11 Certificate of Insurance or Financial Security for Shipowners liability (MLC, 2006,

Regulation 4.2).

E. Summary of Certificates and documents carried by ships

22. The International, National and Industry requirements for each component of the
ship need to be demonstrated by the Administration and the owner through objective
evidence such as some certificate(s) & document(s) as the case may be.

23.The relevant certificates & documents issued under the applicable convention
confirms compliance with the applicable International, National or Industry standard
as the case may be. These documents play an essential role in shipping.

24. The UN has divided such documents in to the following category:

 Documents relating to trade in which s ship is engaged (Trade documents) namely

 Bill of Lading;
 Manifest ;&
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 Charter Party;
 Documents relating to ships (Certificates )
 Certificate of Nationality;
 Tonnage Certificate;
 Load Line Certificate;
 Certificate of Seaworthiness;&
 Documents relating to the Crew
 Crew Agreement and indentures for apprentices;
 Crew List or muster roll;
 Seaman Identification documents;&
 Certificates of Competency
 Documents which serve various purposes that is records, information and receipts
 Anchor and cable certificates;
 Official Log Book;
 Register of Births and Deaths;
 Stability, loading and ballasting information;
 List of dangerous goods;
 Relevant charts and publications;
 Passenger list;&
 Last port clearance

25. A tables below reflects consolidated list of above four categories stated in
paragraph 24.

I. Documents for Trading of ships under International & National Laws

Certificate Issu Expir Last Check items Remarks &

e y date endorsemen Validity
& date t

Regulation
o Registry – NA 1. Condition, Statutory/
Certificate of 2. GT/NT
Mandatory
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Nationality
o UNCLOS,1982, 3. IMO no &
and 4.
Article 94;
Principal As per Flag
FAL,1965,
dimensions State
Standard 2 &
& 5 owners
applicable National
details etc
Law
o Tonnage NA 1. Condition, Statutory/
o Tonnage 2. GT/NT,
3.Excluded Mandatory
Convention,1969
places & &
Article, 7

4. spaces Economic
covered etc Life

o Radio station 1. Condition, Statutory/

license 2.validity &
3.schedule Mandatory,
o ITR 2012, Article,
containing validity 1
18
Technical year under

details etc Wireless

telegraphy
act
o Class certificate 1. Condition, Mandatory,
o SOLAS, 1974 II-3-1 2.notation, valid for 5
& LL,1966, 3.validity years, this
Regulation, 1 may
4.AS/IS include the
includes 1st special
endorsement various
surveys for ships of
, documents
5 years as part of
repair & erification
5. any COC
maintenance under
and
Safety

6. constructio

memoranda n & Load

23

line survey
etc
o Insurance 1. Condition, Statutory
certificate Risk
covered, Valid for 1
o Merchant Shipping
year and
Act,1958 & MS
2. validity verify
ship entry, 2012
premium
rules covering third
3. approved paid
parties liabilities
Insurance
company by
Flag/coastal
state etc
o Trading License 1. Condition, Statutory
o Merchant Shipping Trading Area
Act,1958 stating
2. validity
Coasting shipping
requirements of
3. Any
India
conditions
specified
o Bill of Lading Verify Statutory &
o HV/ Hamburg contents & Mandatory
Rules endorsement
s
o Manifests, a Verify Statutory &
comprehensive list contents Mandatory
of cargo
o SOLAS,1974/
HV Rules/
Charter party
o Charter Party, the Verify Mandatory
charter contract of contents &
a ship Customary
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o Hamburg/
Rotterdam Rules
Customary
practices

o Certificate of Verify Mandatory

Seaworthiness and contents &
similar documents Customary
o IMO/ILO treaties &
National Laws

II. Documents relating to Ships Safety under International & National laws

Certificate Issu Expir Last Check points Remarks

e y date endorsemen
&Regulation date t
o Load Line & any 1. Condition, Statutory/
o exemption
2. Type of Mandatory,
o Load line
Ship A/B,
Convention,1966
Valid for 5
, Article 16/18 &
3. validity and year and
Record of
any verify if
Condition for
exemption conditional
freeboard
issued, or final
assignment
4.Record of
COF
assignment
etc.
o Intact Stability Approval Statutory/
Booklet Status
Mandatory,
SOLAS,1974
regulation II-
Verified
1/5/5-1/ 22/25-
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8 & LL 1988(P) during

regulation 10 Safety
Constructio
n

/LL survey
o Damage control Approval Statutory/
plans and Status
Mandatory,
booklets
o SOLAS,1974
Verified
regulation II-
during
1/19 ;
Safety
MSC/Circ.1245
Constructio
n

o Safety 1.Condition, Statutory/

Construction & any
exemption Mandatory,
o any exemption,
o SOLAS, 74 issued,
Valid for 5
Chapter I/12
2. Class of year and
covering chapter
ship verify if
II/1 and II/2
conditional
excluding fire
3. 2numbers or final
protection
Dry docks
regulations of
within 5 years
SOLAS,1974

o Cargo Securing Verified Statutory/

Manual during Safety
Construction Mandatory,
o SOLAS,1974,
Regulation
VI/5.6 & VII/5 &
26

II-2/3.41(Ro-Ro)
MSC/Circ.745

o Noise Survey Verification Statutory/

Report during Survey
o Res A 468(XII) of Safety Mandatory,
section 4.3 Construction

o ESP report file Verification Statutory/

o SOLAS, 1974 during Survey
regulation XI- of Safety Mandatory,
1/2 with respect Construction
to BC & Oil
tanker of 500GT
and above

o Safety 1. Condition, Statutory/

Equipment & 2.Class of
Ship Mandatory,
any exemption,
o SOLAS,1974,
3. Form E, Valid for 5
Chapter I/12
validity and year and
covers Chapter
any verify if
II-2 excluding
exemption conditional
construction, III,
issued, or final
V & COLREG
1972

o Fire Safety Verification

Training Manual during SEQ
o SOLAS,1974 survey
Regulation II
2/15.2.3

o Fire Control Verification

27

plan/booklet during SEQ

o SOLAS 1974 survey
regulation
II2/15.2.4/15.3.
2

o On board Verification
training and during SEQ
drills record survey
o SOLAS 1974
regulation
II2/15.2.2.5

o Fire safety Verification

operational during SEQ
booklet survey
o SOLAS 1974
regulation
II2/16.2

o Voyage data
recorder system
certificate of
compliance
o SOLAS,1974
regulation
V/18.8

o LSA,FFA, Verification Statutory

Navigational during the
arrangements applicable
and L&SS plans surveys
o Merchant
Shipping
28

Act,1958

o Safety Radio & 1. Condition, Statutory/

any exemption, 2.Operational
Area, Mandatory,
o SOLAS,1974,
Chapter I/12
3.Form R and Valid for 5
covering Chapter
any year and
IV & STCW 78
exemption verify if
code Chapter IV
issued, conditional
including ITU
or final
2012 relevant
4. SBM
provisions

o Shore Based 1. Condition, Statutory &

Maintenance 2.Equipments Mandatory
Contract covered under
o Merchant the GMDSS
Shipping Area and
Act,1958 & validity
SOLAS,1974,
Chapter IV,
Regulations, 15

o Ship Safety & 1. Condition, Statutory/

any exemption, 2.Class of
Ship Mandatory,
o SOLAS,1974,
Chapter I/12
3. Form C, Valid for 5
covering all
validity and year and
chapter of II,
any verify if
III,IV,V, STCW
exemption conditional
1978 &
issued, or final
COLREG,1972
including ITU
29

regulations

o Passenger ship 1. Condition, Statutory/

safety certificate 2.Class of
Ship Mandatory,
& exemption
certificate
3. Form P, Valid for 1
o SOLAS,1974
validity and year and
regulation I/q
any verify if
o 12 & 1988 P
exemption conditional
I/12 regulation
issued, or final
o Covers chapter II
1,II 2, III &
IV/V , COLREG
1972 including
STCW,1978, ITU
2012 & IHR
2005 regulations

o Special Trade 1. Condition, Statutory/

Passenger ship 2.Class of
Ship Mandatory,
safety certificate
& exemption
3. validity and Valid for 1
certificate/space
any year and
certificate
exemption verify if
o Relevant
issued, conditional
SOLAS,1974
or final
regulation
o 12 & 1988 P
I/12 regulation
o Relevant STP
1971 agreement
rule 5 & SSTP
1973 space rule
30

5 & COLREG
1972 including
STCW,1978 ,IHR
2005 & ITU 2012
regulations

o Search & Rescue Verification Statutory &

Operational during the Mandatory
Plan, applicable
o SOLAS 1974 surveys
regulation V/7.3
2000
amendments
o List of Verification Statutory &
operational during the Mandatory
limitations applicable
o SOLAS 1974 surveys
regulation V/30
2000
amendments
o Decision support Verification Statutory &
system for during the Mandatory
Masters applicable
o SOLAS 1974 surveys
regulation III/29

o A nuclear cargo/ 1. Condition, Statutory/

passenger ship 2.Class of
Ship Mandatory,
certificate
o SOLAS 1974
3. validity and Valid for 1
regulation
any year and
VIII/10
exemption verify if

issued, conditional
31

or final
o Approved Verification Statutory &
Operating during the Mandatory
Manual surveys
o SOLAS 1974
regulation VIII/8

o Safe Manning 1. Condition Statutory/

document,
2.Validity Mandatory,
o SOLAS,1974
conditional
Chapter, V/14.2
3.Limitations or final
including
&
regulation IX/1
covering the 4. Operational
provisions of Area
STCW, 1978

o Certificates for Verification

Masters, officers during all
or ratings applicable
o STCW 1978, surveys
article VI,
regulation
I/2;STCW Code,
section A-I/2

o Crew agreement Verify Statutory

and indentures contents
&
for apprentices
o MLC,2006 &
Mandatory
applicable
National Laws
32

o Crew List or
muster roll
o FAL, 1965 and
applicable
National Law

o Seaman’s
identity
documents and
discharge book
o Applicable ILO
SID convention
& National Law

o Document of 1. Condition Statutory/

compliance
2.Validity Mandatory,
o SOLAS,1974,
conditional
Chapter II/19
3.Limitations or final
( IMDG) covering
&
relevant
provisions of 4. safeguards
Chapter II-1/2 prescribed
o Dangerous goods Verification Statutory &
manifests or during Mandatory
stowage plan applicable
o SOLAS,1974 survey/
regulation
inspection
VII/4.5 and
VII/7.2 &
MARPOL,1973/7
8 Annex III
regulation 4
33

o Certificate of 1. Condition Statutory/

fitness for INF
2.Validity Mandatory,
cargoes
conditional
o SOLAS,1974
3.Limitations or final
regulation VII/16
&
and INF Code
4. safeguards
prescribed
o Certificate of 1. Condition Statutory/
fitness for
2.Validity Mandatory,
Dangerous
conditional
chemicals in
3.Limitations or final
bulk
&
o BCH Code
section 1.6 or 4. safeguards
IBC Code section prescribed
1.5

o Certificate of 1. Condition Statutory/

fitness for
2.Validity Mandatory,
Liquefied gases
conditional
in bulk
3.Limitations or final
o GC Code section
&
1.6 or IGC Code
section 1.5 4. safeguards
prescribed
o Document of Verification Statutory &
Authorization for during the Mandatory
carriage of Grain applicable
in bulk surveys
o SOLAS,1974,
Chapter VI/9 &
Grain Code
34

section 3

o Grain loading Statutory &

booklet Mandatory
o Regulation
SOLAS 74/91
VI/8-9

o Cargo Verification Statutory &

information during the Mandatory
o SOLAS,1974 applicable
regulation surveys
VI/2/5-1 and
XII/10

o Document of 1. Condition Statutory/

compliance(Offic
2.Validity Mandatory,
e) / Interim
o SOLAS,1974,
3. Ship Type Conditional
Chapter IX/4
& or final
(ISM Code)
endorsement

4. safeguards
prescribed
o Safety 1. Condition Statutory/
Management
2.Validity, Mandatory,
Certificate/
conditional
Interim
3. Ship Type or final
o SOLAS,1974,
Chapter IX/4 4.endorsemen
(ISM Code) t
35

III. Documents relating to ships Security under International & National Laws

Certificate Issue Expiry Last Check points Remarks

date date endorsement
&Regulation
o International 1. Condition, Statutory/
ship security
2. Type of Mandatory,
certificate/
Ship ,
Interim
Valid for 5
o SOLAS,1974
3. validity year and
regulation XI-
and any verify if
2/9.1.1 & ISPS
exemption conditional
Part A section
issued, or final
19 and
appendences 4.SSP

5. CSR
o Ship security Approval Statutory/
Plan & Status
Mandatory,
associated
records
Verified
o SOLAS,1974
during the
regulation XI-
Audit
2/9;ISPS Code
part A, section
9 & 10

o Continuous Status Statutory/

Synopsis
Mandatory,
Record

Verified
36

o SOLAS,1974
during audit
regulation XI-
1/5

IV. Documents relating to Pollution Prevention from ships under International &
National Laws

Certificate Issue Expiry Last Check points Remarks

date date endorsement
&Regulation
Annex I MARPOL 1. Condition, Statutory/
73/78
2. Type of Mandatory,
o International oil Ship ,
Valid for 5
pollution
3. validity and year and
prevention
any exemption verify if
certificate
issued, conditional
o MARPOL 73/78
or final
Annex I
4.SOPEP
regulation 5
5. Record
book
o Oil Record Book Status Statutory/
Part I/II
Mandatory,
o MARPOL 73/78
Annex I
Verified
regulation 20
during the
survey
o Ship board oil Approved Statutory/
pollution
Status/Review Mandatory,
Emergency Plan
o MARPOL 73/78
Verified
37

Annex I during
regulation 26 survey

o Record of oil Status Statutory/

discharge &
Mandatory
monitoring and
control system
for last ballast
voyage
o MARPOL 73/78
Annex I
regulation 15(3)
(a)
Annex II MARPOL 1. Condition, Statutory/
73/78
2. Type of Mandatory,
o International oil Ship ,
Valid for 5
pollution
3. validity and year and
prevention for
any exemption verify if
NLS
issued, conditional
o MARPOL 73/78
or final
Annex II
4.SMPEP
regulation 11&
12A 5. Cargo
Record book
o Cargo Record Status Statutory/
Book
Mandatory,
o MARPOL 73/78
Annex II
Verified
regulation 9
during the
survey
38

o Ship board Approved Statutory/

Marine
Status/Review Mandatory,
pollution
Emergency Plan
Verified
o MARPOL 73/78
during
Annex II
survey
regulation 16

o Procedures and Approved Statutory &

arrangement Status verified
Manual (P&A during
Manual) survey
o MARPOL 73/78
Annex II
regulation 5,5A
&8
Annex III MARPOL 1. Verify DOC Statutory/
73/78
2. Type of Mandatory,
o Dangerous Ship ,
Packing list
goods manifests
3. validity and
for Harmful
any exemption
substances or
issued,
Stowage plan
o MARPOL
4.
73/78 Annex III
Contingency
regulation 4
Plan as per
MFAG/EmS.

Annex IV MARPOL 1. Condition, Statutory/

73/78
2. Type of
39

o International Ship , Mandatory,

sewage
3. validity and Valid for 5
pollution
any exemption year and
prevention for
issued, verify if
NLS
conditional
o MARPOL 73/78
4.Sewage or final
Annex IV
system
regulation 5
5. Standard
discharge
connections
Annex V MARPOL 1. Condition, Statutory/
73/78
2. Type of Mandatory,
o Garbage Ship ,
management
Plan
o MARPOL 73/78
Annex V
regulation 9

o Garbage Record Statutory/

book
Status/Review Mandatory,
o MARPOL 73/78
Annex V
Verified
regulation 9
during
survey

Annex VI MARPOL 1. Condition, Statutory/

73/78
2. Type of Mandatory,
o International Ship ,
40

Air pollution 3. validity and Valid for 5

prevention any exemption year and
certificate issued, verify if
o MARPOL 73/78 conditional
4.VOC Plan or final
Annex VI
regulation 6
5.Technical
File
o Ozone Status & Statutory/
Depleting Entries
Mandatory,
substances
Record Book
Verified
o MARPOL 73/78
during the
Annex VI
survey
regulation 12.6
o Fuel Oil Statutory/
Changeover
Status/Review Mandatory,
procedure and
log book
Verified
o MARPOL 73/78
during
Annex VI
survey
regulation 14.6

o Manufacture’s Status Statutory/

Operating
Mandatory,
Manual for
incinerators
Verified
o MARPOL 73/78
during
Annex VI
survey
regulation 16.7
41

o Bunker Delivery Status Statutory/

Note and
Mandatory,
representative
sample
Verified
o MARPOL 73/78
during
Annex VI
survey
regulation 18.6
& 18.8.1
o Technical File Approved Statutory/
o NOX Technical
Status Mandatory,
Code paragraph
2.3.4
Verified
during
survey
o Record book of Status Statutory/
Engine
Mandatory,
parameters
o NOX Technical
Verified
Code paragraph
during
2.3.7
survey

o International 1. Condition, Statutory/

Energy
2. Type of Mandatory,
Efficiency
Ship ,
Certificate
Valid for 5
o MARPOL 73/78
3. validity and year and
Annex VI
any exemption verify if
regulation 8
issued, conditional
or final
4.EEDI
o VOC Approved Statutory/
management Status
Plan
42

o MARPOL 73/78 Mandatory,

Annex VI
Verified
regulation 15
during
o
survey
Anti-Fouling System 1. Condition, Statutory/
Convention,2001
2. Type of Mandatory,
o International Ship ,
Valid for 5
Antifouling
3. validity and year and
system
any exemption verify if
certificate
issued, & conditional
o AFS Convention
Declaration or final
Regulation 2(1)
of annex 4
o Declaration on Status Statutory/
Anti fouling
Paint receipt Mandatory,
system
o AFS Convention
Endorsement Valid for 5
Regulation 2(1)
year and
of annex 4
verify if
conditional
or final
Ballast water 1. Condition, Statutory/
Management
Convention,2004 2. Type of Mandatory,
Ship ,
o International Valid for 5
3. validity and year and
Ballast water
any exemption verify if
Management
issued, & conditional
Certificate
Declaration or final
o BWM
43

Convention
Regulation E-1
of section E
o Ballast water Approved Statutory/
Management Status
Mandatory
Plan
o BWM
Verify
Convention
during the
o Regulation B-1
survey
of section B

o Ballast water Status Statutory/

Record Book
Mandatory
o BWM
Convention
Verify
Regulation B-2
during the
of section B
survey
Basel Convention on Notice to Statutory/
movement of importing
Hazardous wastes, country and Mandatory
1989 Consent from
Verify the
competent
o Obligations of relevant
Authority
document
State of export,
prior
Transit State &
shipment
State of import
and upon
o Basel
arrival
Convention,
destination
Article 4 to 8
port

Hong Kong 1. Condition, Statutory/

Convention on ship
44

recycling,2009
2. Type of Mandatory
o Certificate on Ship ,
Validity 5 y
inventory of
3. validity and
Hazardous
any exemption Verify the
Material
issued relevant
o Recycling of
documents
ships, 2009,
4. Ship prior
regulation 10
recycling plan departure
and upon
5.Ready for arrival
recycling destination
certificate port
o Ready for 1. Condition, Statutory/
Recycling
2. Particulars Mandatory
Certificate
of Ship &
o Recycling of
recycling Validity 3 m
ships, 2009,
facility,
regulation Verify the
11/12
3. validity and relevant
any exemption documents
issued prior
departure
4. Ship and upon
recycling plan arrival
destination
port
o Ship recycling Approval Statutory/
facility Plan status
Mandatory
o Recycling of
ships, 2009,
regulation 9
45

Documents required by ships in US waters

US Safety Laws Verify the Statutory
requirements
o Ebola before arrival
Virus(EVD)
o Marine safety
bulletin 12-
14/07.08.2014

US Security Laws AMS by BC & 24-96

container hours prior
o Cargo ships arrival
Automated additional
system(AMS) data to
o 10+2 Rule customs by
carrier/

importer
o Vessel Notice of Verify with 24-96
arrival or agent before hours
Departure arrival notice
(NOAD)
o 33 CFR part
160

o Private security Verify all crew Failing

guards to have visa which hire
requirements private
o US MTS Act security
guards
o Crew Member Verify all crew SID by all
ID crew
document
o 33 CFR Part
46

160

US Environmental Verify sulphur Check

Laws content 0.1% relevant
documents
o Calling ports in
California
concerning air
pollution
o California air
pollution
regulation

o Vessel General Verify validity Statutory

permit- 75 ft
& conditions
above vessels
length
o Small Vessel
General permit-
75 ft below
vessels length
o EPA
Enforcement

o MARPOL, Verify validity Statutory

1973/78 Annex
& conditions
I-V
o CFR 33 USC
1901/151
o Annex VI
NAECA
o CFR 40 1043

o Tanker/non Verify validity Statutory

47

tanker response
plan
o CFR 33 , 155 & conditions

part

o Asian Gypsy Verify validity Statutory

Moth Certificate by the
& conditions Agricultural
o USDA Manual
Department
Prepare for
inspection
upon arrival
Ballast water Verify validity Statutory
Management
Covention,2009 & conditions
of certificates
o As per 33 CFR
Prepare for
151 part C&D
inspection
o Under
upon arrival
EPA/VGP

o Certificate of Verify validity Statutory

Financial
& conditions
responsibility
of certificates
o OPA,1990,
National
Prepare for
Pollution Fund
inspection
Center
upon arrival

OPA 90 and International Regulations for

Tank Vessels without Double Hulls (Prevention
and Removal)

OPA, Section International

4115(b)
Operational Measures
Emergency Prohibits use of Flange
48

lightering cast iron or specifications

equipment malleable iron are IMO
valves or fittings Universal Oil
Transfer
Connection
specifications
(33 CFR
154.500)
Bridge Written guidance Consistent with
resource to masters and Convention for
management officers in charge Standards for
policy and of navigational Training,
procedures watch concerning Certification,
need for and
continuously Watchkeeping
reassessing use of (STCW) Code
bridge-watch Section B,
resources in Chapter VIII,
accordance with Part 3-1
bridge resource
management
principles
Vessel- Written guidance Consistent with
specific to masters setting STCW Code
watch policy forth company Section A,
and policies and Chapter I, Part
procedures procedures to be 14
followed to ensure
all newly employed
crew members are
given a reasonable
opportunity to
become familiar
with proper
performance of
their duties; on-
the-job watch
training for
watchstanding
personnel who
assist the officer in
charge of
navigational watch
Enhanced Dry-dock survey Incorporates
survey includes gauging IMO Resolution
requirements report, visual A.744( IE) by
inspection, and reference; IMO
structure analysis; standard applies
barge companies to > 20,000
and smaller DWT crude
49

tankers allowed to carriers and >

have an alternative 30,000 DWT
survey program product tankers;
with outside consistent with
oversight or MARPOL 13G
auditing
Vital systems Survey of mooring Incorporates
survey and cargo systems International
done by senior Safety Guide for
personnel Oil Tankers and
Terminals
(ISGOTT)
guidance by
reference:
consistent with
STCW Code
Section A.
Chapter V. Part
I
Autopilot Automatic alarm None
alarm or on autopilot
indicator required on tank
ships; indicator on
tugs
OPA, Section 4115(b)
Maneuvering Existing tank ships must calculate and post Incorporates IMO
performance maneuvering performance Resolution
capability A.751(18) by
reference; IMO
resolution
recommends that
new vessels 100
meters or more in
length meet
performance
standards; OPA 90
applies only to tank
vessels > 5,000 GT
Maneuvering Provide pilot cards and a wheel-house poster Incorporates IMO
and vessel Resolution
status A.601(15) by
information reference
Minimum Plan, calculate, and log vessel's anticipated Ability of master
underkeel underkeel clearance prior to entering or departing and officers in
clearance port; liability cap is waived if done improperly charge to calculate
ship's underkeel
clearance inferred in
STCW Section A.
Chapter II. Part I,
but no specific
50

underkeel clearance
minimum required
internationally
Emergency Secondary steering system on primary towing None
steering vessels
capability
Fendering Primary towing vessels and any assisting towing None
system vessels must have enough fendering to prevent
metal to metal contact between tug and barge
Structural Measures
Protectively None Required for all
located non-SBT tankers
segregated using HBL and all
ballast tanks non-PL/SBT
(PL/SBT) tankers under
MARPOL 13G
Alternatives None Alternatives
to PL/SBT providing protection
including equivalent to
HBL PL/SBT subject to
approval by member
states under
MARPOL 13G

VI. Documents relating to ships Liability & Compensation under International &
National Laws

Certificate Issue Expiry Last Check points Remarks

date date endorsement
&Regulation
o CLC,1992 1. Condition, Statutory/
Cargo damage
2. Type of Mandatory,
certificate
Ship ,
o Article VII of
Valid for 1
CLC,1992
3. validity year and
verify
4.Name of the
Insurer
o CLC,1992 1. Condition, Statutory/
Bunker Oil
2. Type of Mandatory,
damage
Ship ,
51

certificate
o Article 7 of 3. validity Valid for 1
year and
CLC,1992
4.Name of the verify
Insurer
o CLC, HNS 1996 1. Condition, Statutory/
Cargo damage
2. Type of Mandatory,
certificate
Ship ,
o Article 12 of
Valid for 1
CLC,1996 HNS
3. validity year and
verify
4.Name of the
Insurer
o Wreck Removal 1. Condition, Statutory/
certificate
2. Type of Mandatory,
o Article 12 of
Ship ,
Wreck Removal
Valid for 1
2007
3. validity year and
verify
4.Name of the
Insurer
o CLC on liability 1. Condition, Statutory/
of operator of
2. Type of Mandatory,
Nuclear ships
Ship ,
certificate
Valid for 1
o Article 3 of
3. validity year and
Brussels
verify
Convention 4.Name of the
1962 Insurer

o Athens 1. Condition, Statutory/

Convention on
2. Type of Mandatory,
PAL liability
Ship ,
Certificate
52

o Article 4 bis of
3. validity Valid for 1
Athens
year and
Convention
4.Name of the verify
1974 & PAL,
Insurer
2002

o Ship owners Approval Statutory/

liability for Status
Mandatory,
social security
& welfare and
Verified
emergencies
during the
certificate
Audit
o MLC, 2006
Regulation 4.2

VII. Documents relating to non commercial ship under International & National
Laws

Certificate Issu Expir Last Check Remarks

e y date endorsemen points
&Regulation date t
SPS Code 1. Statutory/
Condition
o Special Purpose ship , Mandatory
safety certificate ,
o Resolution A 534(13) 2. Type
of Ship , Valid for 5
as amended by
year and
MSC/Cir.739;
3. validity verify if
SOLAS 1974
and any conditional
regulation I/12 &
exemptio or final
1988 (P)
n issued,
53

Offshore support vessels 1. Statutory/

Condition
o Certificate of Fitness , Mandatory
for OSV ,
o Resolution A 673(16) 2. Type
of Ship , Valid for 5
MARPOL 73/78,
year and
Annex II, regulation
3. validity verify if
13(4)
and any conditional
exemptio or final
n issued,

Diving System 1. Statutory/

Condition
o Diving System Safety , Mandatory
Certificate ,
o Resolution A 536(13) 2. Type
of Ship , Valid for 5
section 1.6
year and
3. validity verify if
and any conditional
exemptio or final
n issued,

Dynamically supported 1. Statutory/

craft/HSC Code,2008 Condition
, Mandatory
o DSC/HSC Safety ,
Certificate/Permit 2. Type
of Ship , Valid for 5
o Resolution A 373(X)
year and
section 1.6/ Chapter
3. validity verify if
X of SOLAS,1974,
and any conditional
Regulation 3
54

exemptio or final
n issued,

MODU 1. Statutory/
Condition
o MODU Safety , Mandatory
Certificate ,
o Resolution A 2. Type
of Ship , Valid for 5
414(X)/A649(16)/MS
year and
C 38(63) 1.6
3. validity verify if
and any conditional
exemptio or final
n issued,

Wing-in-Ground Craft 1. Statutory/

Condition
o WIG Safety , Mandatory
Certificate/Permit ,
o MSC/Circ. 1054, 2. Type
of Ship , Valid for 5
section 9/10
year and
3. validity verify if
and any conditional
exemptio or final
n issued,

VIII. Documents relating to ships Administrative activities under International &

National Laws

Certificate Issue Expiry Last Check points Remarks

55

date date endorsement

&Regulation
o Official log 1. Condition Statutory/
book(deck, & contents
Mandatory,
engine & radio)
2. period for
o SOLAS,94 and
retention
applicable
National law

o Register of 1. Condition Statutory/

Births and & contents
Mandatory,
deaths
2. period for
o Applicable ILO
retention
& National
Laws
3. Authority

o Stability, 1. Condition Statutory/

loading and & contents
Mandatory,
ballasting
2. Approval
information
o Applicable IMO
& National
Laws

o List of DG on 1. Condition Statutory/

board and their & contents
Mandatory,
locations
2. Approval if
o Applicable IMO
required
& National
Laws

o Relevant 1. Condition Statutory/

56

navigation & contents

charts , NM
and pilots 2. updated Mandatory,

books edition

o Applicable IMO
& National
Laws

o Passenger List 1. contents Statutory/

o FAL,1965 and
2. Prescribed Mandatory,
applicable
Format
National Law

o Last Port 1. contents Statutory/

Clearance
2. Prescribed Mandatory,
o FAL,1965 and
Format
applicable
National Law
3. Authority

o Port State/ FSI 1. contents Statutory/

inspection
2. Prescribed Mandatory,
reports
Format
o FAL,1965 and
applicable
3. Authority
National Law
4. No pending
action

F. Concluding Remarks

26. The purpose of the carrying certificates and documents by the ship is to ensure
that ship complies with relevant regulations and during the validity as the case may
57

be ensures the applicable planned maintenance system is in order.

This also confirms that all engines, machinery and technical components in good
working order at all times, to avoid stoppages and to maintain charter party speed and
consumption requirements.

27. The certificates and documents come handy during verification by the authorities
and third parties. This also assist the ship owners in defending any claims including
invoking the privilege of ship owners or operators to limit their liabilities under
applicable International or National laws.

G. Further Recommended Readings

1. ISM Code, element 1.2 & 11

2. Relevant provisions of the Merchant Shipping Act,1958 as amended with respect
to certification;
3. Relevant Rules under Merchant Shipping Act,1958 as amended relating to obtain
applicable certificates for the Ship ; &
4. Relevant Merchant Shipping Notices relating to ship and equipment inspection.
H. SELF-EXAMINATION

1. State the difference between statutory & mandatory certificates.

2. List out the certificates carried by Indian registered Oil Tanker under Merchant
shipping Act,1958.

3. What are the certificates checked PSC regime.

4. Differentiate between ship certificates and Trading certificates.

5. State the procedure to obtain Load line Certificate as per Merchant Shipping
Act,1958.

6. Write short notes on content of the following certificates including the relevant
form/exemption as the case may be with validity:

 Certificate of Registry;
 Tonnage Certificate ;
 Certificate of Class ;
 Safety Construction certificate;
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 MLC certificate ;
 IOPP certificate for Oil tankers;
 Cargo Survey Certificates;&
 Seaworthy Certificates