A condition and safety inspection of a commercial ship for an owner's superintendent, a marine surveyor or a pre-charter visit: vessel particulars, a list of the certificates and documents shown on board (recorded, not judged), the bridge and navigation equipment, life-saving appliances, fire-fighting equipment, the engine room (leaks, bilges, fuel handling, guarding, emergency generator), deck and mooring gear, the hull and structure that can be seen, cargo holds or tanks when opened, pollution prevention (oil record book, separator, garbage, sewage), accommodation and galley hygiene, crew drills and familiarization, then a findings list with a priority and photo for each, the overall condition and signatures from the inspector and the master.
Vessel and Inspection
Which ship, where she lies, why she is being inspected, and by whom.
A condition and safety walk of the ship as you find her. Ask for equipment to be run while you watch. Certificates are listed as shown; their validity is a matter for the flag state and class.
Title
Ship's name
IMO number
Flag and port of registry
Call sign
Vessel type — Bulk carrier, Oil or product tanker, Chemical tanker, Gas carrier, Container ship, General cargo or multipurpose, Ro-ro or vehicle carrier, Passenger or ferry, Offshore support vessel, Tug or workboat, Fishing vessel, Research or survey vessel, Other
Gross tonnage
Year built
Classification society
Owner, manager or client
Port, berth or anchorage
Reason for the inspection — Routine superintendent visit, Pre-charter or on-hire condition, Off-hire condition, Pre-purchase condition, Insurance or lender condition survey, After an incident or repair, Other
What the ship was doing during the inspection — Alongside, working cargo, Alongside, idle, At anchor, Under way, In dry dock or at a repair yard, Laid up
Master's name
Chief engineer's name
Your company
Inspector
Date of inspection
Will any cargo holds or tanks be opened and entered on this visit?
Photo of the ship — profile and name on the bow or stern
Certificates and Documents on Board
What the master showed you, listed as seen. Recorded, not judged.
List each certificate as it is handed to you. This is a record of what was shown on the day, not a ruling on whether it is valid — that is for the flag state and the class society.
Certificates and documents shown
Document — Certificate of registry, Class certificate, Safety construction, Safety equipment, Safety radio, Passenger ship safety, Load line, Oil pollution prevention (IOPP), Sewage pollution prevention, Air pollution prevention, Energy efficiency, Ballast water management, Anti-fouling system, Safety management certificate, Company document of compliance (copy), Ship security certificate, Maritime labour certificate, Minimum safe manning document, Tonnage certificate, Civil liability insurance (oil or bunkers), Wreck removal insurance, Continuous synopsis record, Fitness for dangerous or noxious cargo, Other
Name, if other or worth spelling out
Issued by
Expires
Next annual or intermediate endorsement due
What you were shown — Original, Copy only, Electronic certificate, Could not be found
Remark
Number of crew on board on the day
Remarks on the documents
Photos of documents worth keeping
Bridge and Navigation
The navigating equipment seen running, and the bridge kept ready for sea.
Are the radars working, with a clear picture and their alarms tested?
Are the gyro and magnetic compasses working, with a current deviation card and error log?
Are the position-fixing receivers and any electronic chart system working, with backup arrangements in place?
Are the charts and nautical publications for the intended voyage on board and corrected up to date?
Is there a passage plan covering berth to berth for the current or next voyage?
Is the AIS transmitting the correct ship data and voyage information?
Does the echo sounder work, with its record or log kept?
Are the VHF and distress radio sets working, with the reserve batteries charged and tested?
Do the navigation lights, signal lamp and sound signals all work, with the failure alarm tested?
Has the steering gear changeover from the bridge been tested, with the instructions posted at the steering stand?
Is the bridge watch alarm switched on and working?
Are the deck log and the bridge equipment test records filled in and signed?
Are the bridge windows clear, with wipers, heaters and sunscreens working?
Notes on the bridge
Photos — bridge
Life-Saving Appliances
Boats, rafts, buoys and suits, ready to use in a hurry.
Are the lifeboats and rescue boat in good order, with engines that start and equipment complete?
Are the davits, winches, falls and release gear free of heavy corrosion and inside their service dates?
Are the liferafts secure in their cradles, with the hydrostatic releases and service dates in date?
Are there enough lifejackets for everyone on board, with lights and whistles that work?
Are immersion suits on board in the right number and sizes, stowed where the crew can reach them?
Are the lifebuoys in place, with their lights, smoke signals and lines attached where required?
Are the distress rockets, hand flares and line-throwing apparatus in date?
Are the distress beacon and the search and rescue transponders in date, registered and properly stowed?
Are the embarkation ladders sound, with rungs and side ropes undamaged, stowed ready to rig?
Are the muster list, the muster stations and the life-saving signage posted and readable?
Notes on life-saving appliances
Photos — boats, rafts and stations
Fire-Fighting Equipment
Detection, the fire main and the fixed systems, seen working where you can.
Is the fire detection panel free of faults and isolations, with detectors tested on schedule?
Does the emergency fire pump start and give a good jet at a hydrant on deck?
Are the fire main, hydrants, hoses and nozzles complete and free of leaks?
Is the fixed fire-extinguishing system serviced, with the release controls secured and the warning signs posted?
Are portable extinguishers in their places, charged and inside their service dates?
Do the fire doors close on their own and latch, with none wedged open?
Are the fire dampers and ventilation shut-offs marked and free to close?
Are the firefighter's outfits complete, with breathing apparatus charged and spare cylinders on hand?
Is the fire control plan posted where required and does it match the ship as she is now?
Is the international shore connection on board and easy to find?
Notes on fire-fighting equipment
Photos — fire equipment
Engine Room and Machinery
Leaks, bilges, fuel handling and guarding, with the emergency plant run.
Main engine running hours
Is the machinery free of significant oil, fuel, water and exhaust leaks?
Are the bilges clean and dry, with no oil standing in them?
Do the bilge high-level alarms work when tested?
Are fuel and lube oil transfers contained, with drip trays clean and sounding pipes capped?
Are exhausts and other hot surfaces lagged, with no oil-soaked insulation?
Are guards in place on couplings, belts, shafts and other moving parts?
Are the quick-closing fuel valves and the remote emergency stops marked and working?
Does the emergency generator start on its own and take the load when tested?
Is the steering gear room clean, with the changeover and emergency steering instructions posted?
Are the workshop machines guarded, with eye protection at the grinders and lathe?
Is the engine room tidy, with oily rags in closed metal bins and walkways clear?
Is planned maintenance up to date, with overdue jobs few and explained?
Notes on the engine room
Photos — engine room
Deck and Mooring Equipment
Forward and aft along the main deck: mooring gear, lifting gear, walkways and openings.
Are the mooring winches and windlass in good order, with brakes that hold and their tests recorded?
Are the mooring lines and tails in good condition, with no heavy chafe or damage?
Are the anchors, cables and stoppers secure and in good condition?
Are the cranes or derricks marked with their safe working load, with limit switches and test certificates in order?
Is the gangway or accommodation ladder rigged safely, with a net, a lifebuoy and lighting?
Are the railings, guards and walkways sound, with no gaps or trip hazards?
Do the air pipe heads, ventilator closures and deck hatches close properly?
Is the deck free of heavy corrosion, with coatings maintained?
Is the deck lighting working for night work and access?
Notes on deck and mooring
Photos — deck and mooring stations
Hull and Structure
What can be seen from the quay, a launch and inside the ship.
Where the hull was seen from — The quay, A launch or boat, The deck looking over the side, In dry dock, Not seen
Is the shell plating free of dents, cracks and heavy corrosion where it can be seen?
Are the draft marks, load line marks and the ship's name and IMO number clearly visible?
Is the ship free of temporary repairs, such as doublers or cement boxes, not reported to class?
Do the watertight doors and their indicators work when tested?
Are the accessible internal structures free of wastage, buckling and cracking?
Is the topside paint in a condition that protects the steel?
Notes on the hull and structure
Photos — hull and structure
Cargo Holds and Tanks
Only the spaces opened and entered on this visit.
Which holds or tanks were entered
Was each space tested for oxygen and gas and released by permit before anyone went in?
Are the spaces clean and fit for the next cargo?
Are frames, brackets, ladders and coatings in the spaces in good condition?
Do the hatch covers or tank lids close, with seals and securing devices in good order?
Are the access ladders and platforms in the spaces safe to use?
Are the portable and fixed gas detectors calibrated and in date?
Where liquid cargo is carried, are tank vents, pressure and vacuum valves and any inert gas plant working?
Is the cargo securing gear on board, in good condition and matched to the cargo securing manual?
Notes on the cargo spaces
Photos — cargo spaces
Pollution Prevention
Oil, garbage and sewage: the records and the equipment behind them.
Do the oil record book entries match the tank soundings and the transfers the engineers describe?
Does the oily water separator run, with the oil content meter and its alarm working?
Are the overboard discharge valves from the oily systems secured and their seals logged?
Is the spill kit on deck stocked, with scuppers ready to plug during bunkering?
Is the garbage management plan in place, with the garbage record book kept up to date?
Is garbage separated, labeled and stored so nothing can blow or wash overboard?
Is the sewage treatment plant or holding tank working?
Are bunker delivery notes and fuel samples kept for the fuel on board?
Notes on pollution prevention
Photos — pollution prevention
Accommodation and Galley
Where the crew live and eat: clean, safe and decent.
Are cabins, mess rooms and washrooms clean, dry and in good repair?
Is the galley clean, with grease filters and ducts free of buildup?
Are the cold rooms and freezers holding temperature, with food stored and dated properly?
Cold room and freezer temperatures read
Is drinking water treated and tested, with the records kept?
Is the accommodation free of signs of rats, cockroaches or other pests?
Is the hospital clean, with the medicine chest stocked and in date?
Are corridors and escape routes clear, lit and signed?
Notes on the accommodation and galley
Photos — accommodation and galley
Crew, Drills and Familiarization
Whether the people on board can do what the papers say they can.
Do the number and grades of crew on board meet the minimum safe manning?
Are there familiarization records for every crew member who joined since the last visit?
When asked at random, could crew members say where their muster station is and what their emergency duty is?
Have fire and abandon-ship drills been held and recorded at the required intervals?
Can the crew talk to each other clearly in the ship's working language?
Are hours of rest recorded for each crew member, with no unexplained breaches?
Was the crew wearing the right protective equipment for the work you saw?
Are permits used for hot work, enclosed spaces and work aloft, with recent ones completed properly?
Was a drill held while you were on board?
Which drill — Fire, Abandon ship, Enclosed space rescue, Man overboard, Oil spill, Steering failure, Other
Alarm to everyone mustered
How it went — Well run, Run, with points to improve, Poorly run
What you saw
Photos of the drill
Notes on the crew
Findings and Sign-Off
Everything that needs action, the overall condition, and the master's acknowledgment.
Findings
What was found
Area of the ship — Bridge, Radio or GMDSS, Lifeboats and rafts, Fire stations and systems, Engine room, Steering gear room, Main deck, Forecastle and mooring, Poop deck and mooring, Cargo holds or tanks, Hull and structure, Accommodation, Galley and provisions, Ship's office and records, Other
Priority — Fix now — before the ship works again, Before departure, Within 30 days, At the next dry dock or planned visit, Observation only
Action agreed
Who will close it
By when
Photo
Overall condition of the ship — Good, Fair — some items to address, Poor — significant items to address, Not fit until findings are closed
Summary for the owner or client
Was the master given a copy of the findings before you left?
Inspector — signature
Master — signature
Marine
Vessel Inspection Checklist
A condition and safety inspection of a commercial ship for an owner's superintendent, a marine surveyor or a pre-charter visit: vessel particulars, a list of the certificates and documents shown on board (recorded, not judged), the bridge and navigation equipment, life-saving appliances, fire-fighting equipment, the engine room (leaks, bilges, fuel handling, guarding, emergency generator), deck and mooring gear, the hull and structure that can be seen, cargo holds or tanks when opened, pollution prevention (oil record book, separator, garbage, sewage), accommodation and galley hygiene, crew drills and familiarization, then a findings list with a priority and photo for each, the overall condition and signatures from the inspector and the master.
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Fill this in and download the finished PDF. Your answers stay on this device as you type. We ask for an email address once, at the download.
A vessel inspection checklist is the record of one person walking a commercial ship from the master's office to the steering gear and back, looking at whether it is safe, seaworthy and looked after. Owners send superintendents to do it between dry dockings, charterers want it before a ship comes on hire, and marine surveyors do it for buyers, insurers and lenders. This form follows the order you walk the ship in, scores what you can see working, records the certificates without pretending to judge them, and ends with a findings list the master signs. Fill it in here and download a PDF without an account, or speak while you walk, and the document writes itself.
Who uses it, and for what
A technical superintendent uses it on a routine visit to see the ship as the crew lives with it, not as it looks in the monthly report. A charterer's representative uses it before delivery to decide whether the ship is fit for the trade. A marine surveyor uses it as the working sheet behind a condition survey for a buyer, an insurer or a bank.
It is not a vetting inspection. Oil companies and charterers who vet tankers use the SIRE program run by OCIMF, with its own inspectors and its own questionnaire, and gas and chemical trades have their equivalents. Nor is it a class or flag survey. It is your own record of what you saw, written so that the owner, the master and the next inspector can act on it.
Walk it in the order the ship is laid out
Start in the ship's office with the master: particulars, certificates and the crew list, and agree what you will want to see working later. Then go up to the bridge, out to the boats and fire stations, down through the engine room and steering gear, forward along the main deck to the mooring stations, and look at the hull from the quay or a launch. Cargo spaces come next if they are open, then the oil record book and garbage arrangements, the accommodation and galley, and last the crew themselves.
Ask for things to be run, not described. Start the emergency generator and the emergency fire pump, change over the steering, sound a bilge alarm, test a lifeboat engine. A system you saw working is worth more than a maintenance record that says it was tested last month.
Certificates are recorded, not judged
The certificates section is a list: each document shown, who issued it, when it expires, and whether you saw the original or a copy. Whether a certificate is valid, properly endorsed or carrying the right conditions is a question for the flag state and the class society, and a condition inspection should not pretend to answer it.
What the list does well is catch the practical problems: a certificate that runs out before the next port, an annual endorsement that is overdue, a document nobody could find. Write those in the findings so somebody chases them.
Findings, priorities and the safety management system
Every check answered No becomes a finding, and the findings list at the end lets you add anything the checklist did not ask about. Give each one an area, a priority and a photo. The priorities run from fix now, through before departure and within thirty days, to the next dry dock and observation only.
Under the ISM Code the ship's own safety management system is where defects should be reported and closed out. A good inspection report feeds that system rather than running alongside it, so give the master a copy before you leave and agree who will close each finding.
Common questions
Is this the same as a SIRE vetting inspection?
No. SIRE inspections are carried out by accredited inspectors to OCIMF's own questionnaire, and the report goes into OCIMF's database for charterers to read. This form is a general condition and safety inspection you carry out for yourself or your client. Many owners use a walk like this to prepare a ship before a vetting inspection, but it does not replace one.
Who can carry out a vessel inspection?
Anyone with the experience to judge what they are looking at: usually a master mariner, a marine engineer or a qualified marine surveyor. For a pre-purchase or insurance survey the client will normally ask for a surveyor with specific qualifications and insurance cover.
How long does an inspection like this take on board?
For a mid-sized cargo ship, most of a day if equipment is tested as you go, and longer if holds or tanks are opened. Agree the plan with the master on arrival so that the crew can have equipment ready to run and the inspection does not get in the way of cargo work.
What should the inspection report include?
The vessel's particulars, why and where it was inspected and by whom, what was seen and the result of each check, the certificates shown, a list of findings with priorities and photos, the overall condition, and signatures from the inspector and the master. This form carries all of those into the PDF.
Why are the cargo holds a separate switch?
Holds and tanks are often full, gas-free only on request, or simply not part of the visit. Answer No and the cargo section folds away and is left out of the score, so a ship is not marked down for spaces you never entered.
Can I use this on a tug, an offshore vessel or a ferry?
Yes. Pick the vessel type in the particulars, answer N/A where a check does not apply, and add anything specific to the ship in the findings list. A passenger ship or a vessel with specialist equipment will usually need extra items of your own.