Checklist for Onboard Maintenance

This checklist can be used as a preparation for a port call to avoid unnecessary problems
and delays.

Germanischer Lloyd
Revision 8 09/07 PAGE 1
 WHY PORT STATE CONTROL?

Port state authorities have the right to board ships without announcement to check whether the ships are
complying with the relevant international Convention Regulations.
Thus, Port State Control is intended as a tool to eliminate sub-standard ships.
In order to avoid problems and delays due to PSC, a ship should always be
well maintained,
be manned with a sufficient number of qualified crew; and
be in compliance with all applicable maritime regulations
no matter how far off the next due survey may be.

HOW PSC IS CARRIED OUT

Port State Control Officials may come aboard to check the certificates, documents, condition of hull and
machinery, equipment and the living conditions as well as adherence to operational requirements in
accordance with the relevant Conventions.

The Inspectors will, after introduction to the Master and a check about the validity of the ship's Certificates,
get a general impression of the overall condition of the ship.
If the first impression of the ship gives clear grounds to the inspector that the ship does not substantially
meet the regulations he will conduct a more detailed inspection.
If the authorities verify deficiencies constituting a hazard to safety, health or environment they will ask for
rectification and can detain a ship until such deficiencies have been corrected.
The Master will be informed about the deficiencies found by receiving a Boarding Report including a list of
the deficiencies together with the order to rectify them immediately or within a given time frame.
If the Inspector decides to detain the ship until rectification, a detention order will be presented to the Master.
This information also is forwarded to the Flag State as well as to the Classification Society which issued the
relevant certificates and to IMO.
In case of a detention it is often advantageous to call in the local GL surveyor. The surveyor can assist in
reporting the rectification to the PSC authorities in order to lift the detention.

HOW TO USE THE CHECKLIST

The checklist is intended as an aid for the preparation for a port call to avoid unnecessary problems with
PSC and delays in port.
The Checklist may be included in your ISM procedures as documentation about checks for maintenance etc.
The list can be filled in manually on a printout or electronically.

The list does not claim to be complete and covers only those items which have been reported by
PSC during recent years. PSC may find further con-compliances not listed here.

Germanischer Lloyd
Revision 8 09/07 PAGE 2
1 Documentation:

No. Documents next Due Expiry Date N. A. Yes No

Date
1.1 Are all required certificates valid and respectively endorsed?

Flag Registry Certificate

Class Certificate
Radio Station Licence
Safe Manning Certificate
Tonnage Certificate
Load Line Certificate
Safety Construction Certificate
Safety Equipment Certificate
Safety Radio Certificate
IOPP Certificate
Air Pollution Prevention Certificate
IPPC for the Carriage of Noxious
Liquid Substances in Bulk
Chemical Fitness Certificate
Gas Fitness Certificate
Grain Loading Certificate
Compliance Certificate for Carrying
Dangerous Goods
Exemption Certificate(s) [if any]
Safety Management Certificate (SMC)

Document of Compliance (DOC) [copy

only]
International Ship Security Certificate

Are obsolete documents removed

from document folder?
Is the certificate for annual thorough
examination of life saving appliances
readily available?

Germanischer Lloyd
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2 Lifesaving Appliances:

No. Item Yes No Action taken

2.1 Are lifeboats with all parts in proper condition without
wastage, are blocks and release mechanisms properly
maintained as necessary?

Is reflective tape adhered as required on bottom, sides

and top?

2.2 Is lifeboat inventory complete and in good condition?

Are dates of expiration for pyrotechnics and foodstuff

rations recorded and not outdated?

2.3 Are rescue boats complete and in good condition?

Is the inventory stored in the boat as required?

2.4 Are lifeboat/rescue boat engines in good working

condition and starting easily?

2.5 Are life rafts and launching arrangements in good

working condition?

Is the ship's name updated on the outside data placards if

available?

2.6 Is the hydrostatic release for the rafts properly

connected and validity not outdated?

2.7 Is a ladder or other means of embarkation for the

additional life raft at the bow(if appropriate) readily
available? n.a.

2.8 Are launching arrangements for lifeboats/rescue

boats and life rafts including limit switches in good
condition and without wastage?

2.9 Has the annual thorough examination of the launching

appliances and on-load release gear been carried out by
shore service in time?

2.10 Are the embarkation ladders incl. their shackles and

padeyes on deck in good condition?

2.11 Are wire falls of all launching/recovery arrangements in

good condition and turned/renewed as required?

Has reversal/renewal of falls/crane wires been recorded?

Germanischer Lloyd
Revision 8 09/07 PAGE 4
 No. Item Yes No Action taken
2.12 Are life buoys (including reflective tape, correct ship's
name/home port and lights with non-outdated batteries or
smoke signals) available in sufficient amount and in good
condition?

2.13 Is a "heavy" life buoy (4.5kg) attached to the

smoke/light-buoy at bridge wings in a free-fall
arrangement?

2.14 Are lifejackets (including whistles plus lights and non-

outdated batteries) available in sufficient amount as per
certification and in good condition?

Are sufficient additional lifejackets provided for persons on

watch and on remote working stations?

2.15 Are line throwing appliances complete with expiration

dates of the pyrotechnic units not outdated?

2.16 Are parachute distress signals available in sufficient

amount and in good condition with expiration dates not
outdated, placed on the bridge in an appropriate
containment which is marked?

2.17 Are immersion suits (including lights and special

attachments) available for all persons onboard and stored
in good condition.

Are additional suits available at remote working stations

as required?

2.18 Is the emergency illumination at all survival craft

stations sufficiently working, also illuminating the ship's
side and the instructions posted?

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3 Fire Fighting Arrangements:

No. Item Yes No Action taken

3.1 Are fire main piping and all hydrants in good condition
without signs of corrosion or wastage and without soft
patches?

Are couplings and valves free of leakages?

3.2 Are fire pumps including prime mover in engine room in

proper working condition and with sufficient delivery of
water pressure?

3.3 Is the emergency fire pump including prime mover in

proper working condition with sufficient suction and water
pressure to be delivered?

3.4 Are all fire stations with required equipment of hoses,

nozzles, spanners in good condition?

Are nozzle spray adjustments workable and hoses without

deterioration?

3.5 Are portable fire extinguishers available as per fire &

safety plan and in good condition?

Are due dates for required servicing recorded and not

outdated?

3.6 Are fireman's outfits available in required number,

complete with helmet, clothes, lifeline, lamp and other
required requisites, in good condition and ready for use?

Are the breathing apparatuses in good condition and

ready for use with bottles incl. spares bottles filled?

Germanischer Lloyd
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 No. Item Yes No Action taken
3.7 Are fixed fire fighting systems for engine room and
cargo spaces in proper working condition?

Has the filling status of gas bottles or foam tanks been

checked?

Is the CO2 room properly locked and the key readily

available?

Are the last test records of the systems available?

3.8 Are the fire detection arrangements properly working at

all detection points?

3.9 Is the fire extinguishing arrangement in paint locker

as required in place and in good working condition?

3.10 Are all fire dampers and ventilation closing appliances

including gaskets, handles, screws and other mechanical
mechanisms in proper working condition?

3.11 Are all fire doors closing properly by their automatic

closing devices?

3.12 Are all quick closing devices for tank shut-off and
emergency stop of pumps and fans in proper working
condition?

3.13 Are Emergency Escape Breathing Devices (EEBDs)

available in required amount (plus additional training unit)
and distributed as per fire plan within superstructure and
engine room and under full pressure?

3.14 Is the international shore connection including reducer

piece with appropriate bolts and nuts available as per
safety plan?

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4 Navigation Equipment:

No. Item Yes No Action taken

4.1 Are nautical publications including pilot books,
list of lights, sailing directions, tide tables, code of
signals, IAMSAR books to be used for the next
intended voyage updated to the latest available
amendments/ corrections?

4.2 Are nautical charts to be used for the next

intended voyage updated to the latest available
Notice to Mariners? (where applicable: ECDIS
system updated to latest amendments?)

4.3 Is a system for correcting all nautical

publications onboard available?

4.4 Is a passage plan from berth to berth available

as required?

4.5 Are navigational instruments as radar, echo

sounder and speed log in operational condition?

4.6 Are the navigation lights incl. duplication and

failure alarm working?

4.7 Is the steering gear including rudder angle

indicator as well as emergency steering gear
including switch-over devices in operating
condition and the steering gear alarm
functioning?

Are instructions for switch-over handling posted

in vicinity?

4.8 Are daylight shapes in operational condition ?

4.9 Is the daylight signalling lamp and the

independent power supply in good operational
condition?

4.10 Is the automatic position indicator (e.g. GPS)

available and in good condition?

Germanischer Lloyd
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 No. Item Yes No Action taken
4.11 Are communication systems between bridge
and engine room and steering gear room in
working condition?

4.12 Is the NAVTEX receiver in good working

condition and enough spare paper available?

4.13 Is the echo sounder in good working condition

4.14 Is illustrated table of life saving signals incl.

helicopter communication signs posted on the
bridge?

4.15 Is the magnetic steering compass in good

condition and properly visible from steering
position?

Is a spare magnetic compass available and in

good condition?

Is an updated calibration table available?

4.16 Is the AIS system installed, constantly switched
on and is the existence verified in the Safety
Equipments Record E?

Germanischer Lloyd
Revision 8 09/07 PAGE 9
5 Radio Equipment:

No. Item Yes No Action taken

5.1 Are all components of the GMDSS transmitting and
receiving equipment including sources of energy
properly working?

5.2 Are radio operators familiar with cancellation

procedures for false distress alarms?

5.3 Has the radio log book been kept as required incl.
records of tests?

5.4 Are portable VHF hand held radios for survival craft
including batteries with spares / re-charger in good
working condition?

5.5 Are antenna systems in good condition without any signs

of corrosion or damage?

5.6 Are Radar Transponders in working condition and ready

in case of emergency?

Are they serviced in accordance with manufacturer's

requirements by shore service?

5.7 Is in case of a freefall boat arrangement one Radar

Transponder permanently stowed within the freefall
lifeboat ? n.a.

5.8 Is the EPIRB in correct and float free position? Is the life
date of battery and hydrostatic release still valid?

5.9 Is the last EPIRB Test Certificate readily available?

5.10 Are radio publications and manuals updated?

5.11 Is a valid Radio Licence onboard

5.12 Are the reserve sources of energy (batteries) properly

maintained and in working condition?

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6 Safety in General:

No. Item Yes No Action taken

6.1 Is a working language established and recorded in the
logbook?

6.2 Are up-to-date fire control plans been posted in

accommodation alleyways, are clearly readable and show
a sign of approval?

Is one copy stored in a prominently marked and weather

tight container outside the accommodation?

6.3 Are SOLAS training manuals available, showing specific

instructions for the appliances installed onboard and
written in a language understood by all crew members?

6.4 Are Instruction Manuals for onboard maintenance of life-

saving appliances available and understood by all crew
members?

Is regular maintenance being recorded?

6.5 Is a plan or program for maintenance available?

6.6 Are Operating Instructions for lifesaving appliances

posted on scene and under emergency illumination?

Are they written in a language understood by all crew

members?

6.7 Have regular drills for fire fighting, abandon ship, rescue
boat operation and oil spill fighting been carried out
satisfactorily as required?

Are the dates recorded in the logbook?

6.8 Are up-to-date muster lists written in a language

understood by all crew members?

Are duties about maintenance of safety equipment

included?
Are duties about carrying emergency radio equipment into
the survival crafts included?
Are substitutes for key persons mentioned?

Are they posted on the bridge, in engine control room and

accommodation spaces?

Germanischer Lloyd
Revision 8 09/07 PAGE 11
 No. Item Yes No Action taken
6.10 Are all paint materials stored inside the designated paint
locker only?

6.11 Are all escape ways accessible and free of obstructions

and are they properly illuminated?

6.12 Are IMO symbols properly used for marking escape ways
and locations of emergency equipment?

6.13 Are pilot ladders and related boarding arrangements

clean and in good condition?

6.14 Is the crew working on the bridge familiar with the

steering gear switch-over procedures and with the use of
emergency steering device?

6.15 Is the key engine crew familiar with emergency power

arrangements?

6.16 Are key persons for fire fighting familiar with starting
the emergency fire pump?

6.17 Is the designated lifeboat/rescue boat crew familiar

with starting the engines?

6.18 Are public alarm systems as for general alarm working

properly?

6.19 Is the engineer's alarm of unmanned machinery system

working properly?

n.a.

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Revision 8 09/07 PAGE 12
7 Hull and Machinery Condition:

No. Item Yes No Action taken

7.1 As far as visible, are the ship's side shell plates without
damage and excessive wastage?

7.2 Is the structure of cargo holds with regard to bulkheads,

frames, brackets, tank tops etc. without damages and
excessive wastage?

7.3 Are electric cable arrangements properly installed and

insulated, no loose wiring?

Are light covers properly fixed on all lamps?

Does the main switchboard have insulation mats around

it?

7.4 Is the engine room with regard to work and fire safety in
a generally clean condition?

7.5 Is the main propulsion system in proper working

condition?

7.6 Is the auxiliary engine and power system including

100% power redundancy in proper working condition?

7.7 Is the emergency generator arrangement for immediate

supply of electrical power in proper working condition?

7.8 Is the jacketed piping system on high pressure fuel lines

properly installed and alarms working?

7.9 Are engines and piping systems free of leakages ?

7.10 Are the anchoring devices in good condition without

damages?

7.11 Are the mooring ropes in good working condition?

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8 Load Line matters:

No. Item Yes No Action taken

8.1 Are bulwarks, handrails, cat walks, without signs of
damage and excessive wastage?

8.2 Are hatch cover arrangements including gaskets and all

closing appliances in good condition to close weather
tight, without signs of wastage?

8.3 Are ventilators and air pipes including any closing

appliances properly working without signs of damage or
wastage and able to be closed weather tight?

8.4 Are the closing devices of all sounding pipes properly

working?

8.5 Are weather tight doors and small access hatches in

good condition to close weather tight?

8.6 Are draft marks and Plimsoll marks painted in

contrasting colour?

8.7 Are Plimsoll marks permanently marked and in

accordance with the Load Line Certificate?

8.8 Are stability information approved on behalf of the flag

administration and written in a language understood by
the ship's command?

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9 MARPOL Requirements:

No. Item Yes No Action taken

9.1 Is the oily water separation system including all piping

and solenoid valve arrangements as required in proper
working condition and without any illegal by-pass piping?

Is the testing arrangement in proper working condition?

Is the crew in charge familiar with the system and its use?

9.2 Are the 15 ppm alarm and stopping arrangements (if

installed) in proper working condition?
n.a.

9.3 Are all piping arrangements in proper condition without

any signs of damage or corrosion

9.4 Are engine room bilges and other machinery areas free
of excessive oil matters?

9.5 Is the Oil Record Book kept up-to-date, are the required
entries about disposal of oily residues correct and the
book periodically signed by the Master?

Are correct codes used for all entries?

Are the tanks listed as per IOPP Cert. and as actually

arranged?

9.6 Is proof available that low sulphur fuel has been used
while navigating in restricted areas

9.7 Are the specially required manuals for tankers, chemical

tankers and gas carriers available?

n.a.

9.8 Is the Shipboard Oil Pollution Emergency Plan (SOPEP)

available with updated communication data as required
(especially the Focal Point List which is updated quarterly
by IMO)?

9.9 Is a combined Shipboard Marine Pollution Emergency

Plan (SMPEP) available on ships certified for carrying
Noxious Liquid Substances in bulk, with updated Focal
Point List?

n.a.

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10 Accommodation and Living Conditions:

No. Item Yes No Action taken

10.1 Are the sanitary facilities in crew accommodation clean
and in proper condition?

10.2 Are sick bay and medical locker complete and in

condition as required?

10.3 Are the ventilation arrangements in proper working

condition?

10.4 Are the galley and provision rooms clean and without
possible signs of vermin?

10.5 Is the galley ventilation grease trap clean?

10.6 Is all garbage collected, separated and disposed of in

accordance with Garbage Management Regulations?

10.7 Is the accommodation ladder incl. hoisting

arrangements and safety net in good condition?

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Revision 8 09/07 PAGE 16
11 STCW Requirements:

No. Item Yes No Action taken

11.1 Is the actual crew composition in accordance with the
requirements as per Safe Manning Certificate?

11.2 Are the Master, deck officers, engineer officers and

ratings in possession of a respective certificate of
competence?

11.3 Do officers licences have endorsements by flag as

appropriate?

11.4 Are crewmembers in possession of valid medical

examination certificates as appropriate?

11.5 Have new crew members been made familiarised with

their duties and the safety equipment onboard?

11.6 Is required documentation available about rest hours of

the crew, duly signed as required?

11.7 Is a table of working arrangements posted at an easily

accessible place?

12 ISPS Requirements:

No. Item Yes No Action taken

12.1 Are arrangements in place for controlling access to the
ship for persons/goods boarding in the next port?

12.2 Is the personnel who is controlling access to the ship

familiar with its duties?

12.3 Are arrangements in place to secure and control the

restricted areas in port, as required by the Security Plan?

12.4 Are all entrances on the ship ready to be closed or

secured if leading to restricted areas?

12.5 Is all security equipment maintained and tested acc. to

the SSP?

Germanischer Lloyd
Revision 8 09/07 PAGE 17
13 ISM Requirements:
PSC Inspectors may ask questions about the ISM system onboard.
This list is provided here for preparing for possible queries he may ask out of a checklist prepared by IMO for PSC
use.

No. Item Yes No Action taken

13.1 Is the crew familiar with the company's safety and
environmental protection policy?

13.2 Is the ISM manual readily available onboard?

13.3 Is the documentation written in a language understood

by the crew?

13.4 Can senior ship officers identify the responsible

company?

13.5 Can senior officers identify the "designated person"?

13.6 Are procedures and data available and updated to

establish contact with shore management?

13.7 Are programs for drills and training available and are
such actions recorded?

13.8 Are records available about familiarisation of new crew

members?

13.9 Can the Master show proof of his overriding authority?

13.10 Have Non-conformities been reported to the company

and corrective action been taken by the company?

13.11 Are a maintenance routine and records for it available?

13.12 Is a copy of the DOC with the endorsement for the latest
office audit available onboard?

Germanischer Lloyd
Revision 8 09/07 PAGE 18