Port State Control inspection checklist

1. Certificates and documentation

The first thing checked, and still one of the largest deficiency categories.

• All statutory certificates on board, valid, with intermediate and annual endorsements signed.
• Safety Management Certificate and copy of the Document of Compliance, covering this ship type.
• ISSC valid; Continuous Synopsis Record up to date with all amendments.
• MLC Certificate and Declaration of Maritime Labour Compliance Parts I and II on board and posted.
• Class survey status printed and current; conditions of class listed with due dates.
• Minimum Safe Manning Document matches crew actually on board.
• Oil Record Book, Garbage Record Book, Ballast Water Record Book completed to the last entry with no gaps.

2. Fire safety

• Fire dampers, ventilation flaps and quick-closing valves operate and are marked.
• Fire doors self-close and are not held open with hooks, wedges or lashings.
• Fixed fire-fighting system pressure, seals and release instructions verified; crew know the release procedure.
• Portable extinguishers in place, inspected within the period, and pressure-checked.
• Fire detection panel free of disabled or bypassed zones — or bypass justified and recorded.
• Emergency fire pump starts and delivers pressure from its own independent source.
• Escape routes clear, emergency lighting and low-location lighting functional.

3. Life-saving appliances

• Lifeboat and rescue boat engines start and run; falls, hooks and release gear serviced within the period.
• Davit limit switches and brakes tested; boat launched or lowered as required by the schedule.
• Liferaft servicing in date, hydrostatic release units marked with the correct expiry.
• Immersion suits, lifejackets and lights inspected; quantity matches the muster list.
• Pyrotechnics, EPIRB and SARTs in date; EPIRB battery and registration current.
• Muster list current, posted, and matching the crew on board.

4. ISM implementation on deck

• Crew can locate the SMS procedure relevant to their own duties without help.
• Permits to work correctly issued and closed for hot work, enclosed space entry and work aloft.
• Drills held at required intervals with meaningful records — scenario, weaknesses, follow-up.
• Familiarisation records complete for recently joined crew.
• Non-conformities and near-misses raised, investigated and closed with evidence.
• Master's review and the DPA's contact details available and known to the crew.

5. Machinery and propulsion

• Emergency generator starts on load and holds; batteries charged and logged.
• Emergency steering gear tested; changeover instructions posted at the steering position.
• Bilge alarms, tank level alarms and machinery alarms tested and recorded.
• Oily water separator with 15 ppm alarm operational; crew can demonstrate the operation.
• Planned maintenance system shows no overdue critical jobs, or documented deferrals with class agreement.
• Engine room clean of oil accumulation; save-alls empty and drains not plugged.

6. Pollution prevention

• SOPEP/SMPEP equipment complete against the inventory and stowed where the plan says.
• Sewage plant operational; discharge arrangements and record consistent with Annex IV.
• Garbage Management Plan on board, placards posted, segregation actually practised.
• Bunker Delivery Notes and fuel samples retained for the required period.
• EGCS or compliant fuel arrangements documented for the ECAs on the voyage plan.
• Ballast Water Management Plan, treatment system operating, and the record book complete.

7. Crew, MLC and living conditions

• Seafarer Employment Agreements signed, on board and available in English.
• Hours of rest records complete and plausible — no impossible patterns in port.
• Wages paid on time with signed accounts; no unexplained deductions.
• Food and fresh water provisioning adequate; galley and stores clean.
• Accommodation, sanitary facilities and hospital in serviceable condition.
• On-board complaint procedure posted, in the crew's language.

8. Immediately before arrival

• Self-inspection completed and outstanding items closed or given a rectification plan.
• Previous PSC report reviewed; every prior deficiency closed with evidence to hand.
• Deficiency evidence folder prepared: photos, work orders, spare part receipts, class correspondence.
• Key crew briefed on who accompanies the inspector and who answers on each system.
• Gangway watch, ISPS security level and access control demonstrably in place.