Marine Operations Note: 06/2026 - Pre-Arrival Deficiency Checklist for Vessels arriving to Australia, China, Europe and USA

Vessel Name:

Port

of

call:

Ship’s IMO No:

ETA:

Next

Upcoming

Port

Of

Calls:

Agent

Details:

Water/ Weathertight condition Yes No N/A

Ventilators, air pipes, casings

(Examine condition including watertight integrity, if applicable, of ventilators, air pipes and casings.

Examine weathertight doors. Check tank vents. )

Cargo holds covers

(Examine cargo holds the rubber packaging/gaskets. Examine and confirm functionality of all the Cargo holds covers securing arrangements.)

Sounding pipes

(Verify if all the sounding pipes closing arrangement are operated freely and not blocked in open position. Confirm that all sounding pipes caps are present. Sounding pipes must have no holes.)

Emergency systems Yes No N/A

Emergency fire pump and its pipes

(Examine fire water system incl. fire pumps, fire mains, hoses, hydrants, international shore connection and nozzles. Verify the fire main pressure by using two hoses supplying water to bow/stern. Is the fire main free from any leaks or temporary patches.)

Emergency source of power and Emergency generator EDG

(Test condition and function of emergency generator, emergency switchboards, batteries, and battery chargers. Verify EDG is capable of automatic load taking. Examine EDG primary and secondary means of start)

Emergency Lighting

(Verify if all emergency lights are working properly.)

Fire Safety Yes No N/A

Fire doors/ openings in fire-resisting divisions

(Examine and perform function testing of all manual and automatic fire doors. Fire doors shall not be blocked or kept permanently open. Fire doors should latch properly. Verify that no damaged doors are present)

Fire detection

(Examine the condition and perform function test. Check if alarms are present. Verify if the vessel is fit with certified test equipment for all type of fire detectors. Detectors shall not be covered or obstructed at any time. Verify cargo hold fixed smoke detection and/or extraction system is connected and fully operational.)

Fixed fire extinguishing installation

(Examine condition of fixed firefighting equipment in the machinery spaces. Verify the bottles are in correct setup and pins removed/inserted.)

Fixed high-pressure Water- spraying and Water-mist Fire- Extinguishing Systems

(Are all valves in the correct alignment - OPEN and is the system FULLY operational? The system must be in “AUTOMATIC MODE” and not “MANUAL MODE”. The system shall be “on”. Verify for blocked nozzles.)

Means of control (opening, pumps) Machinery spaces

(Test remote start of the main fire pumps. Test stopping of power ventilation from outside the spaces served. Test closing of main inlets and outlets)

Fire-dampers

(Examine all fire dampers. Check if in closed position no sunlight is seen.)

Quick Closing Valves QCV

(Check for hold-back devices and permanent blockage. Check function of all QCV. Verify all pneumatic lines are connected.)

Firefighter’s suits

(Are the firefighters suits, facemasks and other components in good condition)

Life Saving Appliances Yes No N/A

Lifeboats - LB

(Examine the condition of the structure and engine for each lifeboat. Observe LB launch frequency. Check engine, clutch and rudder. Verify the LB windows are with good visibility. Examine food and water rations)

Rescue boats - RB

(Examine the condition of the structure for each RB. Perform a test of the engine. Perform function test of davit in all modes)

Liferaft - LR

Verify the general condition of all LR. Are all liferaft painters secured properly to ensure “free floating” capability? Are the Hydro Static Release Units up to date on all Liferafts?

Immersion suits

(Inspected immersion suits for tears, cracks, and deterioration? Verify zippers fully operational? Verify pressure tests are carried out.)

Machinery Yes No N/A

Oil leaks and accumulation

(Confirm that the engine room bilge is free from excessive oil/water and any other fire hazards.

Confirm that no oily soaked lagging is present)

Steering Gear

(Test steering gear in all modes. Verify if any alarms are present. Confirm rudder indicators readouts correspond with the actual rudder position)

Bilge Alarm

(Verify that no bilge alarms are currently present. Test all Bilge high level alarms. Ensure that Bilge High Level alarms are readable in the ECR)

Water cooling system

(Confirm the water cooling system is free of leakages. Confirm that unapproved no temporary repairs are present. Confirm main engine water jackets are free of leaks)

Boilers

(Verify if all boilers are operated in Automatic mode. Verify emergency vales are regularly tested and in good shape.)

Alarms

(Verify that no permanent alarms are present in the automation system. Verify that all alarm repeaters around the ship are functioning.)

Exhaust Gas System

(Verify the full functionality of the EGSC. Ensure that no exhaust gas leaks are present)

Safety of Navigation Yes No N/A

Charts and publications

(Are all required charts, including ECDIS, and publications are up to date? Has the Voyage plan been prepared and includes security and pollution considerations?)

Radars

(Confirm if all the radars are working properly, no alarms are present and the magnetrons are changed as per manufacturer’s instructions)

Magnetic compass

(Verify if the magnetic compass is in good condition. Verify if the readings can be observed from the

Bridge. Check if the fluid is free of bubbles. Verify if the deviation table is up to date)

GMDSS

(Verify the GMDSS equipment. Ensure the crew is fully aware of the functionality of the equipment. Ensure that no alarms are present. Verify GMDSS Log Book maintained properly)

MARPOL Annex I

Yes No N/A

Oil filtering equipment

(Check if the Oily water separator, OCM, 3-way valve and all connected piping in good order and operational? Is the crew able to test in accordance with written test procedures? All piping shall be in accordance with the ship’s approved drawings.)

Oil Record Book

(Verify if all pages of the ORB are signed by the Master. Random check at least 10 pages with entries. Verify if entries are corresponding with the tanks nomenclature of the IOPP Supplement. Compare record from the Oil Content Monitor against the Oil Record Book.)

MARPOL Annex IV

Yes No N/A

Sewage treatment system

(Is Sewage treatment system operational? Confirm the Sewage System is free of leakages.)

MARPOL Annex V

Yes No N/A

Garbage management

(Verify if the garbage is stored as per the Garbage management plan. Verify Garbage Record Book entries.)

Incinerator

(Verify the general condition of the incinerator – burner, secondary burger, wastegate, door, bricks.)

Emergency Preparedness

Yes No N/A

Fire Drill

(Observe a Fire Drill. Verify crew is adequately trained in firefighting. Observe casualty retrieve. Require charged hoses to be used.)

Abandon ship Drill

(Observe an abandon ship drill up to the maximum possible extent; if possible maneuvering LB/RB in the water.)

Enclosed space Drill

(Observe frequency and records)

Emergency exit

Are the emergency exits being free of any obstructions on the entire escape route?

Crew Familiarization

(Question at least 5 crew members regarding their emergency duties and compare against the muster list)

Manuals

(Verify if all the safety manuals are present and written in the vessel’s common language. Verify that no obsolete information is present)

Crew Documentation

Yes No N/A

Certification

(All officers and ratings required by the vessel’s Minimum Safe Manning Certificate have the appropriate and unexpired national and flag State documents for their capacities?)

Security

Yes

No

N/A

Gangway security

(Gangway is manned at all times and all visitors are properly checked. All required signs are present)

Restricted areas

(All marked restricted areas are locked and the access is controlled)

General

Yes No N/A

Condition of Class

(Confirm that no overdue Conditions of Class are present)

Pre-arrival information

(Verify if the master submitted RLM-258 as per the requirements)

Flag Dispensations

(Verify if all the Dispensation Letters issued by the Administration are valid. Verify if all the stated conditions are met. Verify if the Port authorities have been notified prior to arrival)

Vessel certificates

(Examine all the statutory certificates and confirm validity. Verify if all the required surveys are carried out as required.)

Port state inspection

Have the deficiencies from the previous PSC examinations been rectified?

Have the corrective Action Report been submitted to the Administration?

ADDITIONAL REQUIREMENTS (for tankers only)

Yes No N/A

Inert Gas System – IGS

(Confirm that the Inert Gas Generator and Inert Gas System are operational. Verify all the sensor readings are within the manufacturer’s instructions. Confirm that no alarms are present.)

Tanks High Level Alarms

(Test all the cargo tank high-level alarms and high-high-level alarms operating with audio-visual alarms and confirm all working.)

Fixed Gas Detection System

(Is the fixed gas detection system operational with proper span gas, and testing/calibration procedures in accordance with ship’s procedures per the SMS?)

MLC

Yes

No

N/A

Seaman Employment Agreement - SEA

(Verify that all the Crew have signed their SEA. Verify that there no expired SEA. Verify that no crew is onboard for more than 11 months)

Crew wages

(Confirm that all wages are paid in full as per SEA. Interview at least 3 individual crew members and confirm all salaries have been paid in full)

Remarks: