Safety
Major Certificates & Documents to Carry On Board
The SOLAS, MARPOL, Load Line, Tonnage, STCW, ILO and liability certificates and documents a surveyor expects you to name.
Key Principles at a Glance 6 points
- Under SOLAS 74 there are 9 certificates: Cargo Ship Safety Construction, Equipment, Radio and Safety Certificates, Minimum Safe Manning Certificate, ISM (International Safety Management Certificate, Safety Management Certificate and Document of Compliance) and the International Ship Security Certificate.
- SOLAS also requires about 21 plans and documents, including the emergency towing procedure, SSP, deck log book, intact stability booklet, damage control plan and booklet, manoeuvring information, maintenance plan, training manuals, fire control and safety plan, muster list, MSDS, radio record, VDR compliance, IAMSAR manual, cargo securing manual, dangerous goods manifest, shipboard emergency plan and Continuous Synopsis Record.
- MARPOL certificates include the IOPP (Annex I), NLS Certificate and Certificate of Fitness (Annex II), none for Annexes III and V, the ISPP (Annex IV) and the IAPP, EIAPP and International Energy Efficiency certificates (Annex VI).
- MARPOL records include the Oil Record Books Parts 1 & 2, SOPEP, ODMC manual, P&A manual, cargo record book, SMPEP, detailed stowage plan, IMDG code book, VOC management plan, garbage management plan and record book, ODS equipment list, fuel oil changeover log, incinerator operating manual, BDN, SEEMP and NOx technical file.
- Other conventions supply the International Load Line Certificate (Load Line 1966), the International Tonnage Certificate (Tonnage 1969), STCW certificates of competency and record of hours of rest, the Maritime Labour Certificate and medical certificate under ILO, and the Certificate of Registry.
- Certificates have defined validity periods (e.g. Load Line and IOPP 5 years; Cargo Ship Safety Construction 5 years; Cargo Ship Safety Equipment 2 years; Passenger/Cargo Ship Safety Radio 1 year) and are usually subject to annual and intermediate endorsements, with a Record of Construction and Equipment or Record of Equipment supplementing them.
1. SOLAS Certificates & Documents
Most ships carry about 95% of the same certificates. Do not confuse a certificate with a document: a certificate is issued by the Administration (or a recognised organisation), while a document is a plan, manual or record required on board.
Under SOLAS 74 — Certificates Only (Total 9):
- Cargo Ship Safety Construction Certificate.
- Cargo Ship Safety Equipment Certificate.
- Cargo Ship Safety Radio Certificate.
- Cargo Ship Safety Certificate.
- Minimum Safe Manning Certificate.
- International Safety Management Certificate.
- Safety Management Certificate.
- Document of Compliance.
- International Ship Security Certificate.
Plans and Documents Only (Total 21):
- Emergency towing procedure.
- Ship Security Plan (SSP).
- Deck log book.
- Intact stability booklet.
- Damage Control Plan.
- Damage Control Booklet.
- Manoeuvring Information.
- Maintenance plan/programme.
- Training manual.
- Fire Control and Safety Plan.
- Fire Safety Operational Booklet.
- Muster list.
- Training manual for Life-Saving Appliances.
- Material Safety Data Sheets (MSDS).
- Radio record.
- Voyage Data Recorder system — Certificate of Compliance.
- International Code of Signals, IAMSAR manual.
- Cargo Securing Manual.
- Dangerous Goods Manifest or Stowage Plan.
- Shipboard Emergency Plan.
- Continuous Synopsis Record.
2. MARPOL Certificates & Records
Annex I — Oil:
- Certificate: International Oil Pollution Prevention Certificate (IOPP).
- Documents: Oil Record Book Parts 1 & 2; Shipboard Oil Pollution Emergency Plan (SOPEP); Oil Discharge Monitoring and Control (ODMC) system manual.
Annex II — Noxious Liquid Substances in Bulk:
- Certificates: International Pollution Prevention Certificate for the Carriage of Noxious Liquid Substances in Bulk; Certificate of Fitness.
- Documents: Procedures and Arrangements (P&A) Manual; Cargo Record Book; Shipboard Marine Pollution Emergency Plan for Noxious Liquid Substances (SMPEP).
Annex III — Harmful Substances in Packaged Form:
- Certificate: None.
- Documents: Detailed stowage plan; IMDG Code book.
Annex IV — Sewage:
- Certificate: International Sewage Pollution Prevention Certificate (ISPP).
- Documents: VOC management plan (as applicable to Annex VI).
Annex V — Garbage:
- Certificate: None.
- Documents: Garbage Management Plan and Garbage Record Book (applicable from 1 January 2013).
Annex VI — Air Pollution:
- Certificates: International Air Pollution Prevention Certificate (IAPP); Engine International Air Pollution Prevention Certificate (EIAPP); International Energy Efficiency Certificate (IEE).
- Documents: List of equipment containing ozone-depleting substances; fuel oil changeover procedure and logbook; incinerator operating manual; Bunker Delivery Note; Ship Energy Efficiency Management Plan (SEEMP); NOx Technical File.
3. Other Convention Certificates
Load Line 1966:
- International Load Line Certificate — required under the International Convention on Load Lines, 1966.
International Tonnage Convention 1969:
- International Tonnage Certificate — records the ship's gross and net tonnage.
STCW 1978/95:
- Certificates for Master, Officers and Ratings (certificates of competency/proficiency).
- Record of Hours of Rest certificate/records.
ILO Convention:
- Maritime Labour Certificate.
- Medical Certificate (ILO 73) for seafarers.
Liability / Registry:
- Certificate of Registry.
- Certificate of Insurance or other financial security in respect of civil liability for oil pollution damage — for each ship carrying 2000 tonnes or more of oil in bulk.
Certificate vs Document
Surveyors are strict on this: a certificate proves compliance (e.g. Load Line Certificate), while a document is a plan/manual/record (e.g. Cargo Securing Manual). Keep them distinct in your answer.
4. Validity Periods & Supplements
Main Statutory Certificates:
| Certificate | Validity | Notes |
|---|---|---|
| Certificate of Registry | Indefinite | — |
| International Load Line | 5 years | Annual endorsement; exemption certificate where applicable |
| IOPP | 5 years | Tankers ≥150 GT, others ≥400 GT; supplemented by Form A / Form B |
| Cargo Ship Safety Construction | 5 years | Cargo ships >500 GT; supplemented by Record of Construction & Equipment |
| Passenger Ship Safety | 1 year | Supplemented by Record of Equipment |
| Cargo Ship Safety Equipment | 2 years | Cargo ships >500 GT; supplemented by Record of Equipment |
| Cargo Ship Safety Radio | 1 year | Cargo ships >300 GT |
| Document of Compliance (DG) | 5 years | Construction & equipment appropriate to goods carried |
| NLS Certificate | 5 years | Annual and intermediate endorsements (MARPOL) |
| Document of Compliance (ISM) | 5 years | Annual and intermediate endorsements (SOLAS) |
| Safety Management Certificate | 5 years | Intermediate survey |
| Dangerous Goods Manifest | Per voyage | Any vessel carrying dangerous goods |
| Document of Authorization (Grain) | Indefinite | International Grain Code |
| Document of Compliance (Ships Carrying DG) | 5 years | Design/construction evidence |
| SOPEP | Approved by Administration | Oil tankers ≥150 GT, other ships ≥400 GT (MARPOL) |
Class & Survey Certificates:
- Classification Certificates (hull, machinery, refrigeration, automation) — 5 years, subject to annual, intermediate, continuous and special surveys.
- Dry-docking — 5 years, with the intermediate between the 2nd and 3rd anniversary dates; in-water survey may replace intermediate docking under certain circumstances.
- Exhaust gas boiler, inert gas plant, oil-fired boiler, tailshaft — 5 years with intermediate surveys.
- Hull thickness measurements — special surveys 1st to 5th.
Surveyor Asks
Surveyors commonly ask: "Name the major certificates you carry" and "What is the validity of the Load Line / IOPP / Safety Construction certificate?" Give the certificate, its validity and whether it has annual/intermediate endorsements.