Major Certificates & Documents to Carry On Board

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):

1. Cargo Ship Safety Construction Certificate.
2. Cargo Ship Safety Equipment Certificate.
3. Cargo Ship Safety Radio Certificate.
4. Cargo Ship Safety Certificate.
5. Minimum Safe Manning Certificate.
6. International Safety Management Certificate.
7. Safety Management Certificate.
8. Document of Compliance.
9. International Ship Security Certificate.

Plans and Documents Only (Total 21):

1. Emergency towing procedure.
2. Ship Security Plan (SSP).
3. Deck log book.
4. Intact stability booklet.
5. Damage Control Plan.
6. Damage Control Booklet.
7. Manoeuvring Information.
8. Maintenance plan/programme.
9. Training manual.
10. Fire Control and Safety Plan.
11. Fire Safety Operational Booklet.
12. Muster list.
13. Training manual for Life-Saving Appliances.
14. Material Safety Data Sheets (MSDS).
15. Radio record.
16. Voyage Data Recorder system — Certificate of Compliance.
17. International Code of Signals, IAMSAR manual.
18. Cargo Securing Manual.
19. Dangerous Goods Manifest or Stowage Plan.
20. Shipboard Emergency Plan.
21. 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, MARPOL & MLC)

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:

Harmonized System of Survey and Certification (HSSC) Cycles & Windows:

The IMO Harmonized System of Survey and Certification (HSSC) entered into force on 3 February 2000 to eliminate conflicting survey dates and uncoordinated yard attendances across SOLAS 1974, MARPOL 73/78, and the International Load Line Convention 1966. Under HSSC, all major statutory cargo ship certificates are aligned on a common five-year maximum validity cycle sharing the same Anniversary Date (the day and month corresponding to certificate expiry).

Annual Survey Window (±3 Months)

Conducted within 3 months before to 3 months after each anniversary date of the certificate (years 1, 2, 3, and 4). Confirms that equipment, fittings, and arrangements remain maintained in accordance with statutory standards. Failure to endorse within the window renders the certificate immediately invalid.

Intermediate Survey (Year 2 or 3)

Takes the place of either the 2nd or 3rd annual survey. Can be held within a window running from 3 months before the 2nd anniversary to 3 months after the 3rd anniversary. Involves deeper, more thorough internal structural inspections, electrical insulation testing, and operational trials.

Renewal / Special Survey (Every 5 Years)

Conducted every 5 years to issue a new full-term certificate. May be commenced up to 3 months prior to certificate expiry without loss of validity; the new certificate will be dated from the expiry date of the existing certificate to maintain the anniversary alignment.

Certificate Extension Rules

If a ship is at sea or in a port where survey is impossible when a certificate expires: the Flag Administration may grant an extension of up to 3 months, strictly to allow the ship to complete its voyage to the port where it is to be surveyed. For short voyages between designated ports, a grace period of 1 month may be granted.

Main Statutory Certificates:

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 (at least 2 bottom inspections per 5-year period; maximum 36 months interval).
• 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: "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.

5. Port State Control (PSC) Inspections & Detainable Machinery Deficiencies

Port State Control (PSC) Framework & Inspection Procedures:

Port State Control (PSC) is the inspection of foreign ships in national ports to verify that the condition of the ship and its equipment comply with international regulations (SOLAS, MARPOL, STCW, MLC) and that the ship is manned and operated safely. Inspections proceed from an Initial Inspection (checking certificates, documents, and general appearance) to a More Detailed Inspection if there are "clear grounds" (e.g. missing certificates, evidence of poor maintenance, oil leaks, or crew unable to operate safety equipment).

When deficiencies are identified that are serious enough to make the ship unseaworthy or present an immediate threat to the environment or life, the Port State Control Officer (PSCO) issues a Notice of Detention (Code 30). The vessel is legally detained and forbidden to sail until the deficiency is permanently rectified and re-inspected.

The five systems below are the ones PSC most often uses to detain a ship:

1. Oily Water Separator (OWS) & 15 ppm Monitor

Detainable Conditions: 15 ppm bilge alarm inoperative, defective sample cell, fresh water flushing cock found piped to deceive the optical sensor, automatic 3-way stopping valve seized or discharging oil overboard, or illegal flexible bypass hoses ("magic pipes") found in the engine room.

2. Emergency Generator Blackout Auto-Start Failure

Detainable Conditions: Failure of the emergency generator engine to start automatically within 45 seconds upon simulation of total main blackout; secondary starting method (hydraulic/spring) non-functional; emergency switchboard bus tie breaker failing to connect power to essential emergency circuits.

3. Emergency Fire Pump Failure

Detainable Conditions: Pump failing to pick up suction at lightest draft within 5 minutes; automatic priming device seized; pump unable to develop 0.27 N/mm² pressure at two fire hydrants simultaneously; diesel engine failing to start; fuel tank empty; or fire main isolating valve seized open.

4. Quick-Closing Fuel Valves Blocked / Lashed Open

Detainable Conditions: Quick-closing fuel oil shut-off valves for fuel tanks found mechanically seized; pneumatic / hydraulic release lines disconnected; or valves lashed open with wire rope or blocked with wooden wedges to defeat emergency tripping.

5. Lifeboat On-Load Release Hook Mechanism Defective

Detainable Conditions: On-load release gear seized or unable to reset properly; hook locking pins corroded or not in full contact with hook heels; hydrostatic interlock diaphragm leaking or seized; release cables broken or corroded; or lifeboat diesel engine failing to start.

Warning — Immediate Detention Rule

Any failure in these top five systems triggers an automatic detention. In oral exams, when the surveyor asks: "List five items for which PSC will detain your ship immediately", recite these exact five items along with their operational criteria.