How to have a successful

vetting inspection onboard a

Tanker.
 An onboard inspection can
only be successful if the
tanker has been prepared for
the inspection. For this
reason, some companies
perform pre-vetting
inspections by internal
resources prior to the vetting
inspections by the oil majors.
These inspections normally
take place during discharge.
Most of the vetting inspectors are former seafarers with long experience from various types of tanker vessels.
Most likely the first impression is formed already at the time the inspector arrives at the gangway and then
continues all the way until the closing meeting have been completed. Inspectors will be looking for objective
criteria by which to judge the tanker. Thus, the importance of the route from the ship side to the Master's
office should not be underestimated. Remember that, as always, you do not get a second chance to make a
first impression.
Make sure that the inspection is scheduled at
a convenient time for the vessel, so it does not
conflict with other inspections. Apart from the
required operation of the vessel the inspection
should be given the highest priority.

Make sure that each head of department has

completed and signed off his own part of the
vessel inspection questionnaire before arrival
at port and that any deficiencies have been
reported/corrected. This should be
incorporated into the normal routine
guidelines.

Although it is the Master's overall

responsibility to prepare for an inspection, this
is a teamwork involving all crew members.
 Preparation

Prior to the inspection a copy of the

below documents should, as a
minimum, be made ready for the
inspector:

Classification documents
Certificate of registry
Cargo ship safety construction
certificate
Cargo ship safety equipment
certificate
Safety radiotelegraphy certificate
Load line certificate
IMO certificate of fitness
IOPP certificate & supplement
Certificate of financial responsibility
Crew list
Drawing of the vessel's cargo tank
arrangement
Vessel's safe manning document
Masters should lay out the certificates in the same order as they
appear in the VPQ/VIQ (Vessel Particular Questionnaire/Vessel
Inspection Questionnaire) This saves time and creates a good
impression of a systematic preparation, and the following
documentation should also be presented:

The officer's qualification matrix

Officer's licenses
Health certificates
P&A manual
Approved crude oil washing manual
Approved ballast manual
Oil/Cargo record book
Oil transfer procedures
Garbage log for compliance with MARPOL Annex V
Proof of cargo hose / pipe pressure testing
Proof of fixed and portable firefighting equipment servicing
Proof of professional servicing of breathing apparatus
Proof of life raft servicing
Settings for vessel's pressure/vacuum valves
Shipping document and cargo manifest
Certificate of inhabitation or stabilization of cargo
Declaration of Inspection if transferring bunkers
Cargo Information cards for the cargo on board
Inert gas manual
Vessel response plan
Safety manual ,Vessel operation manual
Company's policy for upgrading and training
Be prepared to calibrate and/or
demonstrate the proper
operation of:
Combustible gas detectors or
fixed gas detection system
Oxygen analyser
Toxic gas detector
Overboard discharge monitor
Cargo pump emergency
shutdown and bearing alarms
High level alarms
Overfill alarms
Quick closing valves
Be prepared to demonstrate
the proper operation of the
following systems/alarms:

Inert gas system alarms

Oily water separator
Firefighting systems
Steering gear
Emergency generator
Engine room ventilation
shutdowns
Fuel oil quick-closing valves
valve
The following items may be
checked and should be ready:

Firemen's outfits
International shore connection
Navigation equipment
ECDIS including latest corrections
Publication including corrections
EPIRB (Emergency Position-
Indicating Radio Beacon),
pyrotechnics and hydrostatic
releases
Flame screens, bunker tanks
Suitable paint locker
Marine sanitation device
Reference should also be made to the requirements of the oil major inspecting the
vessel. The following items are of vital importance as these provide an overall impression
of the vessel and will play an essential part in how the inspection will be conducted.

Gangway: Correctly arranged - is the gangway net rigged? Is there a

life ring nearby?
• Deck Watch: Is a deck watch present at the gangway?
• Ask the inspector of his identity (should be verified by ID) and who
he wants to see
• Confirm with the Duty Officer that this is OK
• One crew member should guide the inspector to the Master's office
• All applicable warning signs must be posted
• All crew should wear required PPE
• Fire equipment at the manifold must be in place and correctly
rigged
• Deck clean and free of oil/water and obstructions
• Scuppers blocked and emergency pump in position and discharge
connected.
Remember, you do not pass or fail a vetting inspection!
The results from a vetting inspection will give the oil major information
needed to decide if the vessel is accepted for use.

MAKE SURE THAT ALL

PERSONNEL INVOLVED
CARGO IN THE CARGO EMERGENCY MOORINGS IN ACCOMMODATIO
INFORMATION: OPERATIONS ARE EQUIPMENT GOOD ORDER N CLEAN AND
BRIEFED REGARDING WORKING, TIDY, ALL DOORS
WHAT CARGOES ARE WITH NO LINES
BEING PRESENT AND ON THE WINCH CLOSED, AND A
LOADED/DISCHARGED CLEARLY POSITIVE
, PARTICULARLY THE MARKED
ENDS PRESSURE
DECK WATCH. ALL
MSDS TO BE POSTED
MAINTAINED.
AND EASILY
READABLE.
 Normally, the inspector will
However, you shall be start by checking all certificates
well prepared and and documentation with the
make sure that the Master followed by a tour on
bridge, deck, accommodation,
inspector is provision room and
accompanied on the engine/steering gear room.
vessel during the However, it must be
remembered that the order
inspection. The best and schedule of the inspection
people to do this would can be changed to achieve less
be the Master, Chief disturbance to the normal
operations onboard. With the
Officer, 2nd Officer OCIMF VPQ (Vessel Particular
(Navigation Officer), Questionnaire), much of the
Chief Engineer and the data referring to the tanker will
1st Engineer (Second have been completed in
advance. Make sure that you
Engineer). have a completed and up to
date copy available for the
inspector as this will save much
time.
 • Passage plan only pilot to
pilot. Ensure that the filed
passage plan covers berth to
Some of the most berth navigation.
common deficiencies • Missing publications or old
are found in the editions onboard when new
following areas: publications have been issued
• No emergency anchorage
marked
Bridge and radio room.
• No-go areas not marked
• No point of no return
marked
• Master's standing orders
and night order book missing
or not completed
• No logs for gyro error
• No entry of position on the
ECDIS chart during transit of
pilotage to berth
• ECDIS.
 • No cargo/ballast plan available
• Hydraulic leaks on deck
• Officers and ratings not wearing proper
PPE on deck
• ODM (Oil Discharge Monitor) not tested
Some of the most common • The manifold valves of the opposite side
deficiencies are found in the to the discharging side are not closed
and/or pressure gauge having defects or
following areas: missing
Cargo control room and ECR • No screens inside the vents for the
& Galley. ballast tanks
• No calibration gas for gas detection
instruments
• No policy for tank entry
• Engine room and steering gear
• No procedures or instructions posted for
foam system
Overhead ventilation greasy • Chief Engineer's standing orders and
which is a fire hazard. night order book are missing or not
completed
Accommodation ventilators • Emergency steering procedures not
with no identification labels. posted properly in the steering gear room
• Hot work procedures not used or not
Required temperature of the present in the manuals
meat/fish room not • No safety guidelines available for engine
room/workshop welding equipment
maintained correctly.
• No eye protection warning notices
posted for engine workshop machinery
• No clean goggles by grinders and lathes
• Accommodation/Galley.
The closing meeting.
The inspector should sit down and discuss observations
and comments after the inspection is completed. If not, the
Master should record a written objection that this has not
taken place and inform his company immediately.

If the Master's opinion is that some of the observations are not

correct or it has been raised due to a misunderstanding, this is the
time to bring this up with the inspector. Minor observations that
have been rectified in front of the inspector should be requested to
be removed from the list provided to the Master.
• The inspector gives the Master a written list of the observations
found:

Correct all observations as soon as possible.

• Send the report to the head office or department in charge
• Complete the Inspector Feedback Form and send it together with
the report.
• Owner's comments (one of the most important aspects)

When the vetting inspector leaves the gangway, the

vessel inspection is finalized.
Ajay K. Tiwari
Port State Control
Inspection
Specialist
HSEQ (Quality
Assurance)