SHIPBOARD FILE LIST

(FOR OIL TANKERS)

UP-DATED ON 02.05.2013

MASTER FILES

M1 - SHIP CERTIFICATES (ORIGINAL)

a) SHIP CERTIFICATES LIST
b) SHIP CERTIFICATES – ORIGINAL

M2 - SHIP CERTIFICATES (PHOTOCOPIES)

a) SHIP CERTIFICATES LIST
b) SHIP CERTIFICATES - COPIES

M3 - STAFF C.O.C, STCW COURSES & HEALTH CERTIFICATES

a) STCW MATRIX FORM
b) EXPIRY LIST OF HEALTH CERTIFICATES
c) C.O.C, STCW COURSES AND HEALTH CERTIFICATES
d) DRUG & ALCOHOL TEST REPORTS

M4-1 - CLASSIFICATION SURVEY RECORDS (Class)

NK BLACK FILE – CONSISTS OF FOUR SECTIONS

a) Class Survey Record – Form CLF with attachment.

b) Application for Continuous Machinery Survey System - Form CMS
c) List of Survey Status - issued quarterly (February, May, August & November and the latest status supercedes
the previous status.
Certificate for fwd Emergency towing arrangement certificate NS (Tanker, Oils-Flash Point Below 60 deg) (ESP)
Class NK Circular.

M4-2 - CLASSIFICATION SURVEY RECORDS (Statutory)

NK - BLUE FILE – Consists of two sections

1. All following initial records to be filled in this section

a) Particulars of ships – Form P

b) Particulars of Machinery – Form MP
c) Technical report on class survey (Hull) – Form HT
d) Particulars of Installations – Form E
e) Record of Passenger / Cargo Ship Safety Radio (GMDSS) – SRC GMDSS
f) Check List for initial / renewal survey of Passenger/cargo ship radio (GMDSS)
g) Check List for initial survey of MARPOL 73/78; for Machinery Spaces
h) Check List for initial survey of MARPOL 73/78; for Cargo Area
i) Record of Approved cargo Ship Safety Equipment
j) Internal Convention of Load Lines, 1996 Record of Condition of Assignment
k) Freeboard Assignments
l) Any others initial records not mention
m) Class Maintenance Certificate
n) Seaworthiness Certificate

2. Statutory Survey Record – Form LSM with attachment to be filed in running order base on the date of
issued with the record at the beginning of the section.

M4-3 - ENHANCED SURVEY PROGRAMME (ESP)

SHIPBOARD FILE LIST
(FOR OIL TANKERS)
UP-DATED ON 02.05.2013

SECTION 1 – STRUCTURAL PLANS

PLAN 1 – GENERAL ARRANGEMENT OF TANKS
Make a copy of the General Tank Arrangement and insert into part.
The tanks arrangement can be extracted from the ship’s documents such as
Trim & Stability Booklet or previous Ultrasonic Gauging Report
(Various drawing can be found in this report)
Make a few copies, as you need it in other sections of the ESP.

PLAN 2 – TYPICAL TRANSVERSE RING

Make a copy and inserted into this plan.
It can be extracted from Midship Plan. Ultrasonic Gauging Report etc.

PLAN 3 – TYPICAL TRANSVERSE BULKHEAD.

Make a copy and inserted into this part.
It can be extracted from Midship Plan, Ultrasonic Gauging Report, etc.

PLAN 4 – PREVIOUS REPAIR HISTORY

These reports referred to the Latest Inspection Report issued by the Shipyard after dry-docking.
Normally, the shipyard will issued reports for hull, machinery and electrical.
Keep these report beside the ESP or a designated location (make a statement in this plan indicating the location)
Obtain a copy of these reports from the Tech. Supt. if you do not have the latest reports.
Occasional Hull Repairs Report due to damages is to be kept the same.

PLAN 5 – PREVIOUS THICKNESS MEASUREMENT

Latest Ultrasonic Gauging Report (after completion of special survey) to be kept beside the ESP.
Gauging Report for intermediate survey, if any, shall be kept the same, you may keep these reports together with
Plan 4 and indicate the location accordingly.

SECTION 2 – STANDARD SKETCHES OF SHIP’S STRUCTURAL TERMINOLOGY

FIGURE 1 – GENERAL ARRANGEMENT

Make a copy of the GA of the Tanks and insert into this part. It can be extracted from the various drawings or
reports mentioned.

FIGURE 2 – PROPOSAL FOR PRESSURE TESTS OF TANKS

Use of a copy of tanks arrangement and refer to section 3 Table 2 – Requirement of Pressure Tests of Tanks and
Section 3 Table 3 – Requirement of Closed-up, work out the proposal for the tanks to be filled up with water for
pressure test.
The tanks selected for pressure tests are normally used to complete the Close-up Survey in Figure 3. After
completion of internal inspection of all bulkhead boundaries, the water will be lowered to the first stage for Close-
up Survey.

FIGURE 3 – PROPOSAL FOR CLOSE-UP SURVEY

Use of a copy of tanks arrangement and refer to section 3 Table 2 – Requirement of Pressure Tests of Tanks and
Sections 3 Table 3 – Requirement of Close-up Survey, work out the proposal for the tanks to be surveyed. The water
will be lowered to various stages for the tanks selected.

FIGURE 4 – PROPOSAL FOR THICKNESS MEASUREMENT

Ultrasonic Gauging will be carried out by class approved contractors according to the requirement in Section 3
Table 4. Your duty is to mark out all suspected areas for heavy corrosion, pitting, buckling, leakage, cracks, etc in
the relevant structural plans (Section 2, Figure 5-12 and Section 4, Appendix 5) and kept in this part. Inform
superintendent in charge and during gauging, special attention and action will be taken to the suspected areas.

FIGURE 5 TO 12
Prepare all these drawing and file them into the relevant figures. Use these drawings accordingly as mentioned in
Figure 4.
SECTION 3 – TABLES FOR CLASS REQUIREMENT FOR OIL TANKERS.
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UP-DATED ON 02.05.2013

Tables 1 to 6 illustrated the requirements by class for your necessary perusal.

SECTION 4 – FORMS AND DATA COLLECTION AND REPORTING

APPENDIX 1 – SURVEY PROGRAMME

This program shall be prepared within one year before the special survey.

Base on the proposals prepared and data collected under Section 2 and 4, update all the information and repairs
needed and sent to this Department for review.

APPENDIX 2 – TANK INFORMATION SHEET

Update all the information required and file into this part.

APPENDIX 3 – CARGO /BALLAST HISTORY RECORD

This record shows the usage of the tanks within one year before the special survey. Consolidate the data for the last
one-year and update it accordingly. This record will be reviewed by the attending survey during close-up survey.

APPENDIX 4 – RECORD OF USE OF INERT GAS SYSTEM.

Applicable to vessels fitted with IGS only.
Update all information and data required whenever the system is in use.
This record will be reviewed by the attending survey during close-up survey.

APPENDIX 5 – CORROSION RATE SURVEY

Refer to Section Table 6 – Pitting Intensity Diagrams, inspect all the tanks as and when available within one year
before the special survey and record all information and data accordingly. This record will be reviewed by the
attending survey during close-up survey.

APPENDIX 6 – REPORT OF THICKNESS MEASUREMENT

During survey, the gauging will be carried out by class approved contractors. A copy of the report will be issued to
the ship after completion of special survey or intermediate survey, if any. Keep this report beside the ESP or a
designated location together with Shipyard’ Inspection Reports. Make a statement to indicate the designated location
in this part so that it could be easily recovered.

COMPLETION OF SPECIAL SURVEY

The following reports should be immediately replaced when received for preparation of the next 5 years:
1. Upon completion of special survey, Class Society will issue CONDITION EVALUATION REPORT
(EXECUTIVE HULL SUMMARY). You are to keep the original in the Class Survey Record File and a
copy to be kept at the front page of the ESP.
2. Shipyard’s Inspection Reports.
3. Ultrasonic Thickness Reports.

If you have sufficient spaces, you may choose to keep the old reports together. Otherwise these old reports will need
to be replaced and relocated to another filling place.

M4-4 – CONDITION EVALUATION REPORTS

NK GREEN FILE

a) Condition Evaluation Report

M5 - DOCUMENT LEDGERS
a) LEDGER FOR IN-COMING OFFICIAL DOCUMENTS
b) LEDGER FOR OUT-GOING OFFICIAL DOCUMENTS

M6 - DOCUMENTS
a) IN COMING DOCUMENT
b) OUT GOING DOCUMENT (Reports from ship’s – Covering Letter)
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M 7 - VOYAGE INSTRUCTIONS
a) OWNERS
b) CHARTERS
c) DAILY BARGE ACTIVITIES (for bunker barge only)
d) OTHERS

M8 - STAFF MATTERS
a) GENERAL
b) MASTER HANDING OVER / TAKING OVER REPORTS
c) TEMPORARY CREW ON BOARD

M9 - LEGAL MATTERS
a) PROTEST
b) DISPUTES
c) INSURANCE
d) OTHERS

M10 - DECK LOG ABSTRACT

A) NOON REPORT – DECK DEPARTMENT
B) CONDITION REPORT – DECK DEPARTMENT
C) DECK LOG ABSTRACT
D) MONTHLY ENVIRONMENTAL CONTROL LOG INCLUDING OBJECTIVES & TARGETS

M11 - ISM RECORDS

a) GENERAL, COMPANY MANAGEMENT REVIEW
B) MASTER REVIEW REPORT
C) VESSEL AUDIT CHECKLIST (SMS) (Audit by shipboard staff)
d) RECORD OF SMS INTERNAL AUDIT (Audit by company staff)
e) RECORD OF SMS EXTERNAL AUDIT (Audit by classification societies)
f) (i) LOG OF NON-CONFORMITY REPORTS
(ii) NON-CONFORMITY REPORT
g) EMERGENCY REPORTS & CHECKLIST
h) PRE-WORK SAFETY CHECKLIST
i) COLD WEATHER CHECKLIST

M12 - TRAINING RECORDS

a) SHIPBOARD MANAGEMENT COMMITTEE MEETING
b) SMS TRAINING
c) FAMILIARISATION CHECKLIST FOR NEWLY JOINED
d) ANNUAL DRILL LOG
e) TRAINING AND PERFORMANCE RECORD
f) SHIP & SHORE DRILL RECORD
g) SPECIAL TRAINING BY COMPANY STAFF (TECH SUPER’S SAFETY MEETING)
h) TRAINING VIDEO - VIEWING RECORD
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UP-DATED ON 02.05.2013

M13 - SAFETY INSPECTION RECORDS

a) OCIMF VESSEL PARTICULAR QUESTIONNAIRE
b) VESSEL INSPECTION CHECKLIST (TECHNICAL)
c) PORT / FLAG STATE CONTROL
d) BP
e) CHEVRON TEXACO
f) EXXON MOBIL (IMT)
g) TOTAL
h) CONOCO PHILLIP
i) KOCH
j) SHELL
k) SRC / SPC
l) PETRONAS
m) TERMINAL
n) ON BOARD NAVIGATIONAL AUDIT CHECK LIST (Audit by shipboard staff)
o) NAVIGATIONAL AUDIT CHECKLIST (Audit by company staff)
p) VESSEL INSPECTION CHECKLIST – SAFETY DEPARTMENT

M14 - WATCH SCHEDULE

a) RECORD OF HOURS OF WORKS OR HOUR OF REST OF SEAFARERS
b) TABLE OF SHIPBOARD WORKING ARRANGEMENTS

M15 – SHIPBOARD FILE LIST

a) SHIPBOARD FILE LIST – MASTER FILES

M16 – ACCOUNTS
a) STATEMENT OF ACCOUNT FOR COMMUNICATION
b) CASH RECEIPTS
c) SUMMARY OF CASH ADVANCES / BONDEDSTORES / PRIVATE RADIO MESSAGE
d) PAYROLL SUMMARY
e) BONDED STORES REQUISITION
f) BONDED STORES INVOICES
g) VOUCHER – EXTRA MEALS
h) VOUCHER – ENTERTAINMENT
i) GSM TELEPHONE USAGE LOG
j) MASTER CASH STATEMENT (FORM MCS)
k) MONTHLY BONDED STORE CHECKLIST (FORM MBSC)
l) CREW ALLOTMENT REQUEST

M17 – BALLAST WATER MANAGEMENT

M18 – SHIPBOARD OIL POLLUTION EMERGENCY PLAN (SOPEP)

M19 - DRY DOCKING REPORTS FOR THE YEAR OF ______________

(Note: For each dry-docking prepare a new file.)
a) REPAIR SPECIFICATION (Prepared by ship’s staff)
b) REPAIR SPECIFICATION (Approved by company staff)
c) WORK DONE AND INSPECTION REPORTS (Provided by dockyard)

M20 - HULL GAUGING REPORT

SHIPBOARD FILE LIST
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UP-DATED ON 02.05.2013

CHIEF OFFICER FILES

D1 - DECK EQUIPMENT CERTIFICATES

(Note: Keep only the latest certificate available)

a) ROPES / WIRES CERTIFICATES (date received/place of use/kept at location - to be marked
on the certificate)
b) EQUIPMENT’S CERTIFICATES
I. MMC
II. Gas Meter
III. Oxygen Meter
IV. Dragger Tube
V. Tank Scope
VI. Loadicator
VII. Tank Cleaning Machines
VIII. Gas Free Fans
IX. Cargo Hoses
X. P/V Valves
XI. Pressure Gauges
XII. Cargo Valves
XIII. Cargo Pipe Lines Pressure Test
XIV. Hose Handling Cranes
XV. Break Holding Test
XVI. Towing Bracket Installation
XVII. Breath Analyzer
XVIII. Walkie Talkies
XIX. Air ducts
XX. Others

D2 - CARGO DOCUMENTS

(Keep set of cargo documents on voyage-by-voyage basis)

a) MATERIAL SAFETY DATA SHEETS (MSDS)
b) LOADING / DISCHARGING / BALLASTING /DE – BALLASTING PLAN AND
INSTRUCTIONS
DISCHARGING AND CRUDE OIL WASHING PLAN
NOTICE OF READINESS
TIME SHEET – STATEMENT OF FACTS
DRY CERTIFICATE
ULLAGE REPORT
REQUEST FOR CHARTERER’S CARGO NOMINATION
VESSEL’S LOADING / DISCHARGING FACILITIES
LETTER OF PROTEST – CARGO QUANTITY DISCREPANCY
LETTER OF PROTEST – FOR SHORT LOADING
LETTER OF PROTEST – FOR SLOW LOADING RATE
LETTER OF PROTEST – FOR SLOW DISCHARGING RATE
DEADFREIGHT STATEMENT
c) CARGO PUMPING RECORD
d) CARGO RATE LOG
e) VESSEL’S EXPERIENCE FACTOR
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UP-DATED ON 02.05.2013

D3 - CARGO OPERATION CHECK LISTS

a) TANKER VESSEL’S CHECKLIST BEFORE LOADING
b) TANKER VESSEL’S CHECKLIST BEFORE DISCHARGING
c) TANKER VESSEL’S CHECKLIST BEFORE DE-BALLASTING
d) SHIP TO SHIP TRANSFER CHECKLIST
e) SHIP/ SHORE SAFETY CHECKLIST

D4 - DECK DEPT. CHECK LISTS

a) CARGO PUMP TEMPERATURE RECORD
b) MONITORING FOR FLAMMABLE ATMOSPHERE
c) ENCLOSED SPACE ENTY PERMIT
d) HOT AND COLD WORK PERMIT
e) ELECTRICAL WORK PERMIT
f) TANK CLEANING AND GAS FREEING RECORD
g) INERT GAS SYSTEM CONDITION CHECKLIST – DECK
h) INERT GAS OPERATION LOG
i) CRUDE OIL WASHING LOG
j) CRUDE OIL WASHING CHECKLIST
k) WORKING ALOFT AND OVERSIDE PERMIT
l) PUMPROOM ENTRY PERMIT
m) SAFETY OFFICER INSPECTION CHECKLIST
n) TANKER VESSEL CHECKLIST PRE-ARRIVAL TERMIINAL
o) HELICOPTER / SHIP OPERATION CHECKLIST
D5 - DECK MAINTENANCE RECORDS
a) PLANNED MAINTENANCE SYSTEM (DECK)
b) MONTHLY MAINTENANCE REPORT
c) QUARTERLY PAINT CONSUMPTION REPORT
d) TEST LOG (DECK)
e) INSTRUMENT CALIBRATION RECORD
f) TANK INSPECTION REPORTS
g) REPAIR / SERVICE REPORTS
h) REPAIR LIST (Pending Items)
D6 - DECK INVENTORIES
a) SHIPBOARD FILE LIST - CHIEF OFFICER FILES
b) LIST OF MANUALS
c) LIST OF PLANS & DRAWINGS
d) LIST OF PORTABLE EQUIPMENT’S
e) LIST OF STORES & SPARES
f) CHECKLIST FOR NON-COMPLIANCE OF CP 60: 1996 (for Bunker barges only)
D7 - DECK INDENT RECORDS
a) MATERIAL REQUISITION
b) DELIVERY NOTE
c) MATERIAL LANDING LIST
D8 - HAND OVER / TAKE OVER REPORTS
a) CHIEF OFFICER HANDOVER / TAKEOVER REPORTS
D9 - RISK ASSESSMENT FOR ROUTINE TASK
RISK ASSESSMENT FOR ROUTINE TASK
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UP-DATED ON 02.05.2013

2ND / 3RD OFFICER FILES

B1 - NAVIGATION
a) PASSAGE PLAN CHECKLIST & WAY POINT PLAN.

B2 - BRIDGE CHECK LISTS

a) ARRIVAL / DEPARTURE CHECKLIST (DECK)
b) MASTER / PILOT INFORMATION EXCHANGE
c) PILOT / MASTER INFORMATION EXCHANGE
d) OTHERS
e) ANCHOR LOG (FOR BUNKER BARGE USE ONLY)

B3 - BRIDGE INVENTORIES
a) SHIPBOARD FILE LIST - 2ND / 3RD OFFICER FILES
b) LIST OF PUBLICATIONS
c) LIST OF MANUALS (issued by the company)
d) LIST OF PLANS & DRAWINGS (for bridge equipment’s)
e) LIST OF BRIDGE EQUIPMENT’S
f) LIST OF STORES & SPARES

B4 - CHART CORRECTION LOG

a) RANDOM CHECK OF CHART CORRECTION BY MASTER
b) CHART CORRECTION LOG
c) ECDIS CHART UPDATE LOG

B5 - SAILING DIRECTION CORRECTIONS

B6 - TEMPORARY & PRELIMINARY NOTICES

B7 - NAVIGATIONAL WARNINGS
a) NAVTEX REPORTS
b) GMDSS REPORTS
c) NAVIGATIONAL WARNINGS (Notice to mariners)

B8 - COMPANY CIRCULARS
a) CREWING DEPARTMENT
b) OPERATION DEPARTMENT
c) SAFETY DEPARTMENT
I) CIRCULARS
II) NOTICES
III) ALERTS
d) TECHNICAL DEPARTMENT
e) INTERNAL AUDIT DEPARTMENT

B9 - SHIPPING CIRCULARS / NOTICES

a) PORT MARINE CIRCULARS (MPA)
b) PORT MARINE NOTICES (MPA)
c) SHIPPING CIRCULARS (MPA)
d) OTHERS

B10 - WEATHER REPORTS

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B11 - MEDICAL RECORDS

a) MEDICINE INVENTORY
b) CREW SICKNESS REPORT

B12 - MAINTENANCE LOG FOR LSA AND FFA

B13 - HAND OVER / TAKE OVER REPORTS

a) HAND OVER / TAKE OVER REPORTS (2/O)
b) HAND OVER / TAKE OVER REPORTS (3/O)

B14 - COMMUNICATION
a) GMDSS RADIO LOG BOOK
b) STATEMENT OF MESSAGE TRAFFIC RECEIVED
c) STATEMENT OF MESSAGE TRAFFIC ACCEPTED FOR TRANSMISSION

B15 - INFORMATION PAPERS

a) IMO
b) OCIMF
c) MCA (MARINE & COAST AGENCY)
d) MGN NOTICES
e) OIL MAJOR SAFETY BULLETINS / INFORMATION
f) MISCELLANOUS

B16 - CLASS BULLETINS & INFORMATION

a) ABS AMERICAN BUREAU OF SHIPPING
b) BV BUREAU VERITAS
c) DNV DET NORSKE VERITAS
d) GL GERMANISCHER LLOYDS
e) LR LLOYDS REGISTER
f) NKK NIPPON KAIJI KYOKAI
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CHIEF ENGINEER FILES

E1 - ENGINE EQUIPMENT CERTIFICATES

a) ROPES / WIRES CERTIFICATES
(date received/place of use/kept at location - to be marked on the certificate)
b) EQUIPMENT’S CERTIFICATES
i. Engine Room Gantry
c) MACHINERY

E2 - DOCUMENT LEDGERS
a) LEDGER FOR IN-COMING OFFICIAL DOCUMENTS
b) LEDGER FOR OUT-GOING OFFICIAL DOCUMENTS

E3 - ENGINE DEPT. DOCUMENTS

a) IN-COMING OFFICIAL DOCUMENTS
b) OUT-GOING OFFICIAL DOCUMENTS

E4 - ENGINE LOG ABSTRACT

a) NOON REPORT – ENGINE DEPARTMENT
b) ENGINE LOG ABSTRACTS

E5 - ENGINE MAINTENANCE RECORDS

a) PLANNED MAINTENANCE SYSTEM (ENGINE)
b) MONTHLY MAINTENANCE REPORT
c) IMPORTANT MACHINERY CONDITION CHECKLIST (Main Engine / Generator / Steering
Gear/Inert Gas)
d) NON-CONFORMITIES REPORT
e) TEST LOG (ENGINE)
f) REPAIR REQUISATION FORM / SERVICE REPORT
g) REPAIR LIST (Pending Items)

E6 - ENGINE DEPT. CHECK LIST

a) ARRIVAL / DEPARTURE CHECKLIST (ENGINE)
b) ARRIVAL / DEPARTURE CHECKLIST (TURBINE)
c) ENCLOSED SPACE ENTRY PERMIT
d) HOT AND COLD WORK PERMIT
e) ELECTRICAL WORK PERMIT
f) DIVING CLEARANCE CERTIFICATE
g) PREWORK SAFETY CHECKLIST FOR SHORE CONTRACTORS
h) OTHERS

E7 - MACHINERY RECORDS
a) ENGINE CYLINDER LINER MEASUREMENT
b) ENGINE PISTON MEASUREMENT
c) STUFFING BOX CALIBRATION RECORD
d) M/E BEARING CLEARANCE RECORD
e) MAIN / AUXILLARY ENGINE CRANKSHAFT DEFLECTION RECORD
f) MAIN ENGINE / MAINE TURBINE PERFORMANCE DATA
g) AUXILIARY ENGINE / AUX. TURBINE PERFORMANCE DATA
h) MEGGER REPORT
i) MGPS / ANFOMATIC REPORT
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E8 - BUNKERING RECORDS
a) MATERIAL SAFETY DATA SHEETS (MSDS)
b) BUNKERING PLAN AND CHECKLIST
c) F.O / L.O / HYD. OIL CONSUMPTION REPORT
d) USED LUB OIL SAMPLES FOR ANALYSIS

E9 - WATER TREATMENT SYSTEM LOG

a) SERVICE REPORT
b) BOILER LOG
c) COOLING WATER LOG

E10 - ENGINE INVENTORIES

a) SHIPBOARD FILE LIST - CHIEF ENGINEER FILES
b) LIST OF MANUALS
c) LIST OF PLANS & DRAWINGS
d) LIST OF PORTABLE EQUIPMENT’S
e) LIST OF STORES & SPARES

E11 - ENGINE INDENT RECORDS

a) MATERIAL REQUISITION
b) DELIVERY NOTE
c) MATERIAL LANDING LIST

E12 - ENGINE STAFF TRAINING & EDUCATION RECORDS

a) ENGINE STAFF TRAINING RECORD

E13 - HANDING OVER / TAKING OVER REPORTS

E14 – TECHICAL BULLETINS

a) MAKER’S BULLETINS

E15 - DRY DOCKING REPORTS FOR THE YEAR OF

(Note: For each dry-docking prepare a new file.)

a) REPAIR SPECIFICATION (Prepared by ship’s staff)

b) REPAIR SPECIFICATION (Approved by company staff)
c) WORK DONE AND INSPECTION REPORTS (Provided by dockyard)

E16 – MARPOL ANNEX VI

E17 – INSPECTION & TESTING LOG FOR LIFTING EQUIPMENT

E18 – TAIL SHAFT CONDITION MONITORING (TCM) RECORD