As you approach the arrival date, the list below helps you stay ready with most of the documentation that the inspector would want to see & relevant dates he would want to know!
This is not comprehensive list. The inspector may ask for other information as required.
The Harmonized Vessel Particulars Questionaire: VIQ 1.14
The HVPQ, compiled using OCIMF HVPQ software should be available on board.
Inspectors may download it before they arrive.
Paper form of HVPQ is not essential, the software must be installed on board. However, keeping a paper copy is advisable. This paper copy should be printed from the website, and not from the software.
Officer's Matrix: VIQ 3.5
Under years with operator – insert calendar years.
Years in rank/on tankers etc – actual sea service.
An updated Matrix on the SIRE website is very important. Inspectors may download it before they arrive.
Any errors in the matrix will result in an observation. However, for crew changes within the last 7 days, observation should not be made.
Latest Class Survey status: VIQ 1.26
The most recent report should be available and dated not more than 15 days prior to the date of the inspection.
Executive Hull summary and Condition Evaluation report: VIQ 2.15/SOLAS XI-1/2
Ex. Hull Summary: Oil tankers over five years of age must have a complete file of survey reports including scantling mesaurements & repairs carried out. This file must be on board at least one year before the vessel's fifth anniversary.
Each Enhanced Survey File must contain a Condition Evaluation Report for each Enhanced Survey that has been carried out.
The above also applies to Bulk Carriers.
Condition Assessment Program (CAP): VIQ 2.8
Condition Assessment Programme (CAP) is a voluntary programme to document the quality of a vessel beyond the normal scope of Classification Societies.
This applies to vessels over 15 years age.
For details of the documentation requirements, refer to individual checklists and documentation covered under "Master's documentation" or "Deck Documentation".
Once completed, keep the dates handy as a printout or in soft copy during the inspection.