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Ship Documents
DOCUMENTS AND CERTIFICATES
REQUIRED BY LAW
CARGO SHIPS
In addition to the certificates mentioned in section A, cargo ships shall carry the
following certificates:
Cargo Ship Safety Construction Certificate

Every cargo ship must comply with the requirements of Chapters II-1 and II-2 (other
than those relating to fire safety systems and appliances and fire control plans) and
any other relevant requirements of the SOLAS 74 Regulations as amended by the
GMDSS amendments (which amended the 1978 Protocol), and the 1988 Protocol
(which entered into force on 3 February 2000). After the prescribed initial or renewal
survey has been carried out to the satisfaction of the Administration or authorized
Organization, a Cargo Ship Safety Construction Certificate (see also back of
document) is issued to the cargo ship (SOLAS 74, Annex, Chapter I, Regulation 12,
par. (a) (ii)).
Quick Reference Guide
CARGO SHIP SAFETY

CONSTRUCTION CERTIFICATE
Legislation : SOLAS 74 as amended by the GMDSS amendments (which amended the 1978 Protocol),
and the 1988 Protocol (which entered into force on 3 February 2000).

Application : cargo ships engaged on international voyages (SOLAS 74, Annex, Chapter I, Regulation 1,
par. (a) and Regulation 12, par. (a) (ii)), of 500 tons gross tonnage and above.

Duration and maximum 5 years (SOLAS 74, Annex, Chapter I, Regulation 14, par. (a)).
validity :
The Certificate shall cease to be valid:
— if the relevant surveys and inspections are not completed as prescribed (SOLAS 748,
Annex, Chapter I, Regulation 14, par. (i) (i));
— if the Certificate is not endorsed in accordance with the relevant regulations (SOLAS
74, Annex, Chapter I, Regulation 14, par. (i) (ii));
— upon transfer of the ship to the flag of another State (SOLAS 74, Annex, Chapter I,
Regulation 14, par. (i) (iii)).
Extension : exceptionally, when at the time of expiration of the certificate the ship is not in a port in
which it is to be surveyed, the Administration may extend the period of validity for maximum
3 months to allow the ship to complete its voyage and only in cases it appears reasonable to
do so (SOLAS 74, Annex, Chapter I, Regulation 14, par. (e)).

See also (SOLAS 74, Annex, Chapter I, Regulation 14, par. (b), (e), (f) and (g).

Surveys : — an initial survey before the ship is put in service (SOLAS 74, Annex, Chapter I,
Regulation 10, par. (a) (i));
— a renewal survey not exceeding 5 years, except where SOLAS 74, Annex, Chapter I,
Regulation 14, par. (b), (e), (f) and (g) is applicable (SOLAS 74, Annex, Chapter I,
Regulation 10, par. (a) (ii));
— an intermediate survey, within 3 months before or after the second anniversary date
or within three months before or after the third anniversary date of the Cargo Ship
Safety Construction Certificate, which shall take the place of one of the annual surveys
(SOLAS 74, Annex, Chapter I, Regulation 10, par. (a) (iii));
— an annual survey within 3 months before of after each anniversary date of the Cargo
Ship Safety Construction Certificate (SOLAS 74, Annex, Chapter I, Regulation 10, par.
(a) (iv));
— an additional survey as prescribed for passenger ships in regulation 7(b)(iii) (SOLAS
74, Annex, Chapter I, Regulation 10, par. (a) (vi));

Request : Owner or shipbuilder to the Administration (e.g. the Maritime Inspectorate) or to an

authorized Organization (e.g. a classification society).

Issue : Administration or authorized Organization (SOLAS 74, Annex, Chapter I, Regulation 12, par.
(a) (viii)).

Inspections and Administration or authorized Organization (SOLAS 74, Annex, Chapter I, Regulation 6, par.
Surveys : (a)).

Endorsements : — the annual and intermediate surveys and the inspections of the outside of the ship's
bottom shall be endorsed on the Cargo Ship Safety Construction Certificate (SOLAS
74, Annex, Chapter I, Regulation 10, par. (c)).
— annual/intermediate survey in accordance with regulation I/14(h)(iii);
— with regard to the ship's bottom, provision may be made for additional inspections;
— extension of the certificate if valid for less than 5 years where regulation I/14(c)
applies;
— where the renewal survey has been completed and regulation I/14(d) applies;
— to extend the validity of the certificate until reaching the port of survey or a period of
grace where regulation I/14(e) or I/14(f) applies;
— for enhancement of anniversary date where regulation I/14(h) applies.
NOTE
The Cargo Ship Safety Construction Certificate may be supplemented by an

Exemption Certificate.
Cargo Ship Safety Equipment Certificate

Every cargo ship must comply with the requirements of Chapters II-1, II-2, III and V
and any other relevant requirements of the SOLAS 74 Regulations as amended by
the GMDSS amendments (which amended the 1978 Protocol), and the 1988
Protocol (which entered into force on 3 February 2000). After the prescribed initial
or renewal survey has been carried out to the satisfaction of the Administration or
authorized Organization, a Cargo Ship Safety Equipment Certificate is issued to the
cargo ship (SOLAS 74, Annex, Chapter I, Regulation 12, par. (a) (iii)). This Certificate
must be supplemented by a Record of Equipment (see also side 2, side 3 and side
4 of document) (SOLAS 74, Annex, Chapter I, Regulation 12, par. (a) (vi)).

CARGO SHIP SAFETY
EQUIPMENT CERTIFICATE

par. (a) and Regulation 12, par. (a) (iii)), of 500 tons gross tonnage and above.

validity :
— if the relevant surveys and inspections are not completed as prescribed (SOLAS 74/78,
74/78, Annex, Chapter I, Regulation 14, par. (i) (ii));
— upon transfer of the ship to the flag of another State (SOLAS 74/78, Annex, Chapter I,

See also (SOLAS 74, Annex, Chapter I, Regulation 14, par. (b),
(e), (f) and (g).

— an periodical survey, within 3 months before or after the second anniversary date or
within three months before or after the third anniversary date of the Cargo Ship Safety
Equipment Certificate, which shall take the place of one of the annual surveys (SOLAS
74, Annex, Chapter I, Regulation 8, par. (a) (iii));
— an annual survey within 3 months before of after each anniversary date of the Cargo
Ship Safety Equipment Certificate (SOLAS 74, Annex, Chapter I, Regulation 8, par. (a)
(iv));
74, Annex, Chapter I, Regulation 8, par. (a) (v));



(a) (viii)).

Surveys : (a)).

Endorsements : — the annual and periodical surveys shall be endorsed on the Cargo Ship Safety
Equipment Certificate (SOLAS 74, Annex, Chapter I, Regulation 8, par. (c));
— annual/periodical survey in accordance with regulation I/14(h)(iii);
applies;
IMPORTANT NOTE
The Cargo Ship Safety Equipment Certificate must be supplemented by a Record of Equipment (SOLAS 74,
Annex, Chapter I, Regulation 12, par. (2) (vi)).
Cargo Ship Safety Radio Certificate

Every cargo ship must comply with the requirements of Chapters IV and any other
relevant requirements of the SOLAS 74 Regulations as amended by the GMDSS
amendments (which amended the 1978 Protocol), and the 1988 Protocol (which
entered into force on 3 February 2000). After the prescribed initial or renewal survey
has been carried out to the satisfaction of the Administration or authorized
Organization, a Cargo Ship Safety Radio Certificate is issued to the cargo ship
(SOLAS 74, Annex, Chapter I, Regulation 12, par. (a) (iv)). This Certificate must be
supplemented by a Record of Equipment (SOLAS 74, Annex, Chapter I, Regulation
12, par. (a) (vi)).
Quick Reference Guidee
CARGO SHIP SAFETY RADIO

CERTIFICATE

par. (a) and Regulation 12, par. (a) (iv)), of 500 tons gross tonnage and above and which are
equipped with a GMDSS system which comply to Chapter IV and any other requirements of
the SOLAS Convention.

validity :

See also (SOLAS 74, Annex, Chapter I, Regulation 14, par. (b),
(e), (f) and (g).

— an periodical survey, within 3 months before or after each anniversary date of the
Cargo Ship Safety Radio Certificate (SOLAS 74, Annex, Chapter I, Regulation 9, par. (a)
(iii));
74, Annex, Chapter I, Regulation 9, par. (a) (iv));



(a) (viii)).

Surveys : (a)).

Endorsements : — the periodical surveys shall be endorsed on the Cargo Ship Safety Radio Certificate
(SOLAS 74, Annex, Chapter I, Regulation 9, par. c)).
— periodical survey in accordance with regulation I/14(h)(iii);
applies;
IMPORTANT NOTES
The Cargo Ship Safety Radio Certificate must be supplemented by a Record of

Equipment (SOLAS 74, Annex, Chapter I, Regulation 12, par. (2) (vi)).
The Cargo Ship Safety Radio Certificate may be supplemented by an Exemption

Certificate.
Cargo Ship Safety Certificate

When a cargo ship complies with the relevant requirements of Chapters II-1, II-2, III,
IV and V and any other relevant requirements of the SOLAS 74 Regulations as
amended by the GMDSS amendments (which amended the 1978 Protocol), and the
1988 Protocol (which entered into force on 3 February 2000), a certificate
called Cargo Ship Safety Certificate may be issued as an alternative to the Cargo
Ship Safety Construction Certificate, Cargo Ship Safety Equipment Certificate, and
Cargo Ship Safety Radio Certificate, after the prescribed initial or renewal survey has
been carried out to the satisfaction of the Administration or authorized Organization
(SOLAS 74, Annex, Chapter I, Regulation 12, par. (a) (v) (1)). This Certificate must be
supplemented by a Record of Equipment (SOLAS 74, Annex, Chapter I, Regulation
12, par. (a) (vi)).
CARGO SHIP SAFETY

CERTIFICATE
Legislation : SOLAS 74 as amended by the GMDSS amendments (which amended the 1978 Protocol), and
the 1988 Protocol (which entered into force on 3 February 2000).

Application : cargo ships engaged on international voyages (SOLAS 74, Annex, Chapter I, Regulation 1, par.
(a) and Regulation 12, par. (a) (v)(1)), of 500 tons gross tonnage and above.

validity :

Extension : exceptionally, when at the time of expiration of the certificate the ship is not in a port in which
it is to be surveyed, the Administration may extend the period of validity for maximum 3
months to allow the ship to complete its voyage and only in cases it appears reasonable to
do so (SOLAS 74/78, Annex, Chapter I, Regulation 14, par. (e)).

Surveys : for the surveys of the Cargo Ship Safety Certificate refer to the Cargo Ship Safety
Construction Certificate, Cargo Ship Safety Equipment Certificate, and Cargo Ship Safety
Radio Certificate respectively.



(a) (viii)).

Surveys : (a)).

Endorsements : the Cargo Ship Safety Certificate must be endorsed as follows :

— endorsement for annual and intermediate surveys relating to structure, machinery and
equipment referred to in paragraph 2.1 of the Cargo Ship Safety Certificate (to be
compared to the endorsement of the Cargo Ship Safety Construction Certificate);
— annual/intermediate survey in accordance with Regulation I/14(h)(iii) of SOLAS 74;
— endorsement for inspection of the outside of the ship's bottom (this is in agreement
with Regulation I/10 (a)(v) of SOLAS 74 (provisions may be made for additional
inspections);

— endorsement for annual and periodical surveys relating to life-saving appliances and
other equipment referred to in paragraphs 2.3, 2.4, 2.5, 2.8 and 2.9 of the Cargo ship
Safety Certificate (to be compared with the endorsement of the Cargo Ship Safety
Equipment Certificate);
— annual/intermediate survey in accordance with Regulation I/14(h)(iii) of SOLAS 74;

— endorsement for periodical surveys relating to radio installations referred to in

paragraphs 2.6 and 2.7 of the Cargo Ship Safety Certificate (to be compared with the
endorsement of the Cargo Ship Safety Radio Certificate):
— periodical survey in accordance with regulation I/14(h)(iii) of SOLAS 74;

— endorsement to extend the Certificate if valid for less than 5 years where Regulation
I/14(c) of SOLAS 74 applies;
— endorsement where the renewal survey has been completed and Regulation I/14(d) of
SOLAS 74 applies;
— endorsement to extend the validity of the Certificate until reaching the port of survey or
for a period of grace where Regulation I/14(e) or I/14(f) of SOLAS 74 applies;
— endorsement for advancement of anniversary date where Regulation I/14(h) of SOLAS
74 applies.
IMPORTANT NOTES
The Cargo Ship Safety Certificate must be supplemented by a Record of Equipment

(Form C) (SOLAS 74, Annex, Chapter I, Regulation 12, par. 2 (vi).
The Cargo Ship Safety Certificate may be supplemented by a Exemption Certificate.
Exemption Certificate
When an exemption is granted to a ship under and in accordance with the
provisions of the SOLAS 74 Regulations as amended by the GMDSS amendments
(which amended the 1978 Protocol), and the 1988 Protocol (which entered into
force on 3 February 2000), a certificate called an Exemption Certificate shall be
issued in addition to the relevant prescribed certificate (SOLAS 74, Annex, Chapter I,
Regulation 12, par. (a) (vii)). It shall not be valid for longer than the period of the
certificate to which it refers (SOLAS 74, Annex, Chapter I, Regulation 14, par. (a)).
Document of Compliance with the Special

Requirements for Ships Carrying Dangerous
Goods
Regulation 54 of Chapter II-2 of SOLAS 1974, gives special regulations for ships
carrying dangerous goods. These ships must carry a Document of Compliance of
Construction and Equipment with the Special Requirements for Ships carrying
Dangerous Goods, provided by the Administration and certifying that they comply
with the aforementioned Regulation 54. (SOLAS 1974, Annex, Chapter II-2,
Regulation 54.3).
Dangerous Goods Manifest or Stowage Plan

Each ship carrying dangerous goods shall have a special Dangerous Goods
Declaration or a Dangerous Goods Manifest setting forth, in accordance with the
classification set out in Chapter VII, Regulation 2, the dangerous goods on board
and the location thereof. Instead of the aforementioned Dangerous Goods Manifest
or Dangerous Goods List, a detailed Stowage Plan which identifies by class and
indicates out the location of all dangerous goods on board may be used. A copy of
one of these documents shall be made available before departure to the person or
Organization designed by the port State authority (SOLAS 1974, Annex, Chapter VII,
Regulation 5, par. (5) and MARPOL 73/78, Annex III, Regulation 4).
NOTES
The regulations regarding the carriage of dangerous goods in packaged

form or in solid form in bulk are also applicable to cargo ships of less
than 500 tons gross tonnage (SOLAS 1974, Annex, Chapter VII,
Regulation , par. (1)).
Regulation 2 gives the classification of dangerous goods which are
divided in several classes ((SOLAS 1974, Annex, Chapter VII, Regulation
2).
Regulation 3 gives specifications regarding the packaging of dangerous
goods (SOLAS 1974, Annex, Chapter VII, Regulation 3)) and Regulation 4
gives details regarding the markings, labeling and placarding (SOLAS
1974, Annex, Chapter VII, Regulation 4)).
Regulation 6 gives the stowage requirements of dangerous goods
(SOLAS 1974, Annex, Chapter VII, Regulation 6)).
Document of Authorization for the Carriage of

Grain
Chapter VI of SOLAS 1974 gives the necessary directions regarding the carriage of
grain in bulk. It applies to ships regardless of size, including those of less than 500
tons gross tonnage.
All rules governing the carriage of grain in bulk were adopted on 23 May 1991, by
Resolution MSC.23(59), which makes the provisions of the International Code for the
Safe Carriage of Grain in Bulk. This Code is incorporated in Part C of Chapter VI of
the International Convention for the Safety of Life at Sea, 1974 (SOLAS 1974) and
made mandatory under that Convention. The Code entered into force on 1 January
1994.
In compliance with Regulation VI/9 of SOLAS 1974 and Section 3 of the

International Code for the Safe Carriage of Grain in Bulk, a Document of
Authorization for the Carriage of Grain shall be issued for every ship carrying grain
in bulk. It shall be issued by the Administration or by a authorized Organization or by
a Contracting Government on behalf of the Administration.
The Document shall accompany or be incorporated into the grain loading manual
provided to enable the master to meet the requirements of the Code. ((SOLAS 1974,
Annex, Chapter VI, Regulation 9 and International Code for the Safe Carriage of
Grain in Bulk, Section 3.)
Certificate of Insurance or other Financial

Security in respect of Civil Liability for Oil
Pollution Damage
In compliance with Article VII of the International Convention on Civil Liability for Oil
Pollution Damage, signed at Brussels, 29 November 1969 (CLC 69), the owner of a
each ship registered in a Contracting State and carrying more than 2000 tons of oil
in bulk as cargo shall be required to have a Certificate of Insurance or other
Financial Security in respect of Civil Liability for Oil Pollution Damage (see also back
of document). The financial security may be a guarantee of a bank or a certificate
delivered by an international compensation fund.
The certificate attesting that insurance or other financial security is in force, shall be
issued or certified by the appropriate authority of the State of the ship's registry
after determining that the requirements of Article VII, paragraph I of the CLC
Convention have been complied with (CLC, 1969, Article VII).
The certificate shall be in the form as required by the Convention and shall contain
the following particulars:
name of ship and port of registration;

name and principal place of business of owner;
type of security;
name and principal place of business of insurer or other person giving
security and, where appropriate, place of business where the insurance
or security is established;
period of validity of certificate which shall not be longer than the period
of validity of the insurance or other security.
NOTE
The Convention is only applicable to oil in bulk as cargo. It does not refer to oil in
bulk for bunkers or to oil carried in drums.
Enhanced Survey Report File

Bulk carriers of 30,000 tons deadweight and above and oil tankers of 20,000 tons
deadweight and above shall have a Survey Report File and Supporting Documents
complying with Paragraph 6.2 and 6.3 of Annex A (for bulk carriers) and Annex B
(for oil tankers) of Resolution A.744(18) — Guidelines for the enhanced Program of
Inspection during Surveys of Bulk Carriers and Oil Tankers. This is mandatory via
SOLAS 1974, Annex, Chapter XI, Regulation 2 and MARPOL 73/78, Annex I,
Regulation 13G.
Record of Oil Discharge Monitoring and Control

System for the Last Ballast Voyage
Every oil tanker of 150 tons gross tonnage and above shall be fitted with an oil
discharge monitoring and control system approved by the administration. The
system shall be fitted with a recording device to provide a continuous record of
discharge in liters per nautical miles and total quantity discharges, or the oil content
and the rate of discharge. This record shall be identifiable as to time and date and
shall be kept for at least three years (MARPOL 73/78, Annex I, Regulation 15, par. (3)
(a)). See also Resolution A.586(14) : Revised Guidelines and Specifications for Oil
Discharge Monitoring and Control Systems for Oil Tankers, adopted on 20 November
1985.
Bulk Carrier Booklet

In order to enhance the safety of ships carrying solid bulk cargoes a Code of
Practice for the Safe Loading and Unloading of Bulk Carriers (BLU Code) was
established (see Resolution A.862(20), adopted on 27 November 1997). To enable
the master to prevent excessive stress in the ship's structure, he shall be provided
with a Bulk Carrier Booklet as referred to in revised Regulation 7 of Chapter VI of
SOLAS 74. As a replacement to the separate Bulk Carrier Booklet, the necessary
information may be contained in the Intact Stability Booklet. (SOLAS 1974, Annex,
Chapter VI, Regulation 7, par. (2) and the Code of Practice for the Safe Loading and
Unloading of Bulk Carriers (BLU Code).

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All topics‎> S

‎ hip's Documents and Certificates‎> R

DOCUMENTS AND CERTIFICATES

Cargo Ship Safety Construction Certificate

Quick Reference Guide

CARGO SHIP SAFETY

The Certificate shall cease to be valid:

Request : Owner or shipbuilder to the Administration (e.g. the Maritime Inspectorate) or to an

The Cargo Ship Safety Construction Certificate may be supplemented by an

Cargo Ship Safety Equipment Certificate

Quick Reference Guide

The Certificate shall cease to be valid:

Request : Owner or shipbuilder to the Administration (e.g. the Maritime Inspectorate) or to an

Cargo Ship Safety Radio Certificate

Quick Reference Guidee

CARGO SHIP SAFETY RADIO

The Certificate shall cease to be valid:

Request : Owner or shipbuilder to the Administration (e.g. the Maritime Inspectorate) or to an

The Cargo Ship Safety Radio Certificate must be supplemented by a Record of

The Cargo Ship Safety Radio Certificate may be supplemented by an Exemption

Cargo Ship Safety Certificate

Quick Reference Guide

CARGO SHIP SAFETY

The Certificate shall cease to be valid:

Request : Owner or shipbuilder to the Administration (e.g. the Maritime Inspectorate) or to an

Endorsements : the Cargo Ship Safety Certificate must be endorsed as follows :

— endorsement for periodical surveys relating to radio installations referred to in

The Cargo Ship Safety Certificate must be supplemented by a Record of Equipment

The Cargo Ship Safety Certificate may be supplemented by a Exemption Certificate.

Document of Compliance with the Special

Dangerous Goods Manifest or Stowage Plan

The regulations regarding the carriage of dangerous goods in packaged

Document of Authorization for the Carriage of

In compliance with Regulation VI/9 of SOLAS 1974 and Section 3 of the

Certificate of Insurance or other Financial

name of ship and port of registration;

Enhanced Survey Report File

Record of Oil Discharge Monitoring and Control

Bulk Carrier Booklet

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