PSMM/COM - 03

COMPANY OPERATION MANUAL Ver. : 00

Date : 04.01.2022
PROCEDURE 3: COMMUNICATIONS Page : 1/8

PROCEDURE 3
COMMUNICATIONS

Composed by Verified by Approved by

Full Name Composers Dang Quoc Thinh Ho Truong Giang

Signature Signed

Date 04.01.2022 04.01.2022 04.01.2022

PVTRANS SHIPS MANAGEMENT CO. – PSM

 PSMM/COM - 03
COMPANY OPERATION MANUAL Ver. : 00
Date : 04.01.2022
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1. COMMUNICATIONS - GENERAL
1.1 PURPOSE
The purpose of this procedure is to ensure effective communications channels
are established and maintained throughout the Company.
1.2 APPLICABILITY
This procedure applies to communications inter-office, with vessels, clients
and with third parties e.g. suppliers.

All communications, written and verbal are to be carried out in English or

Vietnamese and should be clear, concise and unambiguous. The method of
transmission should be made by the most appropriate method taking into
account the nature of the communication e.g. in an emergency the most
appropriate method will be voice and fax

PVTRANS SHIPS MANAGEMENT CO. – PSM

 PSMM/COM - 03
COMPANY OPERATION MANUAL Ver. : 00
Date : 04.01.2022
PROCEDURE 3: COMMUNICATIONS Page : 3/8

2. COMMUNICATIONS WITH VESSELS

2.1 GENERAL
Vessels are grouped together in Fleet Cells and it is essential that any member
communicating with a vessel copies in all other members of the cell. This will
ensure that all members of the management team ashore are aware of routine
operations being carried out onboard their designated vessels. To reduce the
amount of hard copy paperwork onboard the vessels, Masters are to use the
electronic forms in the VMS and in particular, Shipsure e-forms. Where an
electronic form can be used and sent electronically, this will replace the need
for the paper form being completed, unless otherwise advised. The act of
transmitting the message, or form, will replace the need for a handwritten
signature as Shipsure e-forms are date and time stamped. A full log of
previous forms for record keeping and audit purposes are contained within the
Shipsure system.
2.2 PRINCPLE MEANS OF COMMUNICATION
The principle means of routine communication will be written and transmitted
using the most cost effective electronic messaging system onboard the vessel,
e.g. e-mail.
2.3 SHIP'S MAIL
Ship's mail should be placed in the mail tray and the envelope clearly marked
with its content. All mail sent to vessels by the Company should be forwarded
in identified and labelled bags along with a list of contents.

The person responsible for sending mail to the vessels must be clearly
identified by local work instruction and/or according to the regional office
practice.
2.4 FACSIMILE COMMUNICATIONS
Facsimile communications to vessels via satellite is expensive and should only
be used when essential. If at all possible, agents should be requested to
forward essential facsimile messages.
2.5 TELEPHONE COMMUNICATIONS
Telephone calls via satellite are expensive and such calls should be kept to a
minimum. Whenever possible a cellular telephone should be obtained from
agents and any essential calls made through these. In any event, any telephone
conversation should be backed up by a written message confirming the content
of the discussion, e.g. “Further to recent telecon we confirm that
……………….”

PVTRANS SHIPS MANAGEMENT CO. – PSM

 PSMM/COM - 03
COMPANY OPERATION MANUAL Ver. : 00
Date : 04.01.2022
PROCEDURE 3: COMMUNICATIONS Page : 4/8

2.6 CIRCULAR LETTERS

Each vessel will maintain a circular letter file divided into the following
sections:

 Communications

 Technical

 Risk, Safety & Quality (including operations)

 Crew

 Accounts

Circular letters may be written by:

 Divisional Head Of Function

 Regional Managing Directors

 Regional Head of Department

Circular letters from a divisional head of function will be sent to the

Divisional Risk, Safety & Quality (DRSQ) Department for numbering. DRSQ
will then forward the letter to the head of Marine Safety & Quality (MSQ) in
each regional office for onward transmission to the vessels. The letter will be
signed by the relevant Divisional Head of Function.

Circular letters written in regional offices are to be sent to the DRSQ for
review by relevant staff and legal counsel as appropriate. On completion of the
review the DSRQ will allocate the letter a number as follows:

VCIRC/department/sequential number e.g. VCIRC/RSQ/001

DSRQ will then circulate the letter to the head of MSQ in each regional office
for onward transmission to the fleet.

By adopting the procedure above, all vessels will receive all circular letters
issued by all offices. It is recognised that not all letters may be appropriate to
all vessels and where not appropriate they should be viewed ‘for information'.

The regional office head of MSQ is responsible for maintaining the circular
letter file for the office up-to-date. An index is to be kept at the front of the
file.

PVTRANS SHIPS MANAGEMENT CO. – PSM

 PSMM/COM - 03
COMPANY OPERATION MANUAL Ver. : 00
Date : 04.01.2022
PROCEDURE 3: COMMUNICATIONS Page : 5/8

Circular letters will be transmitted to the vessels by the principle means of

communication.

The regional office head of MSQ is responsible for confirming that each
vessel has received the letter.

The circular letters will be reviewed annually by DRSQ to determine if they

should be withdrawn, remain current or be included into the VMS.
2.7 FLEET LETTERS
Regional office heads of departments may issue letters that contain useful
information such as classification society circulars or articles from magazines.
These letters should be widely circulated onboard to ensure that all relevant
personnel are kept abreast of developments in the industry. These letters do
not contain instructions.

A master set of fleet letters should be maintained in each regional office by the
head of MS&Q. Fleet letters will be reviewed annually by the author to
determine if they should be withdrawn, remain current or included into the
VMS.

A copy of each fleet letter is to be sent to the DRSQ for information.

2.8 LETTER OF INSTRUCTION TO MASTERS/CHIEF ENGINEERS
The letter of instruction (Forms RSQ 10 and RSQ 10b) are designed as a
means for the Master and Chief Engineer to formally confirm the operating
standards, procedures and responsibilities. On each occasion of change of
command, the new Master is to acknowledge understanding of the RSQ 10.
The MS&QS is to ensure that this is carried out. Similarly when a new Chief
Engineer joins the vessel RSQ10b must be provided and acknowledged for
full understanding, coordinated by the Fleet Superintendent.

An appendix to RSQ10 (RSQ 10a) regarding the OWS equipment is to be

emailed to the vessel for the new Master to complete and return within 48
hours of joining. This is to ensure that the OWS meets all statutory and
Company requirements.

PVTRANS SHIPS MANAGEMENT CO. – PSM

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COMPANY OPERATION MANUAL Ver. : 00
Date : 04.01.2022
PROCEDURE 3: COMMUNICATIONS Page : 6/8

3. INTERNAL COMMUNICATIONS
3.1 MEETINGS
Regional managing directors are responsible for ensuring that sufficient
meetings are held within their office to allow for effective communications.
The meeting requirements are detailed in the RS&Q chapter of the COM.
3.2 INTERNAL MEMOS
Internal memoranda are to be used for passing advice, information or one off
instructions. Instructions, which are to become a standard part of the office
management procedures, should be issued by work instruction as indicated in
the MS&Q Chapter of the Company Operating Procedures. Whenever
possible, memos should be issued in an electronic format.

PVTRANS SHIPS MANAGEMENT CO. – PSM

 PSMM/COM - 03
COMPANY OPERATION MANUAL Ver. : 00
Date : 04.01.2022
PROCEDURE 3: COMMUNICATIONS Page : 7/8

4. COMMUNICATIONS WITH DIVISIONS

4.1 GENERAL
Each head of department has a functional responsibility to the division head of
functions. When communicating with the divisional head of function on
specific matters the regional managing director is to be copied in to all
messages.

Messages should be transmitted by the most cost effective methods and

whenever possible the internal email system should be used.

PVTRANS SHIPS MANAGEMENT CO. – PSM

 PSMM/COM - 03
COMPANY OPERATION MANUAL Ver. : 00
Date : 04.01.2022
PROCEDURE 3: COMMUNICATIONS Page : 8/8

5. 5 COMMUNICATIONS WITH THIRD PARTIES

5.1 GENERAL
When communicating with clients and third parties such as classification
societies, flag state authorities etc., it is important that communications are
kept factual and the PSM viewpoint is expressed by the use of 'we' and not 'I'.
5.2 COMMUNICATIONS WITH SUPPLIERS
All communications with suppliers where monetary commitments are being
made must be signed as follows:

PSM Office name

As managers and agents only

For and on behalf of ……………..(insert registered owners name)

And the vessel………………………(insert vessels name)

PVTRANS SHIPS MANAGEMENT CO. – PSM