MTM Ship Management Chemical Cargo Operations Manual

Appendix V – Cargo Record Book – Sample Entry

Issued by Manager, HSSQE Doc. Nbr. : Cover Page Rev. Nbr : 0000
Approved by Managing Director Date : 30th Sep 2019 Page : 1 of 1

APPENDIX V

CARGO RECORD BOOK – SAMPLE ENTRY

It is prudent to enter all the Code letters and Item numbers in

sequence instead of skipping the item numbers
even if they are not applicable. A remark can be put in the record of
operations as “No” or ‘’NA”.
 Date Code Item Record of Operations / Signature of Officer in charge
(Letter) (Number)
(A) LOADING OF CARGO
dd-mmm-yyyy A 1 Place of loading
Include the Name of the port and name of the terminal
2 Identify tank(s), Name of substance(s), and category(ies)
Identity of the tank must be as mentioned in COF.
Name of substance(s) – Name of the cargo should be as per mentioned in IBC
Code. Also, reference should be made to MEPC circular if name of the cargo is
not mentioned in IBC code Ch. 17 & 18. Trade names are not to be entered.
Categories must be mentioned as in IBC Code. The name of the cargo not
included in the IBC code but included in the MEPC.2 circular published every
year in December, should be checked and confirmed for the Pollution category.
Sign / Name of the officer in charge / Rank / Date of entry dd-mmm-yyyy
(B) INTERNAL TRANSFER OF CARGO
B 3 Name and category of cargo(es) transferred.
Refer to the above description in A2.
4.1 From: Identity of the tank
4.2 To: Identity of the tank
5 Was (were) the tank(s) in 4.1 emptied?
Eg. Yes emptied
Eg. No
6 If not, quantity remaining in tank(s) –
Enter quantity remaining in the tanks in cubic meters at temp. (Deg C).
Eg. Quantity remaining – xxx m3 at 25 Deg C
Sign / Name of the officer in charge / Rank / Date of entry dd-mmm-yyyy
(C) UNLOADING OF CARGO
C 7 Place of unloading.
Include the Name of the port and name of the terminal
8 Identity of tank(s) unloaded.
Identity of the tank
9 Was (were) the tank(s) emptied?
Yes / No
9.1 If yes, confirm that the procedure for emptying and stripping has been
performed in accordance with the ship’s Procedures and Arrangements
Manual (i.e., list, trim, stripping temperature).
Yes, Tanks emptied in accordance with ship’s P & A manual. List – 0 Deg,
Trim - 1m by stern, Temp. 28 Deg C
9.2 If not, quantity remaining in tank(s). –
Description or eg - Enter quantity remaining in the tanks in cubic meters at temp.
(Deg C)
Eg. Quantity remaining – xxx m3 at 25 Deg C
10 Does the ship’s Procedures and Arrangements Manual require a prewash with
subsequent disposal to reception facilities?
Yes / No.
This should be checked as per the category of the cargo carried. Eg. Category X,
Category Y (high viscocity, or solidifying). The Shipping document to be
carefully checked for the temp. of the cargo at which the viscosity of the cargo is
greater than 50 mPas and then compared to the discharging temp. to ascertain the
prewash requirement. Sometimes Shipping documents are not provided for some
cargoes (other than veg. oils). In that case reference to the prewash is made in B/L
or MSDS which should be carefully checked.
11 Failure of pumping and/or stripping system.
.1 Time and nature of failure;
.2 Reasons for failure;
.3 Time when system has been made operational.
Make an entry as and when required. If no failure then put NA. In case of any
failure of the pumping or stripping system, then the port authorities must be
 informed and vessel will need to carry out a mandatory prewash followed by
discharging to shore reception facilities.
Sign / Name of the officer in charge / Rank / Date of entry dd-mmm-yyyy
(D) MANDATORY PREWASH IN ACCORDANCE WITH THE SHIP’S PROCEDURES AND ARRANGEMENTS
MANUAL
D 12 Identify tank(s), substance(s) and category(ies).
Identity of tanks, substances and categories as per description in A2.
13 Washing method:
13.1 Number of cleaning machines per tank;
Depending upon the size of the tank.
13.2 Duration of wash/washing cycles;
This should be calculated referring to the P & A manual. The quantity of the
prewash water “Q” must be calculated by the formula given in the P & A manual
and considering the factor K which defines the number of cycles for the property
of the cargo.
13.3 Hot/cold wash.
The melting point of the cargo should be considered while given hot or cold
wash. The temp. of the prewash water must be above the melting point of the
cargo.
14 Pre-wash slops transferred to:
14.1 Reception facility in unloading port (identify port) *
Entering the name of the facility / terminal to which the prewash slops are
transferred and the name of the port.
14.2 Reception facility otherwise (identify port) *
Entering the name of the barge / vessel to which the prewash slops are
transferred and the name of the port.
Sign / Name of the officer in charge / Rank / Date of entry dd-mmm-yyyy
****After any prewash is carried out and the prewash water is transferred to reception facility, then a certificate of
prewash disposal along with the quantity of prewash disposed must be obtained.
This entry under Code Letter D must be followed by an entry under Code Letter J.
(E) CLEANING OF CARGO TANKS EXCEPT MANDATORY PREWASH (OTHER PREWASH OPERATIONS,
FINAL WASH, VENTILATION, ETC.)
E 15 State time, identity tank(s), substance(s) and category(ies) and state:
Enter the time from and to.
15.1 Washing procedure used
Eg. Bottom flushing, followed by Hot / ambient SW wash using fixed (or
portable) machines for 3 hours, followed by FW rinsing for 15 mins
It is not required to mention DI spraying, mopping and drying.
15.2 Cleaning agent(s) (identify agent(s) and quantities);
Cleaning agents to be confirmed as per annex 10 given in the MEPC.2 circular
published every year in December. The name of the cleaning chemical used must
be same as mentioned in the MEPC.2 Annex 10.
State the quantity used.
15.3 Ventilation procedure used (state number of fans used, duration of
ventilation). This procedure applies only if the vessel is permitted
cleaning by ventilation method as per P & A Manual.
This ventilation procedure does not include the gas freeing, ventilation after
normal tank cleaning for man enrty.
16 Tanks washings transferred:
16.1 Into the sea;
Eg. Tank washings transferred into the sea
16.2 Reception facility (identify port)*
Entering the name of the facility / terminal to which the prewash slops are
transferred and the name of the port.
16.3 To slops collecting tank (identify tank).
This may or may not be a dedicated slop tank. Washings can be transferred into
a cargo tank also.
Sign / Name of the officer incharge / Rank / Date of entry dd-mmm-yyyy
(F) DISCHARGE INTO THE SEA OF TANK WASHINGS
F 17 Identity of tank(s)
17.1 Were tank washings discharge during cleaning of tank(s)? If so, at what rate?
The rate of discharge is not equal to the corresponding capacity of the cargo
pumps of the tanks being cleaned.
The rate of discharge must correspond to the number of machines used and
their throughput at certain pressure.
Eg.: Consider 2 tanks being washed simultaneously. If the throughput of one
machine is 15 m3/hour and 3 machines were used for each tank, then the rate
of discharge would be 90 m3/hour.
17.2 Were tank washing(s) discharged from a slops collecting tank? If so, state
quantity and rate of discharge.
If the tank washings were discharged from any slop tank, then the quantity of the
slops must be entered. The rate of discharge must not exceed the permissible rate
of discharge through the Annex II underwater discharge outlet if baffle plate is
not installed at the underwater discharge outlet. This will be mentioned in the
ships P & A manual.
18 Time pumping commenced and stopped.
Exact date and time to be entered:
Commenced pumping: dd-mmm-yyyy / hh:mm LT
Stopped pumping: dd-mmm-yyyy / hh:mm LT
19 Ship’s speed during discharge.
Must be in compliance with MARPOL i.e. greater than 7 knots.
Sign / Name of the officer incharge / Rank / Date of entry dd-mmm-yyyy
(G) BALLASTING OF CARGO TANKS
G 20 Identity of tank(s) ballasted.
If any cargo tank is ballasted during heavy weather or to meet any terminal
requirement for maintaining the required manifold height during loading or
discharging.
21 Time at start of ballasting.
Sign / Name of the officer incharge / Rank / Date of entry dd-mmm-yyyy
(H) DISCHARGE OF BALLAST WATER FROM CARGO TANKS
H 22 Identity of tank(s).
23 Discharge of ballast:
23.1 Into the sea;
23.2 To reception facilities (identify port)*.
24 Time ballast discharge commenced and stopped.
25 Ship’s speed during discharge.
Sign / Name of the officer incharge / Rank / Date of entry dd-mmm-yyyy
(I) ACCIDENTAL OR OTHER EXCEPTIONAL DISCHARGE
I 26 Time of occurrence.
dd-mmm-yyyy / hh:mm LT
27 Approximate quantity, substance(s) and category(ies)

28
Circumstances of discharge or escape and general remarks.
Brief details of the accidental discharge
Sign / Name of the officer incharge / Rank / Date of entry dd-mmm-yyyy
(J) CONTROL BY AUTHORIZED SURVEYORS
J 29 Identify port.
Name of the port.
30 Identify tank(s), substance(s), category(ies) discharged ashore.
31 Have tank(s), pump(s), and piping system(s) been emptied?
Yes / No
32 Has a prewash in accordance with the ship’s Procedures and Arrangements
Manual been carried out?
Yes/No
Eg. Prewash carried out in accordance with P & A Manual
 33 Have tank washings resulting from the prewash been discharged ashore and is
the tank empty?
Yes / No
34 An exemption has been granted from mandatory prewash.
Any exemption must be authorised in writing in the cargo record book from
government surveyor, prior to departure from unloading port.
35 Reasons for exemption.
Exemption from prewash can be obtained from the government surveyor case to
case basis provided:
1. The unloaded tank is to be loaded with same substance or other
compatible substance and washing of the tank will not take place.
2. Prewash of the unloaded tank will be carried out at another port and that
the tank will not be washed at sea.
3. The tank will be washed and cargo residues removed by ventilation
method as approved in the Addendum C of the P & A Manual.
36 Name and signature of authorized surveyor.

37 Organization, company, government agency for which surveyor works.

Sign / Name of the officer incharge / Rank / Date of entry dd-mmm-yyyy

**Note: A certificate of Prewash must be obtained and filed for records.
(K) ADDITIONAL OPERATIONAL PROCEDURES AND REMARKS

K The entries to be made under Code Letter “K” are as follows:

1. Unintentionally Missed entry on an earlier date.

2. Transfer of tank washing collected in one tank to another tank. Eg. If

washing of cargo tanks is carried in port and collected in one tank but later
the tank needs to be loaded or for stability issues, the slops need to be
transferred to another tank, then the entry should be made under this code.

3. Disposal of Annex II samples during tank cleaning. (The compatibility of

the cargo samples must be checked before mixing them along with the
tank washings).

4. Passivation of cargo tanks.

**** (1) Example of an unintentionally missed entry on earlier date and a retrospective entry made on a later date.
Consider COT 5P and 5S was washed on 19-Jun-2017. The entry was made under Code letter E for washing but the
tank washing under Code letter F was missed out. This came to notice of Master or any other person on 12-Jul-2017,
then the retrospective entry must be made on 12-Jul-2017 as per below.
19-Jun-2017 K Entry pertaining to an earlier missed operational entry
(This must be
the date of
missed entry)
12-Jul-2017 F 17 COT 5P and 5S
(This must be
the date of
making entry)
17.1 Yes, Rate - 60 m3 / hr
17.2 NA
18 Pumping commenced – 09:00 LT on 19-Jun-2017
Pumping stopped – 10:00 LT on 19-Jun-2017
19 Speed – 13.2 kts

Sign / Name of Master /Master / dd-mmm-yyyy (This must be the date

of making entry)
Sign / Name of the Officer in charge /Rank / dd-mmm-yyyy (This must
be the date of making entry)
**** (2) Example of Transfer of tank washing collected in one tank to another tank.
Consider COT 5P and 5S was washed on 19-Jun-2017 and the previous cargo was Xylenes Cat-Y. The tanks were
washed in port and the tank washings were transferred to Slop tank 7P. But later 7P needs to be loaded and hence it
is required to transfer the tank washings collected in 7P to 7S. Then the entry should be made as per below for such
internal transfer of tank washings.
K Washings of Polyolefin(Molecular weight 300+), Cat-Y and Phenol Cat-Y,
transferred from COT 5S to COT 3P
Transferred From: COT 5S
Transferred To: COT 3P
COT 5S emptied.
Sign / Name of the Officer in charge /Rank / dd-mmm-yyyy
**** (3) Example of Disposal of cargo samples during tank washing.
Cargo compatibility chart must be referred to ensure the samples are compatible with each other and also with the
previous cargo in the tank being washed.
K Cargo samples of Xylenes (Cat-Y) – 1 ltr, Methyl Alcohol (Cat-Y) – 3 ltrs,
Acetone (Cat-Z) – 500ml transferred to COT 5P during tank washing of Xylenes
(Cat-Y).
Sign / Name of the Officer in charge /Rank / dd-mmm-yyyy

**** (4) Example of Passivation of cargo tanks.

If passivation of SS cargo tanks are carried out, then the entry should be made under Code Letter K followed by
Code letter E, Item number 15 & 16 followed by Code letter E, Item number 17, 18, 19. Example given below.

19-Jun-2017 K Passivation of COT 5P and 5S carried out using Nitric Acid / Cirtic Acid
solution.
19-Jun-2017 E 15 12:00 LT, Passivation of COT 5P and 5S, Nitric Acid or Citric Acid Solution
15.1 Circulation with warm 15% Nitric Acid solution for 2 hours.
Followed by FW rinsing for 1.5 hours
15.2 Careclean Nitric Acid solution – 200 ltrs
15.3 NA
16.1 Tank washings transferred into the sea
16.2 NA
16.3 NA
17 COT 5P and 5S
17.1 Yes, Rate – 60 m3/hour
17.2 NA
18 Pumping commenced – 09:00 LT on 19-Jun-2017
Pumping stopped – 10:30 LT on 19-Jun-2017
19 Speed – 13.2 kts

Sign / Name of the Officer in charge / Rank / 19-Jun-2017

** Note:
1. It is prudent to enter all the Code letters and Item numbers in sequence instead of skipping the item numbers
even if they are not applicable. A remark can be put in the record of operations as “No” or ‘’NA”.