Dear Captain:

As you are aware I will be conducting SIRE inspection of your vessel. I would request following
as the time for inspection is short and these will help to minimize inspection time.

1. DOCUMENTATION :
---- Kindly prepare copies of the following in one folder for the Inspector’s retention
 Completed Latest OCIMF Vessel Particulars Questionnaire (HVPQ)
 An up to date copy of the officers qualification matrix as per the OCIMF VIQ
(under years with operator – calendar years)
(years in rank/on tankers etc – actual sea service)
 Ships Particulars
 Crew List
 Certificate of Class
 Minimum Safe Manning Certificate
 Latest quarterly Class Survey Report
 Latest Executive Hull Summary & Condition Evaluation Report, if applicable NA
 CAP Ratings, if applicable NA
 A chart and publication management system( Auto chart supply system agreement): ECDIS
 Operators UKC policy
 List of Gas Measuring Instruments & calibration log
 Drager tube (Toxic gas tubes) list with expiry dates
 Port State Inspection Records and evidence of deficiency close out where applicable
 Wires,tails and ropes records/maintenance matrix.
 Latest BHC test certificate

2. VESSELS RECORDS
– Kindly arrange in any one location, the following original documentation as applicable, for
inspection:
 All Trading Certificates: Registry Certificate, Loadline, Safety Equipment, Safety Construction,
Safety Radio, IOPP, International Tonnage, Certificate of Fitness Gas or Chemicals or Noxious
Liquids, ISM Document of Compliance, ISM Safety Management, USCG Letter of Compliance ,
CLC, Etc.
 Minor Certificates - Certificates for ship’s safety equipment (BA sets, EEBD, extinguishers, liferafts,
etc.)
 Officer’s National Certificate of Competency and continued Proficiency and Dangerous Cargo
Endorsements.
 Evidence of Administration acceptance of crew’s Certificates of Competency.
 Last port state control inspection/ Flag State Inspection.
 Class survey records (ESP) File
 Latest Ultrasonic Thickness Measurements report.
 CAS records / Survey planning document if applicable
 CAP Rating / Records if applicable
 Latest Executive Hull Summary & Condition Evaluation Report, if applicable.*
 Operators Manuals / Policies.
 Deck log book & Bell Book
 Engine Room log book & Bell Book.
 GMDSS log book.
 Safety Meeting records / operators responses
 Master’s Review of the SMS
 SQMS Audit reports / corrective action & close out evidence.
 Near Miss reports, accident investigation reports etc.

1
  Hot Work / Enclosed Space Entry / Working Aloft Permits etc
 Officers and Ratings record of rest hours.
 Cargo Tank / Ballast tank / void space gas test records
 Records of Rest periods / working hours.
 Drug and Alcohol Policy and records of unannounced testing by Shore / Ship.
 Emergency Towing Appliances certificate / manual.
 Approved Manuals – Stability, Damage Stability, IGS, COW, SBT, CBT, ODME.
 Approved SOPEP and OPA 90 Manuals.
 SOLAS Training Manual / Fire Training Manual / Fire Safety Operational Booklet
 Class Approved Procedures and Arrangements Manual for Chemical and Gas carriers.( if applicable)
 Lifting gear register / Cargo Gear Register / Lifting appliances test / inspection records (including
E/R lifting devices)
 Loading computer test records / Class approval
 PMS records including class approval certificate.
 Mooring equipment certificates (ropes, wires, shackles, bow stoppers, brake test, mooring tails) /
Mooring equipment inspection records
 Test Certificates and Records of Mooring Wires and Ropes, Mooring Winch brakes, BHC test, Cargo
Hoses, Bow Chain Stoppers etc
 LSA / FFA Maintenance records
 Drill records
 Lifeboat “on-load” release mechanism test / Brake test record / Inspection records
 Garbage Record Book and Garbage Management Plan.
 Ballast Water Management Plan and records of exchanges carried out.
 Tank Cleaning Records
 Stainless Steel Cargo Tank Maintenance Records (if applicable)
 Cargo Hose Certificates (if applicable)
 Fuel Oil analysis reports.
 Lube Oil / Hydraulic Oil analysis reports
 Engine Room equipment test and inspection records.
 Deck / Cargo Equipment test and inspection records.

LIST OF DATES – Kindly fill in the dates as applicable in the sheet below :
ITEM Date/s
Date Operator assumed responsibility of vessel : 13.12.2017
Date of Operators last visit ( please specify who) : 11.02.2020 Marine SI
Date of last internal audit : 11.02.2020
Number of NC’s : NIL
Date NC’s closed out : -
Date of last external audit : 06.05.2018
Number of NC’s : NIL
Date NC’s closed out : NIL
Date of expiry of the certificate of class : 11 DEC 2022
Date of last dry dock (from – to ) NIL
Date of departure from the last class accredited dry dock : NIL
Date of last class annual survey : 11.02.2020
Date of last class intermediate survey : NIL
Date of last inspection of

2
Cargo Tanks : NIL
Frequency :
Ballast Tanks : 02/02/2020
Frequency : 6 month
Date of last shore based D & A test : 05.01.2020
Frequency : Annual
Date of last shipboard alcohol test : 19.04.2020
Frequency : MONTHLY
Date the magnetic compass was adjusted : 16 MAY 2017
Date of the deviation card : 06 DEC 2019
Date of expiry of : Hand flare signal : SEP 2022
Hand flare signal : Rocket Parachute signal : JULY 2022
Rocket Parachute signal : Man overboard marker
Man overboard marker : Smoke signal : MAR 2023
Smoke signal : Line throwing apparatus : CARTRIGE 2029
Line throwing apparatus : TRIGGER 2029 Anti-Seasickness Tabs: OCT 2020
Last service dates of FFA / LSA appliances by shore Annual
representatives. (as applicable)
SCBA :18 NOV 2019 18 NOV 2019
EEBD : 18 NOV 2019 18 NOV 2019
ELSA :N/A N/A
Lifeboat Air bottles :11 FEB 2020
SCBA Compressor Air Quality Check : 18 NOV 2019
Portable Fire Extinguishers : 11 FEB 2020 29 MAR 2019
Fixed CO2 System : 18 NOV 2019
Fixed Halon System: N/A N/A
Fixed DCP System : 18 FEB 2019
Foam Sample Analysis : NA EPIRB : 11 FEB 2020
EPIRB : 11 FEB 2020 Gyro Service 1: 11 FEB 2020
Gyro Service 2 : 11 FEB 2020
Date of expiry of the EPIRB battery : SEP 2022
Date of expiry of the SART battery : SART(P) NOV 2023, SART(S) SEP 2021
Date the VDR / S-VDR was last serviced : 11 FEB 2020
Date the AIS was last serviced : 11 FEB 2020
Last abandon ship drill : 02.05.2020
Date when the last time Port lifeboat lowered / maneuvered 03.04.2020
in the water :
Date when the Last time Starboard lifeboat lowered / 03.04.2020
maneuvered in the water :
Date of Last time Rescue boat lowered / maneuvered in the 03.04.2020
water :
Date of Last Boat / Davit service by authorized / approved 03.04.2020
service company :
Date of last davit winch brake test : 11 FEB 2020
Date when lifeboat release gear load test : 11 FEB 2020
Date when liferafts were last serviced : 21 NOV 19
Date of expiry of the HRU’s : SEP 2020
Last Man Over Board Drill (6 MONTH): 06.03.2020
Last Line Throwing Apparatus (LTA) Familiarization / Drill 17.04.2020
:
3
Last Emergency Towing Arrangement (ETA) 21.03.2020
Familiarization / Drill :
Last fire drills: 02.05.2020
Last SOPEP drill: 05.05.2020
Last emergency steering drill: 17.04.2020
Last emergency procedures drill : 17.04.2020
Type of drill : EMERGENCY STEERING DRILL
Frequency of shore lab test of bunker fuel oil: AFTER BUNKER
Last test of bunker fuel: 13-MAY-2020
Frequency of shore lab test of L/O: THREE MONTH
Last done: 09-Apr-2020
Frequency of shore lab test of hydraulic oil: SIX MONTH
Last done: 09-Apr-2020
Last pressure test of cargo pipelines : 01.DEC.2017
Test pressure : 46.5 BAR
Frequency : Dry-dock
Last pressure test of the cargo steam heating sytem: NA
Test Pressure:
Frequency:
Last pressure test of bunker pipelines : 07-JAN-2020
Test pressure : 5bar
Frequency : Annually
Last cargo hose test and test pressure: N/A
Test pressure :
Frequency :
Last COW line pressure test : N/A
Test pressure :
Frequency :
Last Port State Control Inspection : 15.07.2019
Port : NINGBO, CHINA
Observations / Deficiencies : NIL
Date Observations / Deficiencies cleared out:
Last NTM received on board and date: Wk20 / 14.05.2020
Last ECDIS corrected till NTM on board and date:
Voyage charts & Publications corrected till : Wk20 / 14.05.2020
All other charts & publications corrected till : Wk20 / 14.05.2020
Date when the pumproom gas detection system was last NA
calibrated :
Frequency :
Pre-Set Level of LEL% & H2S (as applicable)
Date when the pumproom bilge high level alarm was last 22-APR-2020
tested :
Frequency : MONTHLY
Date when the Forepeak store (Bosun Store)bilge high level
alarm (if fitted) was last tested : 14-MAY-2020
Frequency: MONTHLY

Date when the pumproom fire dampers were last tested : NA

Frequency :
Date then the pumproom flooding dampers were last
tested :NA
Frequency :
4
Date cargo sea chest valve testing arrangement was last N/A
tested :
Pressure :
Frequency :
Date ballast lines (if passing through cargo tanks) were last
tested:
Pressure:
Frequency:
Date of testing of the detection system fitted to monitor non- 07.MAY.2020
cargo spaces : MONTHLY
Frequency :
Date non-cargo spaces were last monitored : CONTINOUSLY
Frequency :
Date portable gas instruments were last calibrated by shore : 17.11.2019/ANNUALY
Frequency :
Date portable gas instruments were last calibrated by ship : 14.05.2020
Frequency :
Date of test of P/V v/v’s : 14.MAY.2020
Frequency : Monthly
Does v/l have a testing kit on board : 23.03.2020
Date of last inspection / cleaning of P/V v/v’s :
Date all flame screens were last inspected : 03.04.2020
Date the loading computer was last tested (on board) : 07.05.2020
Frequency : 3 Monthly
P&I club full name: The West of England Ship Owners Mutual
Insurance Association (Luxembourg)
SOPEP/SMPEP Approval : 17.11.2017
Issue date:
Damage Stability shore assistance: SERS, LR

VRP Approval (if applicable) : NA

COW Manual Approval Date : N/A
ODME Manual Approval Date : N/A
Trim & Stability Manual Approval Date : 25.08.2017
P & A Manual Approval Date : N/A
Operation Manual (if applicable) Date : 27.01.2017
Loading Manual (if separate from the Trim & Stability SAME
Manual) Date :
Damage Stability Manual Approval Date : 25.08.2017
Vapor Emission Control System Manual Approval Date : NA
VOC management plan: NA
Ballast water management plan approval date: 25.08.2017
Last ballast water exchange date and method: Vessel is fitted with BWTS (ALFA LAVEL ,
FILTRATION + UV RADIATION)
Inert Gas System Manual approval Date : 04.11.2016
Last safety committee meeting : 25.04.2020
Frequency : Monthly
Operators Comments Received : 02.07.2019
Master review ISM manual: 6 MONTH

5
 Frequency: 22.12.2019
Last Management responded date: 22.01.2020
Date of last Incident report : NIL
Date of last Accident report : NIL
Date of last near miss report : 24.04.2020
Master’s Review of The SMS : 6 MONTH
Frequency : 22.12.2019

Last ODME test : NA

Frequency :
Date mooring winches last tested (BHC / BRL) : 48 TON / 16.08.2019
Frequency : ANUALLY
Date of last IG check valve overhaul : 10.MAR.2020
Frequency : 3 MONTHLY
Date fixed fire detection system was last tested (alarm): Co2 : 15-MAY-2020, Water Mist: 15-May-2020
Frequency : MONTHLY
Date the accommodation & vent fan trips were last tested : 29-MAR-2020
Frequency : THREE MONTHS
Date the engine room & vent fan trips were last tested : 27-FEB-2020
Frequency : THREE MONTHLY
Date the fuel oil quick close valve last tested : 05-Apr-2020
Frequency : THREE MONTHS
Date of last Emergency generator test : 15-MAY-2020
Frequency : WEEKLY
Starting methods: MANUALLY
Date of last Emergency generator on-load test : 24-Apr-2020
Frequency : SIX MONTHS
Date engineers call alarm was tested : 15-MAY-2020
Frequency : WEEKLY
Date of last Engine local maneuvering station test : 16-MAY-2020
Frequency : MONTHLY
Date of last accommodation ladder/gangway 5 yearly load test : NA

Date of last lifting devices includes cranes and chain blocks etc, 11-FEB-2020
on-load test :
Annual survey date: 19-APR-2020 MONTHLY
Last ship test and inspection date & frequency:

NB: Do ensure that records are available to quantify the above dates.

Please note that the above list is not comprehensive and I may require other information as the inspection progresses if I feel
it necessary.

3. Equipment Testing :
During the course of the inspection, I will be testing various equipment, provided that this testing does not
interfere with the vessel’s routine operation and does not contravene any terminal regulations.
Thank You for your co-operation