Ship Statutory Certificates | Types & Compliance | Yanyang Marine

GENERAL OVERVIEW OF VARIOUS SHIP CERTIFICATES AND DOCUMENTS

As a vessel, to be put into operation and maintain normal operations, it is subject to various requirements and constraints imposed by both international and domestic regulations. Whether from the perspective of operational legality or the vessel’s safe structural integrity and equipment configuration, all aspects must comply with the relevant laws and regulations and must hold valid certificates that meet the requirements of these laws and regulations.

Generally speaking, the certificates and documents that ships are required to hold can be broadly categorized into several types:
flag state government statutory certificates;
statutory technical certificates issued by classification societies, statutory records, plans, and technical documents, commercial and third-party documents;
inspection reports and port state documents.

Each type of certificate or document is backed by specific international or domestic laws and regulations.

This article lists all the certificates and documents required for ships.

DIRECTORY

I. FLAG STATE GOVERNMENT STATUTORY CERTIFICATES

1.Certificate of Registry

2.International Tonnage Certificate

3.Minimum Safety Manning Certificate

4.Crew Accommodation Certificate

5.Ship Station License

6.Document of Compliance (Copy)

7.Certificate of Insurance or Other Financial Security in Respect of Civil Liability for Oil Pollution Damage (CLC)

8.Vessel Certificate of Financial Responsibility (Water Pollution)

9.Deratting or Deratting Exemption Certificate

II. STATUTORY TECHNICAL CERTIFICATES ISSUED BY CLASSIFICATION SOCIETIES

10. Certificate of Classification

11. International Load Line Certificate (LL)

12. Cargo Ship Safety Construction Certificate (SC)

13. Cargo Ship Safety Radio Certificate (SR)

14. Cargo Ship Safety Equipment Certificate (SE)

15. International Oil Pollution Prevention Certificate (IOPP)

16. International Air Pollution Prevention Certificate (IAPP)

17. Sewage Pollution Prevention Certificate

18. Safety Management Certificate (SMC)

19. International Ship Security Certificate (ISSC)

20. Suez Canal Special Tonnage Certificate

21. Panama Canal Special Tonnage Certificate

22. Service Certificate for Inflatable Liferaft

23. Certificate of Compliance for the Carriage of Solid Cargoes

24. Document of Compliance - Special Requirement for Ship Carrying Dangerous Goods

25. Cargo Gear Equipment Certificate

III. STATUTORY RECORDS, PLANS, AND TECHNICAL DOCUMENTS

III-A. Statutory Plans

26. Shipboard Oil Pollution Emergency Plan (SOPEP)

27. Ship's Garbage Management Plan

28. Ships’ Ballast Water Management Plan

III-B. Statutory Record Books

29. Oil Record Book

30. Garbage Record Book

III-C. Technical Calibration Document

31. Magnetic Compass Deviation Table

IV. COMMERCIAL AND THIRD-PARTY DOCUMENTS

32. Hull Insurance Policy

33. P&I Certificate (Certificate of Membership in the Shipowners’ Mutual Insurance Association)

V. INSPECTION REPORTS AND PORT STATE DOCUMENTS

34. Port State Control Inspection Report

35. Flag State Inspection Report

I. FLAG STATE GOVERNMENT STATUTORY CERTIFICATES

The certificates in this category are issued directly by the competent authorities of the flag state government, relating to the ship's nationality, legal identity, manning, and radio licensing.

1. CERTIFICATE OF REGISTRY

The ship registration certificate, also known as the ship's nationality certificate, is issued by the government of the ship's flag state. The validity period of this certificate varies depending on the regulations of each flag state, generally ranging from five to ten years. In China, the certificate is valid for ten years, while some national and regional governments specify a validity period of five years—for example, the registration certificates issued by the Hong Kong government have a validity of five years.

After a vessel is built or purchased, her owner—the shipowner—must register her with the competent government authority of a particular country. By doing so, she obtains the nationality of the registering country, flies the flag of the registering country, and designates a port in that country as her port of registry. The competent authority of the registering country will then issue a ship registration certificate to the vessel.

It’s just like a person: after being born, one must first obtain nationality and then register in a particular place to acquire household registration. A ship’s registration certificate is essentially her household registration book. The port where a vessel is registered is known as her port of registry, and the country in which the registration is carried out is referred to as the flag state. A vessel is legally recognized only after she has been duly registered and obtained a certificate of registry.

There are basically two ways to register a vessel. One is to register her in the home country—for example, if a Chinese shipowner registers their vessel within China and flies the Chinese national flag, the port of registry is typically the location of the shipping company. The government authority responsible for Chinese vessel registration is the China Maritime Administration.

Another registration method involves the shipowner not registering the vessel within their own country, but rather registering her in a foreign country. In this case, she flies the flag of the country where she is registered and is subject to the laws of that registering country, while paying business tax to its government. When registering, the shipowner may register under a company name other than their own and then operate the vessel in practice under the name of the charterer or operator.

Ships registered in this manner have a special international designation known as "flag-of-convenience ships," also referred to as "flags of convenience" vessels. Ships registered in this manner generally serve two purposes: First, shipowners seek to evade their home country’s higher tax rates, as countries that accept such ship registrations generally impose lower tax rates. Second, shipowners may do this for certain political reasons—for example, if they cannot visit certain countries or regions while flying their own country’s flag due to those political considerations, they can instead fly the flag of another country and gain access. For instance, this is precisely the case with mainland China and Taiwan.

Additionally, some countries stipulate that ships registered in their home country are not permitted to hire crew members from other countries; however, ships registered in countries other than their home country are allowed to hire crew members from outside their home country. Currently, many countries accept ship registration under this system. The most prominent among them include Panama, Liberia, Cyprus, Malta, and Saint Vincent. Previously, Somalia was also a country with a relatively large number of registered vessels.

The specific contents of a ship's certificate of nationality vary from country to country, but they generally share common elements. The main contents typically include: the ship's name, her call sign, the International Maritime Organization (IMO) number, her nationality, the port of registry, the name and address of the shipowner, as well as her key technical parameters, such as gross tonnage, net tonnage, deadweight tonnage, ship length, width, and depth, the type of main engine, and the main engine's power rating.

2. INTERNATIONAL TONNAGE CERTIFICATE

This certificate, also known as the 69-tonnage certificate, is issued by the competent authority of the flag state government or by a ship inspection organization—such as a classification society—authorized by the competent authority to act on behalf of the flag state government.

This certificate is issued pursuant to the 1969 International Convention on the Measurement of Ships’ Tonnage, namely THE 1969 INTERNATIONAL SHIPPING TONNAGE MEASUREMENT CONVENTION—This Convention was adopted at the International Conference on Ship Tonnage Measurement, held from May 27 to June 23, 1969, in London, United Kingdom, by the International Maritime Organization (then known as the Inter-Governmental Maritime Consultative Organization).

It entered into force in 1982, and the Chinese government announced its recognition and accession in 1980. In this certificate, the gross tonnage of a vessel is used to measure its size, while the net tonnage serves as the basis for calculating operational cargo capacity and is also used as the basis for determining tax payments and port charges.

The ship's tonnage stated in this certificate is measured in terms of the vessel's volume; therefore, the tonnage indicated on the ship's tonnage certificate is referred to as "registered tonnage." The concept of the gross tonnage is based on 100 cubic feet per gross ton. The total tonnage indicated on the tonnage certificate is calculated by dividing the total volume of all enclosed spaces aboard a vessel by 100 cubic feet. The net tonnage of a vessel, on the other hand, refers to the volume of enclosed spaces included in the vessel’s gross tonnage that are used exclusively for carrying cargo. If there are no changes to the vessel’s specifications or the shipowner during the vessel’s period of use, this certificate shall be valid indefinitely and will not require any inspections or endorsements during that period.

3. MINIMUM SAFETY MANNING CERTIFICATE

This certificate is issued by the competent authority of the flag State government, based on the 1974 International Convention for the Safety of Life at Sea—the “1974 INTERNATIONAL CONVENTION FOR THE SAFETY OF LIFE AT SEA”—and its relevant amendments.

This certificate specifies the minimum crew complement required for each specific vessel with regard to personnel assigned to relevant positions. If the actual crew complement on board for any given position falls below the minimum number stipulated in the certificate, the vessel shall be considered unseaworthy and prohibited from setting sail. The validity period of this certificate varies depending on the regulations of each country’s government authority; some countries specify a validity period of two years, while others set it at five years. No annual inspection is required during the validity period.

4. CREW ACCOMMODATION CERTIFICATE

This certificate is inspected and issued by the government of the ship’s flag state or by a classification society—a ship inspection organization authorized by the government of the ship’s flag state—based on the relevant provisions of the International Labor Organization (ILO).

This certificate confirms that the crew accommodations, living conditions, and working environment of a specific vessel comply with the relevant provisions of the International Labour Organization. This certificate is valid for five years. Each year, it must undergo an annual inspection and be annually endorsed by a ship inspection agency. A special inspection is conducted once every five years, after which a new certificate is issued.

5. SHIP STATION LICENSE

The ship radio license is issued by the competent authority of the flag state government. The certificate lists the names and quantities of radio communication equipment installed on the ship’s radio station, as well as the bank account for paying the radio communication fees.

This license certifies the legality of the radio communication equipment installed on a particular vessel. The validity period of this license varies depending on the regulations of each country's competent government authority, and is generally divided into two types: short-term and long-term. The short-term license is valid for one year, while the long-term license is valid for five years.

6. DOCUMENT OF COMPLIANCE (COPY)

This certificate is also known as the "DOC" certificate. The basis for issuance is the International Convention for the Safety of Life at Sea, 1974—the ninth chapter newly added to the Annex of the 1994 Amendment to SOLAS 1974, as adopted by IMO Resolution A.741(18), namely, the International Ship Security Code. The “Rules for the Operation and Prevention of Pollution,” commonly referred to as the “International Safety Management Code” or the “ISM Code” (i.e., INTERNATIONAL SAFETY MANAGEMENT CODE).

The issuing authority for this certificate is either the competent authority of the flag State government or an organization recognized by the competent authority, or the government of another Contracting State that has accepted the request of the competent authority. The certificate is first reviewed and certified by the issuing authority, which determines that the shipping company has implemented management in accordance with the International Safety Management Code and meets the requirements of the Code, before issuing the certificate to the shipping company. One original copy of this certificate is kept by the competent authority of the shipping company, which is also responsible for conducting the annual audit and visa renewal each year. Each vessel holds a duplicate copy.

This certificate is valid for five years and undergoes annual review and visa renewal each year (conducted by the company). The annual visa renewal can be scheduled up to three months earlier or later than the original date. The vessel must hold a current copy of the DOC. The vessel’s Safety Management Certificate is valid only if the vessel holds a valid copy of the DOC.

7. CERTIFICATE OF INSURANCE OR OTHER FINANCIAL SECURITY IN RESPECT OF CIVIL LIABILITY FOR OIL POLLUTION DAMAGE (CLC)

There are two types of this certificate for different vessels; both certificates are essentially identical and are both referred to simply as CLC certificates. A certificate for fuel oil pollution damage caused by non-tanker vessels, referred to as: CERTIFICATE OF INSURANCE OR OTHER FINANCIAL SECURITY IN RESPECT OF CIVIL LIABILITY FOR BUNKER OIL POLLUTION DAMAGE. Another type of insurance covering oil pollution damage to cargo on tankers is called the CERTIFICATE OF INSURANCE OR OTHER FINANCIAL SECURITY IN RESPECT OF CIVIL LIABILITY FOR OIL POLLUTION DAMAGE.

This certificate is issued pursuant to the International Convention on Civil Liability for Oil Pollution Damage. Initially, it applied only to oil tankers; however, in recent years, as the convention’s rules have been continuously revised, new provisions have been added incrementally. Consequently, in addition to oil tankers, non-oil-tanker vessels are now also required to hold this certificate. This certificate is applied for by the shipping company to the local government’s maritime authority and is issued by the government’s maritime authority. This certificate indicates that a specific vessel has been insured against oil pollution by the shipping company or has provided other forms of guarantee.

8. VESSEL CERTIFICATE OF FINANCIAL RESPONSIBILITY (WATER POLLUTION)

This certificate is the U.S. government’s certificate of civil liability for oil pollution, and it is mandatory for vessels heading to the United States. It is obtained by the shipping company from the U.S. government.

The certificate is valid for three years. Vessels not planning to call at U.S. ports are exempt from obtaining this certificate. This certificate is equally valid in Canada and Panama.

9. DERATTING OR DERATTING EXEMPTION CERTIFICATE

The rat-control certificate and the exemption-from-rat-control certificate are two entirely different certificates, yet they serve the same purpose. A rodent-control certificate indicates that the vessel has undergone rodent-control measures, but it does not guarantee that there are no rats on board. Therefore, rodent-control measures must be carried out regularly and documented accordingly. In particular, a new certificate cannot be issued without first completing rodent-control procedures.

The certificate of exemption from rodent control indicates that there are no rats on board and therefore rodent control is not required. The vast majority of ships use a certificate of exemption from pre-eradication of rodents. This certificate is issued by the port health authority of any port in accordance with the relevant regulations of the International Health Organization.

It is valid for six months and cannot be extended. Now, according to the regulations of the International Health Organization, the former “Certificate for Rodent Control or Exemption from Pre-eradication” has been renamed the “Health Control Certificate,” with a validity period of one year. In addition to its original functions, this certificate now also includes the control of public health issues such as epidemic diseases. Still issued by the port health and quarantine authorities.

II. STATUTORY TECHNICAL CERTIFICATES ISSUED BY CLASSIFICATION SOCIETIES

10. CERTIFICATE OF CLASSIFICATION

The ship classification certificates—including the hull classification certificate and the machinery classification certificate—are issued by the classification society, the organization responsible for ship classification.

A ship’s classification indicates the level of technical condition it has achieved. The basis and standards for issuing ship classification certificates are the “Rules for Construction of Steel Ships.” The ship’s class certificate primarily refers to the hull, the materials used, the marking of load lines, the level of structural strength achieved, and the appropriate navigation areas for the vessel. After the ship is completed under the supervision of a classification society and passes the inspection conducted by that society, the society awards the vessel a specific class notation. The machinery classification certificate refers to a technical status indicator achieved by the machinery equipment in the engine room, including the main engine, generators, main switchboard, various pumps, and so forth.

The ship’s class certificate is valid for five years, and an annual survey is conducted each year, accompanied by an annual inspection endorsement on the certificate. A special inspection is conducted once every five years. Upon passing the special inspection, a new class certificate is issued, and the cycle repeats every five years.

11. INTERNATIONAL LOAD LINE CERTIFICATE (LL)

The ship's load line certificate is inspected and issued by the classification society—the organization responsible for classifying ships. This certificate is issued pursuant to the International Convention on Load Lines, 1966. The certificate specifies the load lines marked by the classification society for a particular vessel, indicating different seasonal conditions and varying densities of seawater outside the vessel, as well as the corresponding freeboard of the vessel. It also details the maximum permissible excess amount of freshwater that a specific vessel may take on when transitioning from seawater to fresh water.

The ship’s load line certificate is valid for five years. An annual survey is conducted each year, and the certificate is annually endorsed. Every five years, a special survey is carried out, and a new certificate is issued, thus starting a new cycle.

12. CARGO SHIP SAFETY CONSTRUCTION CERTIFICATE (SC)

The Ship Safety Construction Certificate is issued by a classification society—the organization responsible for classifying ships—following inspection and verification, based on the International Convention for the Safety of Life at Sea 1974 and its relevant amendments.

This certificate specifies the date when the ship’s keel was laid and the month and year of its construction. The certificate confirms that the ship’s structure and design comply with all relevant requirements of the International Convention for the Safety of Life at Sea and meet the applicable technical standards for maritime safety in terms of structure and construction. The certificate is valid for five years, and an annual survey is conducted each year to renew and endorse the certificate.

13. CARGO SHIP SAFETY RADIO CERTIFICATE (SR)

The ship’s radio certificate is issued by the classification society—the organization responsible for classifying ships—and is based on the relevant amendments to the International Convention for the Safety of Life at Sea, 1974. The certificate confirms that the radio equipment installed on the vessel complies with the relevant requirements of the International Convention for the Safety of Life at Sea, including that the equipment and technical functions required by the Global Maritime Distress and Rescue System meet the specified technical standards.

This certificate also includes Annex FORM—R. Annex FORM—R lists the quantity and relevant technical specifications of all radio communication and search-and-rescue equipment fitted on a specific vessel. The ship safety radio certificate—some classification societies stipulate a validity period of one year, requiring annual inspections and the issuance of a new certificate each year.

Other classification societies offer a five-year harmonized certificate with a validity period of five years; annual inspections are conducted each year, and the certificate is endorsed accordingly. A special inspection is carried out every five years, after which a new certificate is issued. The China Classification Society issues five-year harmonized certificates, which are valid for five years.

14. CARGO SHIP SAFETY EQUIPMENT CERTIFICATE (SE)

The Certificate of Safety Equipment for Ships is issued by a classification society—the organization responsible for classifying ships—and is based on the 1974 International Convention for the Safety of Life at Sea and its relevant amendments. The certificate indicates that the safety equipment fitted on the vessel complies with the relevant requirements of the International Convention for the Safety of Life at Sea. The safety equipment primarily includes fire-fighting and life-saving devices. This certificate also comes with an attachment—FORM-E—which serves as a supporting document for the certificate. In FORM-E, the names and quantities of fire-fighting and life-saving equipment required by the Convention for a specific vessel are listed. Meanwhile, the attachment also specifies the maximum number of passengers that the ship’s life-saving equipment can accommodate.
For passenger ships, this maximum passenger capacity includes both crew and passengers. Meanwhile, the maximum number of passengers indicated in the attachment is also the ship’s maximum authorized capacity. For cargo ships, the actual number of crew members on board should not exceed the prescribed crew capacity. For passenger ships, the total number of crew members and passengers on board must also not exceed the stated maximum capacity. Some classification societies stipulate that the validity period of a ship’s safety equipment certificate is two years, requiring an annual inspection and annual endorsement of the certificate each year.
Some classification societies stipulate that a harmonized certificate be issued, with a validity period of five years. Annual surveys must be conducted each year, and the certificate must be annually endorsed. A special survey is carried out once every five years, after which a new certificate is issued. The five-year harmonized certificate currently issued by the China Classification Society has a validity period of five years.

15. INTERNATIONAL OIL POLLUTION PREVENTION CERTIFICATE (IOPP)

The International Oil Pollution Prevention Certificate is issued by a classification society—the organization responsible for classifying ships—following an inspection. The basis for issuance is the “International Convention for the Prevention of Pollution from Ships, 1973, as amended by the 1978 Protocol,” commonly known as MARPOL 73/78, together with its relevant amendments.

This certificate indicates that a specific vessel has been equipped and installed with the relevant oil pollution prevention equipment in compliance with the requirements of the Convention and has met the technical standards stipulated by the Convention. The supporting document for this certificate is Annex FORM-A to this certificate. In FORM-A, the names, quantities, and technical specifications of anti-pollution equipment installed on a specific vessel are listed, including oil-water separators, 15 ppm alarm devices, incinerators, oily bilge tanks, and sewage tanks, among others. This certificate is valid for five years. An annual inspection and an annual inspection visa will be conducted each year, and a special inspection will be carried out once every five years, after which a new certificate will be issued.

16. INTERNATIONAL AIR POLLUTION PREVENTION CERTIFICATE (IAPP)

The International Air Pollution Prevention Certificate for Ships is issued by the classification society—the organization responsible for classifying ships—and is a new international ship certificate that came into effect on May 19, 2005. The certificate is issued pursuant to Annex VI of the International Convention for the Prevention of Pollution from Ships, 1973, as amended by the 1978 Protocol—commonly known as MARPOL 73/78—the so-called “97 Protocol on the Prevention of Air Pollution from Ships.”

This certificate indicates that a specific vessel has effectively controlled equipment that contributes to ozone depletion and the sulfur content in fuel oil, in accordance with the requirements of the Regulations, thereby meeting the emission standards stipulated by the Regulations. This certificate is valid for five years, with an annual inspection and annual visa required each year. A special inspection and reissuance of a new certificate are conducted every five years.

17. SEWAGE POLLUTION PREVENTION CERTIFICATE

This certificate is issued by the classification society—the organization responsible for classifying ships. The issuance is based on the requirements of the International Convention for the Prevention of Pollution from Ships, 1973, as amended by the 1978 Protocol—commonly known as MARPOL 73/78—and its relevant amendments.

The certificate specifies the types of domestic wastewater treatment equipment, including the performance, capacity, and various technical specifications of equipment such as fecal tanks and wastewater treatment units. The certificate is valid for five years. An annual inspection and annual visa of the certificate are conducted each year, and a special inspection is carried out every five years to issue a new certificate.

18. SAFETY MANAGEMENT CERTIFICATE (SMC)

This certificate is consistent with and complementary to the company’s DOC certificate, and the basis for its issuance is exactly the same. This certificate is issued by the issuing authority to the vessel only after the shipping company has obtained the DOC certificate and the issuing authority has reviewed and certified that the vessel complies with the International Safety Management Code. It serves as proof that the vessel is operating an effective safety management system in accordance with the requirements of the International Safety Management Code.

This certificate is valid for five years. Within 2 to 3 years after obtaining the certificate, the issuing authority will conduct an interim review—known as an “external audit”—and affix a visa to the certificate. Although the “external audit” is not required annually, the company must conduct an internal audit—known as the “internal audit”—every year. This certificate is valid only when holding a copy of the shipping company’s “DOC” at the same time.

19. INTERNATIONAL SHIP SECURITY CERTIFICATE (ISSC)

The International Ship Security Certificate, together with the Ship’s Continuous Synopsis Record, is a new certificate that took effect on July 1, 2004. This certificate is issued, assessed, and certified by a certification body authorized by the flag state government on behalf of the flag state government. This certificate is issued pursuant to the International Code for the Security of Ships and of Port Facilities, which came into effect on July 1, 2004, abbreviated as the ISPS Code. Following the events of September 11, 2001, in December 2002, the International Maritime Organization convened a conference in London and adopted the “International Ship and Port Facility Security Code,” which was added as a new chapter—Chapter XI-I—to the “1974 International Convention for the Safety of Life at Sea.” At the same time, relevant amendments were made to the existing content of Chapter XI-2. These amendments stipulate that ships must hold an “International Ship Security Certificate” required by the ISPS Code, as well as a “Ship’s Continuous Synopsis Record” serving as a historical record of the vessel, along with associated ship identification and security alarm system equipment. The amendments officially took effect on July 1, 2004.

This certificate is valid for five years. During the period of two and a half to three years, the certification body will conduct an interim audit and revalidate the certificate. Every five years, a renewal audit will be performed, and a new certificate will be issued. Like the "Ship Safety Management Certificate," the shipping company shall conduct an internal audit once each year over a five-year period. The ship’s continuous synopsis record serves as a historical record of the vessel, documenting its ownership, name changes, and flag changes throughout its operational life.

20. CARGO GEAR CERTIFICATE

Also known as the Cargo Gear Register or Cargo Handling Gear Certificate. This certificate is issued by the classification society or an authorized surveyor. It details the safe working load (SWL) and testing records of all cargo handling equipment on board, such as cranes, derricks, winches, and wire ropes. It is essential for proving that the ship's lifting appliances are safe for cargo operations. The certificate is typically valid for five years, subject to annual inspections and thorough examinations every four years.

21. SOLID BULK CARGO CERTIFICATE

Often referred to as the Document of Compliance for the Carriage of Solid Bulk Cargoes. This certificate is issued to ships carrying solid bulk cargoes (other than grain) to ensure they comply with the International Maritime Solid Bulk Cargoes (IMSBC) Code. It certifies that the ship's structure and equipment are suitable for the specific types of solid bulk cargoes it intends to carry.

22. DANGEROUS GOODS CERTIFICATE

Also known as the Document of Compliance for the Carriage of Dangerous Goods. This certificate is issued pursuant to the SOLAS Convention and the IMDG Code (International Maritime Dangerous Goods Code). It certifies that the ship's construction, equipment, and fittings comply with the requirements for the carriage of dangerous goods in packaged form. It lists the specific classes of dangerous goods the ship is authorized to carry.

23. SUEZ CANAL TONNAGE CERTIFICATE

This is a special tonnage certificate issued specifically for the purpose of calculating tolls for transit through the Suez Canal. It is based on the Suez Canal Authority's specific rules for tonnage measurement, which differ from the International Tonnage Certificate (1969). The certificate is generally valid permanently unless the ship undergoes structural changes that affect its tonnage.

24. PANAMA CANAL TONNAGE CERTIFICATE

Similar to the Suez Canal certificate, this document is issued for the calculation of tolls for transit through the Panama Canal. It is based on the Panama Canal Authority's (ACP) tonnage measurement rules. It states the Net Ton/PCUMS (Panama Canal Universal Measurement System) and is required for any vessel intending to transit the canal.

25. INFLATABLE LIFERAFT SERVICE CERTIFICATE

This certificate is issued by an authorized service station after the annual servicing and inspection of the ship's inflatable liferafts. It confirms that the liferafts, including their hydrostatic release units (HRU) and float-free arrangements, have been serviced, repaired, and tested in accordance with the manufacturer's instructions and SOLAS requirements. It is valid for one year.

III. STATUTORY RECORDS, PLANS, AND TECHNICAL DOCUMENTS

III-A. Statutory Plans

26. SHIPBOARD OIL POLLUTION EMERGENCY PLAN (SOPEP)

This is not a certificate but a mandatory operational manual required by MARPOL 73/78. It provides the master and officers with a step-by-step guide on how to respond to an oil pollution incident. It includes procedures for reporting an oil spill, lists of coastal state contacts, and detailed actions to take to mitigate pollution.

27. GARBAGE MANAGEMENT PLAN

Required by MARPOL Annex V, this plan provides written procedures for minimizing, collecting, storing, processing, and disposing of garbage generated on board. It also designates the person in charge of carrying out the plan. Every ship of 100 gross tonnage and above, and every ship certified to carry 15 persons or more, must carry this plan.

28. BALLAST WATER MANAGEMENT PLAN

This plan is required under the International Convention for the Control and Management of Ships' Ballast Water and Sediments. It details the specific safety procedures for the ship regarding the management of ballast water and sediments to prevent the spread of harmful aquatic organisms and pathogens. It includes the methods of ballast water exchange or treatment used by the vessel.

III-B. Statutory Record Books

29. OIL RECORD BOOK

A mandatory statutory record required by MARPOL Annex I. It must be kept on board to record all machinery space operations (Part I) and, for oil tankers, cargo/ballast operations (Part II) involving oil. Entries must be made without delay for each operation, such as bunkering, discharge of oily water, or sludge disposal, and must be signed by the officer in charge and the master.

30. GARBAGE RECORD BOOK

Required by MARPOL Annex V for ships of 400 gross tonnage and above, or certified to carry 15 persons or more, and for fixed or floating platforms. It records every discharge operation into the sea, to reception facilities, or by incineration, as well as accidental loss of garbage. Each entry must be signed by the officer in charge and the master.

III-C. Technical Calibration Document

31. MAGNETIC COMPASS DEVIATION TABLE

This is a technical document recording the deviation errors of the ship's magnetic compass at various headings. It is prepared after a compass adjustment (swinging the ship) is performed by a qualified compass adjuster. It allows the navigators to correct the magnetic compass readings to obtain true headings.

IV. COMMERCIAL AND THIRD-PARTY DOCUMENTS

32. PROTECTION AND INDEMNITY CLUB CERTIFICATE (P&I)

This is the certificate of entry issued by a Protection and Indemnity (P&I) Club. It serves as proof that the shipowner has entered the vessel into the Club for insurance coverage against third-party liabilities (such as crew injury, cargo damage, collision liability, and pollution) that are not covered by the hull and machinery underwriters.

33. HULL INSURANCE POLICY

While often kept in the company office, a copy or evidence of the Hull and Machinery (H&M) insurance policy is often required on board. It covers physical damage to the ship's hull, machinery, and equipment caused by perils of the sea, fire, explosion, etc.

V. INSPECTION REPORTS AND PORT STATE DOCUMENTS

34. PORT STATE CONTROL INSPECTION REPORT

This is the official report (often Form A and Form B) issued by the Port State Control (PSC) officer after inspecting the vessel in a foreign port. It records any deficiencies found during the inspection and the actions taken (e.g., detained, repaired before departure, or rectified within a specific timeframe).

35. FLAG STATE INSPECTION REPORT

This is the report generated following an inspection conducted by the Flag State administration or its recognized organization (RO). It verifies that the ship complies with national and international regulations. It details findings, observations, and any non-conformities that the shipowner must address to maintain the vessel's statutory compliance.

The above-mentioned certificate is merely a general ship certificate. For different types of vessels, there are also vessel certificates specific to each type—for example, tankers, passenger ships, and so forth.

In addition to the legally required certificates mentioned above, ships must also hold specialized technical certificates for various types of equipment.

With the continuous development of the shipping industry, the introduction of new regulations, and the enactment and implementation of new amendments to existing conventions and rules, an increasing number of statutory certificates and technical certificates will come into effect.