A PSC inspection checklist is only useful if it reflects what PSCOs actually look for — not what the conventions say on paper, but what gets cited, what gets detained, and what experienced inspectors go straight to the moment they board. After years at sea and ashore overseeing PSC preparation across multiple vessel types and MOU regions, I have seen the same gaps appear again and again. This checklist is built from that experience.
Use this before every port call in a high-risk MOU region. Not as an email to the vessel asking if everything is fine — as a physical verification process with evidence. A checklist reply is not preparation. Evidence is preparation.
This checklist covers the eight areas PSCOs examine in every standard inspection: fire safety, lifesaving appliances, ISM, certificates, MLC, MARPOL, navigation and radio, and machinery. Work through each section before the PSCO boards — not after.
1. Fire Safety Checklist
Fire safety tops the deficiency list globally every single year. PSCOs go straight to the fire station, and they do not just look — they test. Every item below needs physical verification, not a maintenance record check.
Fire Safety — What to Check
- All portable fire extinguishers — pressure gauge in the green, inspection tag current, no physical damage
- Fixed CO2 system — pilot cylinder weight verified against nameplate, all cylinders accounted for, release mechanism operable
- Fixed fire detection system — no faults on the panel, all detectors tested within the required period, alarm sounders functional
- Fire dampers — all operable from outside the space, indicator positions correct, no seized actuators
- Fire pumps — emergency fire pump tested, pressure tested to required capacity, fuel topped up
- International shore connection — available, correct dimensions, gasket in good condition
- Fire control plan — up to date, posted in a weathertight enclosure outside the deckhouse, translated copies on board if required
- Fire hoses and nozzles — all in good condition, no cracks or perished rubber, nozzles present and matched to hose
- Foam system (if fitted) — foam concentrate level checked, system operational, last inspection date current
- Fireman's outfits — two complete sets on board, all components present, SCBA cylinders charged
PSCOs will physically pull damper handles, start fire pumps, and check CO2 cylinder weights. A maintenance record that says "serviced" means nothing if the equipment does not perform when tested. Walk through every item physically before arrival.
2. Lifesaving Appliances (LSA) Checklist
LSA deficiencies are the fastest route to detention. A single expired EPIRB battery combined with an overdue liferaft service is enough to keep a vessel in port. The reason these deficiencies keep happening is simple — expiry dates creep up quietly during busy operations. Build a spreadsheet with every LSA item and its expiry date and review it monthly without fail.
LSA — What to Check
- Lifeboats — on-load release mechanism serviced per manufacturer schedule, falls and wire end-for-end or replaced within required period, engine started and run, fuel tank full
- Rescue boat — painter attached, engine operational, rescue boat equipment complete and serviceable
- Liferaft hydrostatic releases — service date within 12 months for every raft on board, weak link present and in good condition
- EPIRB — battery expiry date valid, MMSI registered to current vessel and owner, self-test completed and recorded, hydrostatic release in date
- SART — battery expiry date valid, self-test completed
- Immersion suits — one per crew member plus spares as required, all zips operating freely, no cracks in seals or material, size marked
- Lifebuoys — correct number on each side of vessel, lights functional, smoke signals in date, grab lines attached and in good condition
- Line-throwing appliance — projectile and lines present, expiry date valid
- Muster list — updated after last crew change, posted at muster stations, in language crew understand
- Abandon ship drill records — monthly intervals maintained, full crew list on each record, Master signed
3. ISM and Safety Management Checklist
An ISM deficiency changes the entire inspection. When a PSCO finds evidence that the safety management system is not functioning — drills not done, crew who cannot answer basic emergency questions, near-miss reports that have never been filed — he starts looking at everything else differently. ISM findings escalate inspections.
ISM — What to Check
- Safety Management Certificate (SMC) — valid, original on board, no conditions attached that have not been actioned
- Document of Compliance (DOC) — copy on board, covers vessel type, valid
- Monthly fire and abandon ship drills — conducted at required intervals, records show all crew names and station assignments, Master signed
- Near-miss and accident reports — filed and closed out, corrective actions documented. Zero near-miss reports over 12 months is a finding in itself
- SMS manuals — current revision on board, amendments distributed and signed for, no references to equipment or procedures no longer applicable
- Shipboard familiarisation records — for every crew member who joined in the last three months
- Crew emergency assignment knowledge — ask the officer of the watch and a rating their muster station and emergency duties. They must be able to answer without hesitation
- Open deficiency items from previous PSC inspection — each one closed out with physical evidence, not just a written response
- Risk assessments — in place for non-routine operations, signed by Master or responsible officer
- Internal audits — completed on schedule, findings closed out
The single most damaging ISM finding is crew who cannot describe their emergency duties. Before any port arrival in a Paris or Tokyo MOU port, brief the officer of the watch and at least two ratings. A PSCO asking a simple question and getting a blank look will change the direction of the entire inspection.
4. Certificates and Documentation Checklist
Certificate deficiencies are entirely preventable. Every expiry date is known in advance. There is no excuse for a PSCO to find an expired SMC, a Certificate of Class that lapsed last month, or an officer whose CoC does not match the vessel type. These findings damage your vetting record and generate detention risk for something that costs nothing to manage correctly.
Statutory Certificates — What to Check
- Safety Management Certificate (SMC) — valid, original on board
- Safety Construction Certificate — valid, original on board
- Safety Equipment Certificate — valid, original on board
- Safety Radio Certificate — valid, original on board
- Load Line Certificate — valid, original on board, current load line marks visible on hull
- IOPP Certificate (Annex I) — valid, ORB up to date and signed
- IEE Certificate (Annex VI) — valid, copies of bunker delivery notes on board
- ISSC (ISPS) — valid, Ship Security Plan on board, last drill recorded
- MLC Maritime Labour Certificate — valid, DMLC Part I and II on board
- Certificate of Class — survey status not more than 7 days prior to the inspection date
Crew Certificates — What to Check
- Master — CoC valid, appropriate for vessel type and tonnage, STCW endorsement current
- Chief Officer, 2nd Officer, 3rd Officer — CoC valid, STCW endorsements current
- Chief Engineer, 2nd Engineer — CoC valid, STCW endorsements current, appropriate for vessel propulsion power
- All officers — Advanced fire fighting certificate valid
- All officers — Medical first aid or medical care certificate valid as required by STCW
- GMDSS operator — GOC or ROC certificate held by designated radio operator
- ECDIS type-specific training — certificate on board for every officer using the fitted ECDIS model
- Medical certificates — valid for all crew, not expired during voyage
- Watch ratings — Able Seaman or Efficient Deck Hand certificates as applicable
- Dispensations — original letter on board if any officer is serving on dispensation, flag state issued
5. MLC Working and Living Conditions Checklist
MLC enforcement has changed significantly in recent years. Paris MOU and Tokyo MOU PSCOs now check MLC as standard in every inspection. The areas that get cited most are not the complex ones — they are the basics that companies fail to keep current between crew changes.
MLC — What to Check
- Maritime Labour Certificate — valid, DMLC Part I and II on board and accessible
- Seafarer Employment Agreements — on board for every crew member, signed, covering the current voyage
- Wage records — crew paid to date, wage account statements available
- Rest hour records — last three months reviewed, no systematic violations, no alteration or correction fluid visible on records
- Complaint procedure — posted in crew accommodation in a language the crew understands, not hidden behind a door or in a folder
- Potable water — records of testing and disinfection after last bunkering, samples tested within required period
- Food and catering — adequate provisions on board, galley in clean condition, refrigeration temperatures recorded
- Crew accommodation — no excessive noise or vibration complaints unaddressed, heating and ventilation operational, sanitary facilities clean and functioning
- Medical supplies — medicine chest stocked as per flag state requirements, medical guide on board
- Repatriation — crew informed of repatriation rights, records available
Rest hour record alterations are a serious finding. Even a single line corrected with correction fluid will trigger deeper scrutiny of the entire record set. If an error needs correcting, cross it out with a single line, initial it, and write the correct entry alongside. Never use correction fluid on rest hour records.
6. MARPOL and Pollution Prevention Checklist
MARPOL deficiencies carry some of the most serious consequences in PSC — particularly in USCG ports where a falsified Oil Record Book can trigger a criminal investigation. The checks below are what PSCOs look for in a standard inspection. In the US, expect a far more detailed examination.
MARPOL — What to Check
- Oil Record Book Part I — all entries complete, no blank lines, no unclosed machinery space bilge water transfers, Master signed for each page
- Oily water separator — operational, 15ppm alarm functional, automatic stopping device working, ODMCS operational and sealed
- Bilge wells — no excessive accumulation of oily water, no evidence of bypassing OWS
- Sewage system — sewage treatment plant operational or holding tank with adequate capacity for the voyage
- Garbage Management Plan — on board, current, signed by Master
- Garbage Record Book — entries complete, all garbage categories accounted for
- Bunker Delivery Notes — on board for the last three years minimum
- Sulphur content compliance — BDNs show compliant fuel for the zones entered, or scrubber fitted and operational with washwater records
- Air pollution — IAPP Certificate valid, EIAPP Certificate for each engine, Technical File on board
- Cargo hold bilge records (bulk carriers) — entries made and signed, no unexplained discharges
7. Navigation and Radio Checklist
Navigation deficiencies increased significantly after ECDIS became mandatory. The most common finding is officers with ECDIS on board but without type-specific training for that exact model. A generic ECDIS course does not satisfy the requirement. The officer must hold a certificate for the specific ECDIS model fitted on the vessel.
Navigation — What to Check
- ECDIS type-specific training — certificate on board for the exact model fitted, for every officer standing a navigational watch
- Charts or ECDIS — if paper charts carried, all corrections applied up to the latest Notice to Mariners; if ECDIS primary, cell licences valid and updated
- Passage plan — current voyage passage plan completed, filed, and signed by Master
- Compass adjustment record — deviation card current, last adjustment within required period
- Bridge equipment — radar operational, AIS transmitting correctly with correct vessel data, echo sounder operational
- VDR or S-VDR — operational, annual performance test certificate current
- GMDSS equipment — DSC controller programmed with correct MMSI, all equipment on battery backup tested, logbook entries current
- NAVTEX — operational and receiving, appropriate stations selected for the area
- Bridge watch — COLREGS knowledge of watchkeeping officers, lookout maintained
- Pilot boarding arrangements — pilot ladder in good condition, no broken steps, proper securing arrangement
8. Machinery Space Checklist
Machinery space deficiencies are often visible from the moment a PSCO steps through the watertight door. Oil leaks, excessive bilge water, alarms that have been disabled — these set the tone for the entire inspection. A clean, well-maintained engine room signals a well-run vessel.
Machinery — What to Check
- Oily water separator — as covered under MARPOL above; PSCOs check this in the engine room as well
- Bilge high-level alarms — all bilge well alarms tested and operational, no alarm inhibited or bypassed
- Emergency generator — started on load within required period, test recorded in log, fuel tank full
- Steering gear — emergency steering drill conducted within the required period, record in log with all participants named
- Main engine — no open defects on critical machinery, PMS jobs not overdue on essential equipment
- Oil leaks — no significant leaks onto hot surfaces, drip trays in place under fuel equipment
- Fixed fire suppression system (engine room) — CO2 or equivalent system operational, release mechanism accessible, safety pins removed and accounted for
- Engine room log — entries complete and signed, no unexplained gaps
- Bilge water — level in all bilge wells appropriate, no evidence of accumulation that suggests the OWS is being bypassed
- Engineer's duty watchkeeping — UMS vessels — dead man alarm operational and tested, engineer response within required time
Before Arrival — The Superintendent's Responsibility
The checklist above is the vessel's responsibility to work through physically before port arrival. The superintendent's job is to verify it — not by email, but by requesting evidence. Photos of CO2 cylinder weights. The EPIRB self-test record. The liferaft service certificates. The drill record signed by the Master with all crew names.
If your process relies on the vessel replying "all in order" to a checklist email, you do not have a preparation process. You have a false sense of security. The superintendent who consistently brings vessels through PSC inspections clean is the one looking at actual deficiency data from the vessel and following up on every open item until it is physically closed.
- Pull the last PSC deficiency report — every item cited must be physically rectified and evidenced before the next inspection. This is what the PSCO checks first
- Request expiry date evidence for all LSA items — EPIRB battery, liferaft releases, lifeboat falls. If anything expires within 90 days, arrange service now
- Request certificate copies for all crew — check CoC validity, vessel type endorsement, STCW certificates, and ECDIS type-specific training
- Confirm drill records are current — monthly fire and abandon ship drills, full crew participation, Master signed
- Review rest hour records — last three months, look for patterns, no alterations
The vessel that walks through a PSC inspection with zero deficiencies is not lucky. It has a superintendent who treats preparation as a verification process, not a communication process. Evidence, not email replies.
Frequently Asked Questions
A standard PSC inspection typically takes two to four hours on a vessel with no significant deficiencies. If the PSCO finds issues in the initial walkthrough, the inspection can extend considerably. Expanded inspections — triggered by a poor PSC history, a recent detention, or the vessel's risk profile — can take a full working day.
Yes. PSCOs are not required to give advance notice of an inspection. They typically board shortly after the vessel arrives in port or during cargo operations. Some MOU regions publish targeted vessel lists, and a vessel with a poor risk score will generally be inspected within the first few hours of arrival.
A standard inspection covers the visible areas — fire safety, LSA, certificates, and crew competency. An expanded inspection goes deeper into machinery spaces, cargo equipment, pollution prevention systems, and a full review of certificates and records. Expanded inspections are triggered by the vessel's risk profile, a recent detention, a serious deficiency during the initial check, or being an older vessel in a high-enforcement MOU region.
There is no fixed number. A single detainable deficiency — an inoperable lifeboat, a fire pump that cannot reach pressure, an ISM breakdown — is enough. Multiple minor deficiencies that together paint a picture of a poorly maintained vessel can also lead to detention. The PSCO exercises professional judgment. Repeat deficiencies from a prior inspection are treated very seriously.
Yes. Paris MOU and Tokyo MOU both use risk-based targeting models. Vessels with a clean PSC record, no detentions, and operating under a quality flag receive a lower risk score and are inspected less frequently. Conversely, a detention or a pattern of deficiencies raises your risk score and increases the probability of inspection at every subsequent port call for a defined period.
Both, with different roles. The Master is responsible for the physical condition of the vessel and ensuring the crew are prepared. The superintendent is responsible for monitoring, verifying, and ensuring nothing slips through between inspections. A checklist sent to the vessel is not verification. The superintendent must request physical evidence — photographs, service certificates, signed records — not email confirmations.