Ship Inspections and Audits: How to Prepare, Execute and Stay Compliant

My name is Davide Ramponi, I’m 20 years old and currently training as a shipping agent in Hamburg. On my blog, I take you with me on my journey into the fascinating world of shipping. I share what I learn, what I experience, and how I grow as I work toward becoming an expert in the field of Sale and Purchase – the trade with ships.

From the engine room to the bridge, a ship is a highly regulated environment. And one thing is certain: at some point—usually at multiple points—your vessel will be inspected or audited. Whether it's a Port State Control (PSC) inspection, a Flag State Control (FSC) visit, or a classification society survey, these assessments are more than just a regulatory formality. They are critical moments that determine a ship’s ability to trade, operate safely, and retain its value.

But here’s the good news: inspections don’t have to be stressful—if you’re prepared.

In this post, I’ll walk you through the different types of ship inspections and audits, how to prepare for them, what deficiencies inspectors often find, and why internal audits are essential for compliance. You’ll also find practical tips to help crew and management handle inspections confidently and efficiently.

The Three Main Types of Ship Inspections

Let’s start by understanding the key types of inspections that every commercial vessel will face during its operational life.

⚓ 1. Port State Control (PSC) Inspections

PSC inspections are conducted by authorities in the port state where the ship is calling. Their goal is to verify compliance with international conventions such as SOLAS, MARPOL, MLC, and ISM.

📋 Key focus areas:

• Certificates and documentation

• Fire safety, life-saving appliances

• Structural integrity

• Crew welfare and working/rest hours

• Pollution prevention systems

🔍 Random or risk-based: Ships with a poor inspection history, older age, or flagged under high-risk registries are more likely to be targeted.

⛔ Serious deficiencies can lead to:

• Detention

• Fines

• Charterer loss

🏳️ 2. Flag State Control (FSC) Inspections

These are inspections carried out by the flag state (i.e. the country in which the ship is registered) to ensure vessels comply with national and international laws.

🔎 Includes checks on:

• Certification and documentation

• Condition of the ship

• Crew qualifications and manning levels

📌 Note: Some flag states delegate this to Recognised Organisations (ROs), such as classification societies.

🏗️ 3. **Class Inspections and Surveys**

Classification societies (e.g., DNV, ABS, BV, LR) conduct regular surveys to ensure the ship remains compliant with class rules, which relate to design, construction, and maintenance.

🛠️ Survey types:

• Annual surveys

• Intermediate surveys

• Special (5-year) surveys

• Dry-docking inspections

• Continuous survey of machinery (CSM)

📋 Consequences of non-compliance:

• Loss of class

• Loss of insurance cover

• Ineligibility for charter

How to Prepare for Ship Inspections

Preparation is key to passing any inspection smoothly. Here's how to get your vessel and crew ready.

🧾 1. Documentation and Certificates

Ensure all certificates are:

• Valid and up to date

• Properly filed (digital and/or physical)

• Consistently logged in management systems

  
  

📌 Common documents requested:

• ISM & ISPS certificates

• Safety Management Certificate (SMC)

• Crew training and medical certificates

• Oil Record Book (ORB), Garbage Record Book

• MARPOL Annex VI compliance docs

💡 Tip: Use a checklist system to track expiry dates and survey schedules.

🧍‍♂️ 2. Crew Awareness and Training

Inspectors often speak directly with crew to assess their:

• Familiarity with emergency procedures

• Understanding of the Safety Management System (SMS)

• Ability to demonstrate drills (fire, abandon ship, man overboard)

📋 Best practices:

• Conduct monthly onboard drills

• Hold regular toolbox meetings

• Practice inspection Q&A sessions

🔧 3. Physical Condition of the Vessel

Maintain:

• Clean, well-lit, and hazard-free areas

• Clearly marked escape routes and safety signs

• Operational fire extinguishers, alarms, and lifeboats

• Watertight integrity of doors and hatches

💡 Smart move: Conduct your own “mock inspection” every few months using the same forms PSC uses.

Common Deficiencies—and How to Avoid Them

Understanding what inspectors usually find helps you avoid repeat mistakes.

⚠️ Frequent PSC Deficiencies:

• Fire doors not closing properly

• Faulty lifeboat engines

• Oil leaks in engine room

• Incomplete records (e.g., ORB entries missing signatures)

• Expired crew medical certificates

• Missing or incorrect MARPOL placards

🔄 How to Avoid Them:

• Perform weekly checks of safety-critical systems

• Appoint a compliance officer onboard

• Use a deficiency tracker and log near-misses

• Stay updated with the latest PSC trends (check Paris MOU/USCG bulletins)

🧠 Insight: Often, it’s not that the equipment has failed—it’s that nobody noticed or logged it.

The Role of Internal Audits in Compliance

Inspections may be external, but internal audits are your first line of defence.

📌 What is an internal audit?

An internal audit reviews your ship’s compliance with ISM, ISPS, MLC, and company policies—usually carried out by a designated person from the company or a third-party consultant.

🧠 Why it matters:

• Detects issues before an external inspector does

• Keeps the crew in a continuous compliance mindset

• Prepares ships for DOC, SMC, and ISSC renewals

• Helps identify systemic failures across the fleet

📋 What to include in internal audits:

• Documentation check

• Safety drills and crew knowledge assessment

• Physical walk-through of safety and security areas

• Environmental compliance records (e.g., bunker samples, garbage logs)

💡 Pro tip: Don’t treat audits as blame games. Use them as training opportunities and improvement tools.

Tips for Smooth Inspection Handling

Even with perfect preparation, the way you handle the inspection itself matters just as much.

✅ 1. Designate a Point of Contact

One officer—usually the Chief Mate or Master—should handle communication with the inspector. Avoid multiple people giving conflicting answers.

✅ 2. Stay Calm and Transparent

If a minor issue is found:

• Acknowledge it

• Explain planned corrective actions

• Avoid defensiveness

✅ 3. Escort the Inspector at All Times

Not just for security, but to answer questions in real-time and prevent misinterpretations.

✅ 4. Document the Inspection

Take note of all comments, even informal ones. These can guide your next round of improvements.

✅ 5. Debrief After the Visit

Discuss with the entire crew:

• What went well

• What could improve

• Any follow-up actions required

🧠 Why it works: Builds awareness and engagement across all departments.

Real-World Examples: Inspections Done Right

✅ Case 1: Flag State Pass with No Remarks

A 2008-built Supramax bulk carrier passed its FSC with zero deficiencies. How?

• The crew had conducted a mock drill the day before.

• An Excel-based certificate tracker flagged expiring documents two weeks in advance.

• A junior officer presented MARPOL records with pride—impressing the inspector with his engagement.

✅ Case 2: PSC Detention Avoided by Internal Audit

An internal ISM audit uncovered a lifeboat davit oil leak days before a PSC inspection. Repairs were made just in time. The ship passed the inspection and stayed on charter—avoiding an estimated $60,000 in lost earnings.

✅ Case 3: Successful Class Renewal Survey

A 15-year-old oil tanker scheduled all major steel repairs and surveys into a single dry-dock period, informed the class surveyor early, and assigned one superintendent to coordinate works. Result: Class renewed, no delays, and cost came in under budget.

Conclusion: Be Inspection-Ready, Always

Ship inspections are not just bureaucratic hurdles—they’re vital checkpoints that ensure your vessel, crew, cargo, and environment remain protected. And in a competitive market, a clean inspection record is also a business advantage.

⚓ Know the inspection types—PSC, FSC, and class surveys.

📋 Prepare documentation, systems, and crew in advance.

🧠 Use internal audits to stay ahead of compliance issues.

✅ Handle inspections with professionalism and clear communication.

📈 A well-prepared ship is not only safer—it’s more profitable.

Have you ever gone through a tough inspection—or passed one with flying colours? What helped most?

Share your insights and questions in the comments—I look forward to hearing your stories!

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