🛢️ Vetting Inspections in Shipping: How to Pass and Stay Commercially Competitive

My name is Davide Ramponi, I’m 21 years old and currently training as a shipping agent in Hamburg. On my blog, I take you with me on my journey into the exciting world of shipping. I share my knowledge, my experiences, and my progress on the way to becoming an expert in the field of Sale and Purchase – the trade with ships.

When we talk about compliance in shipping, we often think of international regulations, flag state audits, and port state control. But there’s another type of inspection—quieter, more commercial, and just as powerful: vetting inspections.

Used mainly by oil majors, commodity traders, and large charterers, vetting inspections don’t just assess safety—they determine whether your ship gets business or gets passed over. In short, they can make or break your vessel’s commercial viability.

🔍 In this post, I’ll walk you through:

• 🎯 The purpose of vetting inspections by oil majors and charterers

• ⚓ How vetting differs from port state control (PSC) inspections

• 🧯 Common areas of failure—and why they matter

• 📋 How to prepare your vessel and crew for a successful vetting

• 📈 The direct link between vetting performance and commercial contracts

Let’s unpack how vetting inspections work—and why they’re one of the most important (yet under-discussed) tools in today’s competitive shipping market.

🛢️ What Is Vetting—and Why Do Oil Majors Do It?

Vetting inspections are part of a commercial due diligence process—primarily used by oil companies, chemical majors, and top-tier charterers—to determine whether a vessel meets their internal safety, environmental, and operational standards.

These inspections are not legal requirements. They are voluntary, buyer-driven audits that help protect reputations, reduce incident risk, and ensure consistent quality across chartered fleets.

👥 Who Conducts Vetting?

• Oil majors (e.g., Shell, BP, ExxonMobil)

• Commodity traders (e.g., Vitol, Trafigura)

• Specialized platforms (e.g., SIRE, CDI, RightShip)

• Terminal operators and joint ventures

Their goal?

To protect people, product, and reputation. A single incident—an oil spill, a fire, a tank contamination—can cause millions in losses and brand damage. So these companies use vetting to minimize that risk.

🧾 The Vetting Decision Process

The inspection is just the first step. Afterward, vetting departments assess:

• The inspector’s findings

• Past vetting performance

• PSC history, class records, casualty data

• Flag and owner reputation

💡 Outcome? Either:

• 🟢 Accepted for charter

• 🔴 Rejected, sometimes without specific reasons

⚓ Vetting vs. Port State Control: Key Differences

At first glance, vetting inspections might resemble port state control—but they differ in purpose, scope, and consequence.

Feature	Vetting Inspection	Port State Control (PSC)
Who initiates?	Charterer or oil major	Government authority
Purpose	Commercial acceptability	Legal compliance
Result	Charter/no charter	Detain/allow to sail
Transparency	Often confidential	Publicly reported
Scope	Deep, company-specific standards	Regulatory minimums

🧠 In short:

• PSC is about legal compliance.

• Vetting is about commercial competitiveness.

And while your vessel may pass PSC with flying colors, it can still fail a vetting inspection.

🔥 Common Compliance Failures in Vetting Inspections

Vetting inspectors are often ex-mariners with sharp eyes—and limited patience. They're looking for signs of strong safety culture, procedural discipline, and vessel condition.

Here are the most frequent red flags:

1. 📉 Incomplete or Poorly Maintained Paperwork

• Missing checklists

• Outdated manuals (e.g., ISGOTT)

• Inconsistent logbooks

🛑 One mismatched signature or missing page can undermine trust in your safety management system.

2. 🧯 Deficient Safety Equipment

• Fire extinguishers past due

• Lifeboat release malfunctions

• Broken emergency lighting

💬 “If you can’t maintain your own safety gear, how can you transport hazardous cargo?”—a common mindset.

3. ⚙️ Operational Sloppiness

• Poor cargo line markings

• Tank soundings recorded inaccurately

• Unsafe hot work practices

Vetting inspectors often do interviews with crew to assess procedures. Nervous, uninformed answers = high-risk perception.

4. ⛓️ Condition of the Hull and Machinery

• Rust, corrosion, or coating failures

• Pipe leaks or faulty isolation valves

• Excessive vibration or noise

🔍 Vetting is holistic—appearance counts. A dirty engine room suggests poor standards, even if nothing’s technically “illegal.”

5. 🧑‍✈️ Crew Competence and Behavior

• Gaps in knowledge (especially senior officers)

• Poor English communication

• Inadequate emergency drill execution

💡 Soft skills matter. Confidence and clarity can help rescue a borderline inspection.

📋 Preparing for Vetting Success: Proactive Strategies

Preparation doesn’t begin the day the inspector boards. It starts weeks—if not months—earlier.

✅ 1. Know the Vetting Standards

Each company (Shell, BP, TotalEnergies) has its own vetting criteria. While many align with SIRE (Ship Inspection Report Programme) standards, there are nuances.

• Download and study the latest VIQ (Vessel Inspection Questionnaire)

• Tailor onboard procedures accordingly

• Assign crew to “own” specific chapters

🛠️ 2. Conduct Internal Pre-Vetting Inspections

Before the inspector arrives, conduct your own full vetting simulation:

• Walkthroughs of safety and mooring gear

• Document audits (certificates, drills, ISM records)

• Role-play interview scenarios with crew

📝 Document findings and implement corrective actions. Treat it like the real thing—because it is.

🗣️ 3. Train Your Crew for Inspection Day

Vetting inspectors don’t just inspect steel—they engage with your people.

• Hold mock Q&A sessions

• Train officers to explain procedures clearly

• Ensure familiarity with SOPEP, TMSA, and ISGOTT requirements

🧠 Confidence + competence = credibility.

🧼 4. Present the Vessel Professionally

First impressions count:

• Clean deck and accommodation

• No loose tools or cables

• PPE worn correctly during inspection

🚿 Think of it like a job interview—because that’s what it is. The “employer” is your next cargo.

💼 The Commercial Impact: Vetting and Your Bottom Line

In the world of oil, gas, and chemicals, vetting approval = business opportunity.

• 🔒 Without approval, your vessel may be blacklisted by majors

• 📉 Fewer charters = lower earnings, weaker resale value

• 📈 Good vetting history = higher Time Charter Equivalent (TCE) rates

• 🧾 Charterparties may even require valid vetting approval in clauses

Vetting records are now integrated into commercial platforms like Q88, RightShip, and OCIMF databases. Bad news travels fast.

💡 Reputation isn't built overnight—but it can be damaged in one inspection.

🧠 Real-World I

nsight: A Lost Charter

In 2023, a modern MR tanker missed a lucrative 90-day voyage with an oil major after failing a vetting inspection due to:

• Poor tank-cleaning documentation

• Crew confusion over inerting procedures

• Leaking flange in the pump room

📉 Estimated revenue loss: $280,000🧪

Root cause: Weak preparation and poor drill execution

A post-mortem showed the vessel was technically compliant—but commercially unprepared.

🧾 Conclusion: Vetting Is the New Commercial Currency

In today’s shipping industry, regulatory compliance is no longer enough. Commercial compliance—driven by vetting performance—is now a strategic differentiator.

Key Takeaways 🎯

• Vetting inspections are conducted by charterers—not regulators—but carry enormous commercial weight

• Even a legally compliant vessel can fail vetting and lose out on contracts

• Most failures are preventable: they stem from culture, training, and documentation gaps

• Crew preparedness and procedural fluency make all the difference

• A strong vetting track record boosts earnings, marketability, and fleet reputation

👇 What do you thing?

Is your vessel ready to pass its next vetting inspection?

💬 Share your thoughts in the comments — I look forward to the exchange!

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