Operational Guide · Registers & Logbooks

# Interim Certificates

A newly delivered ship, one just transferred to a new Company, or one under a new Flag State does not yet have the definitive statutory certificates: the interim certificate fills this gap, but only for a limited time window that cannot be renewed indefinitely.

Interim Certificate SMC DOC change of flag

## Operational Explanation

The Interim Certificate is issued in specific circumstances where the ship cannot yet receive the definitive statutory certificate: on delivery of a newly built ship, when a ship moves to a new Company, or in the event of a change of flag. Its maximum validity is typically 6 months, not extendable beyond that limit, to allow time for completing the full verifications required for the definitive certificate.

The most common interim certificates concern the Document of Compliance (DOC) and the Safety Management Certificate (SMC) under the ISM Code, but the principle also applies to other statutory certificates when circumstances require it. An interim certificate is not a document of lesser legal value: it still attests to the ship's compliance for its stated period of validity, but its temporary nature requires a clear plan for completing the verifications needed to issue the full certificate before expiry.

## Regulatory Reference

The framework for issuing interim certificates is governed by the applicable IMO Conventions (ISM Code, SOLAS, MARPOL) and by the procedures of Recognized Organizations (ROs) acting on behalf of the Flag Administration; operational guidance for ROs (e.g. 2025 Guidance Notes issued by various Flag Administrations) specifies the documents required and the applicable validity limits.

## Scope of Application

Every newly delivered ship, one changing management Company, or one changing flag, before the full verifications needed for the definitive statutory certificate can be completed.

## Procedure / How to Complete It

1. Verify the specific circumstances justifying the issuance of an interim certificate (new delivery, change of Company, change of flag) before requesting it.
2. Plan in advance the completion of the full verifications needed for the definitive certificate, within the maximum validity of the interim certificate (typically 6 months).
3. Coordinate with the Recognized Organization (RO) and the Flag Administration the timing of the audit/survey that will lead to issuance of the definitive certificate.
4. Verify that all supporting documentation (implemented SMS, Company DOC, class certificates) is available and consistent before the interim certificate expires.
5. Never rely on an extension of the interim certificate beyond the maximum term: plan to complete the verifications in good time.

## Practical Example

Example: a ship newly acquired by a Company receives an interim SMC valid for 6 months; in the meantime, the Company schedules the full initial ISM audit with the RO within the fourth month, leaving a safety margin before the interim certificate's expiry to handle any non-conformities to be closed before the definitive certificate is issued.

## Real Cases

Managing interim certificates requires particular attention during a ship's transition phases (new delivery, change of Company, change of flag), moments when the risk of PSC deficiency is typically higher: an interim certificate expiring without the definitive certificate having been issued exposes the ship to near-certain detention in the event of an inspection.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
Planning of the audit/survey for the definitive certificate started too late relative to the interim certificate's expiry | Real risk of the interim certificate expiring before the definitive one is ready | Plan the audit/survey for the definitive certificate with ample margin before the 6-month expiry
Supporting documentation (SMS, DOC, class certificates) not verified as complete and consistent before the interim certificate expires | Non-conformities discovered late that delay issuance of the definitive certificate | Systematically verify the completeness of documentation well ahead of expiry
Interim certificate mistakenly considered renewable or extendable beyond the maximum term | Ship operating with an expired certificate, exposed to automatic detention at PSC inspection | Never count on an extension: the maximum term of the interim certificate cannot be exceeded

## PSC Observations

PSCOs pay particular attention to the validity of interim certificates during inspections, since their temporary nature and tight deadlines make them a higher-risk area for deficiencies; an interim certificate expired without renewal or issuance of the definitive one is grounds for detention.

## Operational Tips

- Do not wait until the deadline approaches to plan the audit/survey for the definitive certificate: begin coordination with the RO as soon as the interim certificate is issued.
- Always verify that all supporting documentation is complete and consistent well before the 6-month expiry.
- Never treat the interim certificate as extendable: always plan to complete the verifications within the maximum term.

## Checklist

- Circumstances justifying the interim certificate verified and documented
- Audit/survey for the definitive certificate planned with ample margin before expiry
- Supporting documentation (SMS, DOC, class certificates) verified as complete
- Coordination with the RO and Flag Administration established from the moment the interim certificate is issued
- No expectation of an extension beyond the maximum validity term

## FAQ

How long does an interim certificate typically last?
Typically up to a maximum of 6 months, a term that cannot be extended beyond that limit, intended to allow time for completing the full verifications required to issue the definitive certificate.
Under what circumstances is an interim certificate issued?
Mainly in three cases: delivery of a newly built ship, transfer of the ship to a new management Company, or a change of flag.
Does an interim certificate have the same legal value as a definitive one?
Yes, it still attests to the ship's compliance for its stated period of validity, but its temporary nature requires a clear plan for completing the verifications needed to issue the definitive certificate before expiry.
🎬 Additional photos, videos and interactive diagrams for this topic will be available in a future version of the platform.

## Related Topics

Harmonized System of Survey and Certification (HSSC)Coordination between Class Surveys and Statutory Surveys

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