Operational Guide · Registers & Logbooks

# Annual Survey

The most frequent check in the HSSC cycle, often underrated because it's 'only annual': in reality it is the point where most of the non-conformities that later surface at a deeper survey are first caught.

annual survey HSSC certification periodic verification

## Operational Explanation

The Annual Survey is the general verification check conducted every year (within a window of ±3 months of the anniversary date) to confirm that the ship and its equipment continue to meet the requirements of the certificates in force. It does not require the scope of the Renewal Survey, but still covers a general check of structure, safety equipment and pollution prevention systems.

The risk of underrating the Annual Survey as a "minor check" is that this is precisely where the first indications of problems are often detected — problems that, if not addressed, worsen until the next, deeper survey (Intermediate or Renewal).

Upcoming update (MEPC 84, 2026): for ships fitted with a BWMS, the scope of the Annual Survey will expand with the entry into force (expected May 2028) of the BWM Convention amendments approved at MEPC 84, which introduce a BWMS performance test as an integral part of the survey, in addition to the traditional documentary check. A concrete example of how the annual "minor check" tends over time to absorb increasingly technical verifications.

## Regulatory Reference

Requirements set out in Resolution A.1186(33) (Survey Guidelines under HSSC): the Annual Survey must be conducted within 3 months before or after each anniversary date of the certificate, with a general check of structure, equipment and documentation.

## Scope of Application

Every certified ship, for every year of the five-year cycle that does not coincide with an Intermediate or Renewal Survey.

## Procedure / How to Complete It

1. Verify that the Annual Survey is scheduled within the ±3-month window of the certificate's anniversary date.
2. Prepare general documentation (records, previous certificates, any open non-conformities) before the surveyor arrives.
3. Conduct a general check of structure, safety equipment (LSA, FSS) and pollution prevention systems with the surveyor.
4. Report to the surveyor any significant modification made to the ship since the last survey.
5. Record the outcome and any observation or condition of class assigned, planning its closure before the stated deadline.

## Practical Example

Example of preparation: Annual Survey scheduled 45 days from the anniversary date, with general documentation prepared in advance and an internal inspection round conducted a week beforehand to anticipate any surveyor observations.

## Real Cases

In several cases, structural or equipment conditions that would later prove more serious at the following survey were already visible, in an initial form, at the previous Annual Survey: closer management of the minor observations recorded at that point would have allowed for a less costly and less complex intervention.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
Annual Survey treated as a minor formality, prepared with less rigor than the Renewal | Early indications of problems are not detected or addressed promptly | Prepare the Annual Survey with the same documentary rigor as the Renewal, even though the technical scope is more limited
Survey scheduled outside the ±3-month window from the anniversary date | Non-compliance with HSSC requirements, possible invalidation of the certificate | Track the anniversary date precisely and always schedule within the allowed window
Surveyor observations not followed up until the next survey | Accumulation of minor problems that worsen over time | Treat every observation as a priority to be closed before the next survey, not just before the formal deadline

## PSC Observations

The validity of the Annual Survey (verifiable through the endorsement on the certificate) is among the first items checked by PSCOs; a missing or out-of-window survey immediately generates a deficiency.

## Operational Tips

- Do not reduce documentary preparation for the Annual Survey just because it is less extensive than the Renewal.
- Track the anniversary date of every certificate precisely so as not to exceed the ±3-month window.
- Treat every minor surveyor observation as an immediate priority, not something to resolve 'before the next survey'.

## Checklist

- Survey scheduled within the ±3-month window of the anniversary date
- General documentation prepared in advance
- General check of structure and equipment conducted with the surveyor
- Significant modifications to the ship reported to the surveyor
- Observations/conditions of class recorded with a closure plan

## FAQ

What is the time window for conducting the Annual Survey?
Within 3 months before or after each certificate's anniversary date, per the Survey Guidelines under HSSC.
Does the Annual Survey cover the same scope as the Renewal Survey?
No: it is a more limited general check that verifies the ship's continued compliance, while the Renewal Survey is more extensive and fully renews the certificate's validity.
What happens if a ship misses an Annual Survey?
The certificate may be considered invalid from the date the survey should have been completed, exposing the ship to serious deficiencies or detention in the event of a PSC inspection.
What will change in the Annual Survey for ships with a BWMS?
With the BWM Convention amendments approved at MEPC 84 (2026), expected to enter into force in May 2028, the Annual Survey will also include a BWMS performance test, not just the current documentary check (see the Environmental Compliance module).
🎬 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)Intermediate Survey Ballast Water Management Convention In Depth (IT)

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