Operational Guide · Registers & Logbooks

# Pre-PSC Checklist

Practical preparation in the hours and days before a Port State Control inspection: what to check, in what order, and why doing it well in advance changes the outcome.

PSC checklist inspection preparation

## Operational Explanation

Effective preparation for a PSC inspection does not consist of "tidying up the paperwork" shortly before the inspector arrives, but of a systematic, ongoing verification that keeps the ship always ready, regardless of advance notice. Most of the deficiencies found during a real inspection could have been identified with an internal checklist applied consistently in the preceding weeks.

Pre-PSC preparation covers three levels: documentary (certificates, records), operational (the actual functioning of safety equipment) and human (the crew's knowledge of their own responsibilities and procedures).

## Regulatory Reference

There is no single rule governing the "pre-PSC checklist": it is good practice derived from the substantive requirements of SOLAS, MARPOL, MLC and the ISM Code, organised to facilitate systematic verification of compliance before arrival in port.

## Scope of Application

Every ship subject to PSC inspection (Paris MOU, Tokyo MOU and other regional regimes), to be applied before every port call, not only when an inspection is considered likely.

## Procedure / How to Complete It

1. Verify the validity of all statutory and class certificates, including intermediate survey deadlines.
2. Test the actual functioning (not merely the presence) of critical safety equipment: emergency generator, fire pumps, alarm systems.
3. Verify consistency between the records (ORB, GRB, radio log) and the actual physical situation on board.
4. Confirm that the muster list is up to date and that the crew, particularly recently embarked members, know their emergency role.
5. Verify the closure status of open NCs and the availability of CAPA documentation for any requests.
6. Carry out an internal inspection round (walk-around) in the days before arrival, with the same mindset as a PSCO.

## Practical Example

Example of practice: every Master applies a standardised pre-arrival checklist 48 hours before the port call, assigning verification of each area (deck, engine, safety) to a responsible officer, with a confirmation signature before mooring.

## Real Cases

Analysis of recurring detentions shows that a significant share of the most serious deficiencies (e.g. bypassed OWS, non-functioning emergency generator) were pre-existing conditions of days or weeks' standing, not sudden failures: a pre-PSC checklist applied consistently would have caught them before the inspection.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
Checklist applied only when an inspection is considered 'likely' | Pre-existing deficiencies remain undetected at port calls perceived as low risk | Apply the checklist systematically at every port call, regardless of the perceived probability of inspection
Documentary verification only, without actual functional testing of the equipment | A valid certificate does not guarantee that the equipment actually works | Always include a functional test, not just a paper check
Checklist completed by a single person without area-based distributed responsibility | Areas less familiar to the person completing it get overlooked | Distribute the verification among the officers responsible for each area

## PSC Observations

PSCOs themselves apply a structured checklist (often based on the Paris MOU's THETIS system); a ship that has already applied an equivalent checklist internally arrives at the inspection with most critical issues already resolved.

## Operational Tips

- Apply the pre-PSC checklist at every port call, not only when you consider an inspection likely.
- Always include a functional test of critical equipment, not just documentary verification.
- Use the internal pre-arrival inspection round as a training opportunity for junior crew.

## Checklist

- Statutory and class certificates verified (validity and intermediate surveys)
- Critical safety equipment functionally tested
- Records (ORB, GRB, radio log) consistent with the actual situation
- Muster list up to date and known to the crew
- Open NCs and CAPA status verified and documented

## FAQ

How often should the pre-PSC checklist be applied?
At every port call, regardless of the perceived probability of inspection: the Ship Risk Profile and the selection of ships for inspection are not always predictable with certainty by the crew.
Does the pre-PSC checklist replace the internal ISM audit?
No: they are complementary. The pre-PSC checklist is a more frequent, targeted pre-arrival operational check; the internal ISM audit is a broader, more structured verification of the entire SMS.
What should be done if the checklist reveals a deficiency shortly before arrival?
Document the deficiency, immediately initiate whatever corrective action is possible on board, and inform the Company/DPA if the issue requires additional resources before the inspection.
🎬 Additional photos, videos and interactive diagrams for this topic will be available in a future version of the platform.

## Related Topics

Documentation Required on Board Managing Deficiencies

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