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CONDITION SURVEY REPORT - GUIDANCE NOTES FOR SURVEYORS
We request surveyors to take good notice of below guidelines prior to attending on board.
Important; The surveyor must always settle the survey fees with the vessel’s Owners directly, however,British Steamship P&I Club remains in full the main Principal to report and answer to for the surveyor
during the survey. We will liaison between parties if a survey fee settlement dispute occurs.
Complete the survey report with the information available and obtained on board. The survey report shouldprimarily represent objective evidence, facts and visual observations made on board only. Surveyors areinstructed to limit any personal comment, opinion or advice in the survey report to the sections in the reportdesignated for these additional personal comments only. In the reported deficiencies no reference is to be madeto any staff or crewmember on board. Surveyors are instructed to refrain from providing any kind of advise or opinion on corrective actions to be taken on deficiencies found during the survey, both in the survey report as tothe Master/staff on board. No time frames for when repairs must be completed are to be made by the surveyor.
In addition to inspecting the vessel as per guidelines, the surveyor will be required to conduct the following tests:
CARGO HOLD HATCHES (bulk carrier & general cargo vessels only)
An ultrasonic test must be carried out under supervision of the surveyor. The results of the test must behanded over to vessel’s Master, preferably in the form of a drawing, which marks the spots (if any) wherethe hatches are not tight or suspect. Be advised that an ultrasonic test must always be carried out if available. Drawings to be attached to the survey report.
HOLDS / CARGO COMPARTMENTS
Bilge wells should be examined for cleanliness and if there is no evidence of a recent hold wash down,bilge suctions should be tested.
BALLAST TANKSSurveyor should internally examine a number of selected ballast tanks of various types (i.e. 1 doublebottom tank, forepeak tank, 1 wing tanks etc). All ballast tanks (without endangering cargo or ship’sstability) should be pressure tested to ensure integrity. The Forepeak tank has highest priority if not alltanks can be inspected.
BRIDGE EQUIPMENTWhich items of the bridge equipment should be tested is left to surveyor’s discretion, pending on visualcondition.
SAFETY
A test of the emergency fire pump is required, during which working pressure is to be ascertained. Surveyors should also request for the emergency generator to be verified running. Furthermore surveyors should have emergency steering gear tested for proper operation. Lifeboat engine is to be tested for proper operation.
If a test or inspection could not be carried out, a clear reason for same should be stated. This non-accomplished inspection must be stated on the deficiency list in the non accomplished item section. The port authorities may impose a fine for discharge of water from the vessel. If you are aware of any regulationthat could make it impossible to carry out one of the above tests, please advise us without delay.
We ask the surveyor to give priority to cargo worthiness, safety management systems and pollution prevention.
The surveyor must at all times confirm actual attendance on board to BritishSteamship club within24 hours in the form of a brief email message, telephone call or fax notification. Within 48 hours thesurveyor must provide BritishSteamship club with a preliminary report consisting of page 1 of thesurvey report with vessel/company details and page 16 of the survey report with the deficiencies list. All noted deficiencies must be reported regardless if Owners are carrying out repairs or not at the time of survey, reporting known deficiencies is not to be delayed under any circumstances. Reporting must be doneby the surveyor directly to British Steamship P&I Club, it is important that the nature of the deficiency isclearly stated as Very Serious (VS) /Serious (S) /Minor (M) so that it is apparent to owner and the Insurer .
A recommendation for rectification of any deficiency should also be made by British Steamship Club ( NOTby surveyor ), but in suitable broad terms to allow the operator or owner to make his arrangemnets asappropriate. Each deficiency/recommenda should be indiacted as immediate (within 7 days)/urgent(within 30 days)/ non-urgent (within 90 days)/dry docking or repair period (next dry docking or repair period), the Club will further define these when communicating with the Owner/Operator.
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The full survey report, with colour photographs and any other supplementary material, copies of certificates,should be forwarded to British Steamship Club within the period of maximum 15 working days.Please note that British Steamship Club requires only ONE copy of the report. The preferred method of receiving the survey report with enclosures and photographs is by digital version only, if same is not possible wekindly ask to provide the survey report in hard copy. Please also send a copy of the report to the Owners.We require at all times photographs from each and every deficiency found and reported, as far aspracticable and reasonable. Moreover, we require various relevant so-called overview photographs in order toassist us with our own image forming.
General guidelines on the quantity of photographs are to be taken as follows;
As such we require a minimum of at least 25 photographs for our review with the survey report.
The condition rating section on page 1 is used to assist British Steamship Club to make our risk assessment.Considerable objectivity is required from the surveyor. To ensure a common basis in completing this section, thefollowing brief guidelines should be followed. Whole numbers only should be used.
1 EXCELLENT 6 NOT SATISFACTORY
2 VERY GOOD 7 NOT ACCEPTABLE3 GOOD 8 POOR
4 FAIR 9 VERY POOR
5 SATISFACTORY 10 DANGEROUS
Page 1 also includes a ‘summary’ section. This should be a brief summary of the vessel’s condition.The last page of the form (page 16) should list any deficiencies, clearly stating the nature and extent of thesedefects. The Master or other Owners’ representative must sign the last page of the form (page 16), with the listof deficiencies. The surveyor must explain that the survey observations made will be forwarded to BritishSteamship Club in Singapore corespondent who will subsequently inform the Brokers or Assured asappropriate.
For almost all items within the guidelines a choice must be made from the 4 columns (satisfactory, deficiency,not inspected or not applicable). In the column ‘deficiency’ the number of the corresponding deficiency / non-accomplished inspection on page 16 must be filled in. The other 3 columns must be marked with X or √.
Example :
S a t i s f a c t
o r y
D e f i c i e n c
y o
i n s p e c t e
o
a p p l i c a b l
Comment
ENGINE ROOM MANNED FULLTIME ?
YES NO
GENERAL CONDITION ENGINEROOM SPACES X
SPARES & TOOLS 12 No spares present.
QUICK CLOSING VALVES X Vessel in operation, no inspection possible
This entire report, together with its summary of defects and / or recommendations for action (if any), has been prepared conditional upon the clear understanding that in no circumstances whatsoever shall the Insurer be held responsible and/or liable for any inaccuracy in the report, or for any act,omission or negligence of its staff or its appointed surveyor howsoever arising and that it is provided for the sole reference of the Insurer and without
warranty as to the accuracy of any information or advice supplied therein.
- Company management system/implementation/verification on board.- Compliance with general marine industry standards.- Crew management (fatigue/safety awareness/training)- Crewing agency/training.- Cargo worthiness.- Preventive maintenance.- Cosmetic maintenance.- Cooperation on board during survey attendance.
Non accomplished inspections (if any). Start numbering with an ‘X’ (x.1, x.2 etc).
x.
x.
x.
x.
x.
ISSUED BY:
ADRESS :
TELEPHONE :FAX:EMAIL :
For receipt on behalf of the vessel
SURVEYORS NAME : NAME :
SIGNATURE : SIGNATURE :
DATE : POSITION / RANK :
This entire report, together with its summary of defects and / or recommendations for action (if any), has been prepared conditionalupon the clear understanding that in no circumstances whatsoever shall the Insurer be held responsible and/or liable for any inaccuracyin the report, or for any act, omission or negligence of its staff or its appointed surveyor howsoever arising and that it is provided for thesole reference of the Insurer and without warranty as to the accuracy of any information or advice supplied therein.