A Guide to RightShip Inspection Preparedness for Bulk Carriers

A RightShip inspection is a comprehensive evaluation of a vessel’s condition, operational practices, and the effectiveness of its Safety Management System (SMS). For charterers, it provides confidence in a vessel’s quality and safety. For the vessel’s crew, it is an opportunity to demonstrate professionalism and dedication to safe operations. Preparation is not about a single day’s effort; it is the result of a consistent, onboard safety culture.

This guide breaks down the RightShip Inspection Ship Questionnaire (RISQ) into key areas, providing detailed advice on what inspectors look for and how to be prepared.

1. General Information & Documentation

What to Expect: This is the first impression. The inspector will conduct a thorough administrative review to verify the vessel’s identity and its compliance with all applicable international, flag, and class regulations. They will scrutinize every certificate for validity, endorsements, and accuracy. Special attention is given to the Port State Control (PSC) history to identify recurring issues.

How to Prepare:

  • Master’s Responsibility: The Master must ensure a state of complete readiness. All vessel certificates and key documents should be organized in a clearly labelled “Vessel Certificates” file, ready for immediate presentation. This proactive organization demonstrates efficiency and good management.
  • Documentation Audit: Before the inspector arrives, conduct a self-audit of:
    • Statutory & Class Certificates: All certificates (Registry, Class, SOLAS, MARPOL, MLC, etc.) must be original, valid, and free from expired endorsements. For electronic certificates, ensure they are readily accessible, and the crew knows how to demonstrate their validity through the official online verification portals.
    • Continuous Synopsis Record (CSR): This is a critical document. Ensure the file is complete with all sequentially numbered amendments. Every change of Flag, Owner, Class, etc., must be documented. Any gaps will be heavily scrutinised.
    • Document of Compliance (DOC) & Safety Management Certificate (SMC): Verify that the company name on the DOC matches the SMC and that the vessel type is correctly listed.
    • Port State Control (PSC) Records: Maintain a dedicated file for all PSC inspection reports. For every deficiency recorded (even minor ones), there must be a corresponding close-out report. This should include a detailed root cause analysis, evidence of the corrective action taken (e.g., purchase orders, photos, service reports), and a description of the preventive measures implemented to avoid recurrence. Be prepared to discuss any past detentions in detail.

2. Safety Management System (SMS)

What to Expect: This is the heart of the inspection. The inspector is not just checking for a manual on a shelf; they are assessing the living safety culture on board. They will determine if the SMS is effectively implemented and understood by everyone, from the Master to the newest rating. This is done through crew interviews, observation of onboard practices, and a deep dive into records.

How to Prepare:

  • Effective Implementation: The SMS should be a tool, not a burden.
    • Master & Officers: You are the champions of the SMS. Lead by example. Refer to procedures during daily work and toolbox talks. Ensure risk assessments are practical and specific to the tasks being performed.
    • Crew Interviews: The inspector will walk around and ask any crew member about their duties, especially in emergencies. A galley cook should know the location of the nearest fire extinguisher and their duties on the muster list. An Oiler should be able to explain the procedure for reporting an oil leak. All crew should know the company’s policies on Stop Work Authority, drug and alcohol use, and environmental protection.
    • Drills & Training: Conduct realistic and frequent drills that test procedures and crew competency. Fire, abandon ship, man overboard, enclosed space rescue, and anti-piracy drills are essential. Critically, the debriefing after each drill is as important as the drill itself. Document these debriefings, noting what went well, what didn’t, and the corrective actions to be taken. The inspector will review these records meticulously.
    • Crucial Records: Ensure the following are pristine:
      • Safety Committee Meeting Minutes: These must show active participation from all departments, address genuine safety concerns raised by the crew, and track the closure of action items.
      • Near-Miss & Incident Reports: A vessel with zero near-miss reports is a major red flag, as it indicates a poor reporting culture. Encourage a “blame-free” reporting environment. Each report must show a thorough investigation, root cause analysis, and meaningful corrective/preventive actions.
      • Permit-to-Work System: All permits (hot work, enclosed space entry, working aloft, etc.) must be correctly filled out, with all checks completed before work starts, and properly closed out upon completion.

3. Navigation

What to Expect: The inspector will visit the bridge to assess the standards of watchkeeping, passage planning, and equipment maintenance. They are looking for evidence of a well-run bridge managed by a competent and vigilant team, adhering to the principles of Bridge Resource Management (BRM).

How to Prepare:

  • Passage Planning (Berth-to-Berth): This must be comprehensive and demonstrate thorough risk assessment. It is more than just a series of waypoints. It must include:
    • Detailed UKC (Under Keel Clearance) calculations for all critical points.
    • Contingency plans (e.g., anchorages, ports of refuge).
    • No-go areas, margins of safety, and abort points clearly marked.
    • Evidence of the Master’s review and approval.
  • ECDIS Management: If ECDIS is the primary method of navigation:
    • Ensure all deck officers hold both generic and type-specific ECDIS training certificates.
    • The system must be updated with the latest official ENCs. Maintain a clear and accessible log of all updates applied.
    • Settings for safety depth, safety contour, and look-ahead alarms must be appropriate for the current voyage phase.
    • A robust backup arrangement (a second, independent ECDIS or a fully corrected paper chart outfit) must be in place and tested.
  • Equipment Readiness: All navigational equipment (Radars/ARPA, GPS, Gyrocompass, Echo Sounder, VDR, AIS, etc.) must be fully operational. Conduct regular tests (e.g., daily GPS comparison, weekly echo sounder check) and record them in the logbook. Any defects must be properly reported with a clear plan for rectification.
  • Bridge Records: The Deck Log Book, Bell Book, and GMDSS Log must be immaculate. Entries should be neat, timely, and comply with flag state and company requirements. There should be no blank spaces or “Tipp-Ex” corrections.

4. Machinery

What to Expect: The Engine Room is a key focus area. The inspector will assess the material condition, maintenance standards, and operational readiness of all machinery. They will look for signs of leaks, non-standard modifications (“jury rigs”), and the overall cleanliness of the space, which is seen as an indicator of the engineering team’s professionalism.

How to Prepare:

  • Planned Maintenance System (PMS): Ensure the PMS is up-to-date. All completed maintenance jobs should be recorded, and any overdue items must have a clear reason and a rescheduling plan (e.g., “awaiting spares,” “to be done at next port”). Be prepared to demonstrate the PMS in action.
  • Engine Room Condition:
    • Cleanliness: A clean engine room speaks volumes. Bilges should be clean and dry. There should be no active oil or water leaks. Lagging and insulation should be intact and oil-free.
    • Machinery Operation: All critical machinery (main engine, generators, steering gear, purifiers) should be running smoothly. The Chief Engineer should be prepared to demonstrate the operation of key systems, like the emergency generator and emergency fire pump.
    • Steering Gear: Conduct regular tests of the steering gear (as per SOLAS) from all stations, including the emergency station. Ensure hydraulic oil levels are correct and linkage systems are well-greased.
  • Safety Systems: All machinery space safety systems must be in perfect order. This includes fire dampers, quick-closing valves, fixed fire-fighting installations (CO₂, foam), and fire detectors. Ensure records of testing and maintenance are readily available.
  • Bunkering Records: Maintain meticulous records of bunker changeovers (for ECA zones), and ensure bunker delivery notes (BDNs) and samples are correctly stored and logged.

5. Hull & Structures

What to Expect: For bulk carriers, this is a paramount section. The inspector will pay extremely close attention to the structural integrity of the vessel, focusing on areas prone to stress, corrosion, and damage.

How to Prepare:

  • Hold Condition: Cargo holds must be clean, dry, and free from previous cargo residues. The inspector will examine:
    • Frames & Brackets: Check for any signs of cracking, buckling, or heavy corrosion, especially in the upper and lower connections of side frames.
    • Tank Tops: The tank top plating should be free from excessive indentation or damage from grabs.
    • Ladders & Access: All hold access ladders and platforms must be secure and in good condition.
  • Hatch Covers: These are critical for weather-tight integrity.
    • Ensure coamings are free from damage and corrosion.
    • Check that rubber gaskets are in good condition (not hardened or cracked) and that compression bars are straight.
    • Verify that all closing devices (cleats, wedges) are in place and functioning correctly.
    • Conduct regular hose tests or ultrasonic tests and maintain records.
  • Deck & Superstructure: Walk the main deck and inspect for corrosion, especially around pipe penetrations, foundations, and sounding pipe heads. Air pipes and vent heads must have intact closing devices and flame screens where required.

6. Cargo Operations

What to Expect: The inspector will verify that the vessel can handle its designated cargoes safely and efficiently. For bulk carriers, this means a deep focus on compliance with the IMSBC Code and proper loading/unloading procedures.

How to Prepare:

  • IMSBC Code Compliance:
    • Ensure the latest edition of the IMSBC Code is on board, along with any applicable amendments.
    • The crew, especially the Chief Officer, must be knowledgeable about the requirements for the cargoes typically carried (e.g., dangers of liquefaction for Group A cargoes, hazards of Group B cargoes).
    • For the specific cargo being loaded or recently discharged, have all shipper’s declarations and cargo information readily available.
  • Loading/Unloading Plan: A comprehensive cargo plan must be prepared in the loading computer and agreed upon with the terminal. This plan must respect all hull stress, stability, and draft limitations. Records of stress calculations throughout the cargo operation must be maintained.
  • Cargo Equipment: Cranes, grabs, and other cargo handling gear must be inspected, maintained, and certified. Ensure all safety devices on cranes (limit switches, emergency stops) are functional. Maintain records of regular wire rope inspections and lubrication.

7. Fuels & Bunkering

What to Expect: With increasing environmental regulations, this section has gained importance. The inspector will review procedures for fuel management, bunkering operations, and compliance with MARPOL Annex VI.

How to Prepare:

  • Bunkering Procedures: Have a clear, ship-specific bunkering plan. The pre-bunkering checklist must be completed thoroughly for every operation. The crew involved must be able to explain the procedure, including emergency actions in case of a spill.
  • MARPOL Annex VI Compliance:
    • Maintain the IAPP certificate and supporting documentation.
    • Ensure the Oil Record Book (Part I) is correctly filled out for all fuel changeovers.
    • Bunker Delivery Notes (BDNs) and representative samples must be stored correctly and logged. Be prepared to show the sample storage location.
  • LNG/Alternative Fuels (If applicable): If the vessel uses alternative fuels like LNG, all specific safety procedures, crew training records, and system maintenance logs will be scrutinised. The crew must demonstrate a high level of competency with these specialized systems.

8. Operations

What to Expect: This section delves into the practical, day-to-day operations specific to the vessel type. For a bulk carrier, this includes hold cleaning, ballast water exchange at sea, and preparation for loading various commodities.

How to Prepare:

  • Hold Cleaning: Maintain detailed records of hold cleaning operations, including the chemicals used and the method of residue disposal. This is vital for demonstrating readiness for the next cargo (e.g., changing from coal to grain).
  • Procedures: Ensure written procedures are available for key operations like fumigation, ballast water exchange sequencing, and heavy weather precautions. The crew should know where to find these procedures and be able to explain them.

9. Crew & Personnel

What to Expect: The inspector will verify that all crew members are properly certified for their roles and that the vessel complies with the MLC, 2006. This is not just about certificates; it’s about the welfare and fair treatment of the seafarers.

How to Prepare:

  • Certification: Maintain an organised file with original certificates of competency (CoCs) and endorsements for all crew members. Ensure all STCW required training (e.g., Basic Safety, Advanced Fire Fighting) is valid.
  • MLC, 2006 Compliance:
    • Seafarer Employment Agreements (SEAs): Ensure every crew member has a signed SEA, and they understand its terms.
    • Hours of Work & Rest: This is a major focus area. Records must be accurate and show full compliance. Auditing these records for non-conformities before the inspection is crucial. Any deviations must be justified and documented.
    • Welfare: The inspector will tour the accommodation, galley, and mess rooms. These areas must be clean and hygienic. They will check food stores for quality and quantity. The overall living conditions are a direct reflection of the company’s commitment to its crew.

10. Mooring Operations

What to Expect: Mooring remains a high-risk activity. The inspector will assess the condition of all mooring equipment and the safety of mooring procedures.

How to Prepare:

  • Equipment Condition:
    • Mooring Ropes/Wires: Inspect all lines for damage, abrasion, or deterioration. Ensure they are properly stowed. Maintain records of wire/rope inspections and end-for-end renewal dates.
    • Winches & Brakes: All mooring winches must be in good working order. Critically, ensure brake drums and linings are free of grease and rust. Brake holding capacity certificates should be available.
  • Mooring Stations: Stations should be clean, free of obstructions, and have anti-slip surfaces. The crew must use appropriate PPE and follow safe practices, such as never standing in a bight of rope. The inspector may ask about the company’s policy on snap-back zones.

11. Radio & Communications

What to Expect: The inspector will verify that all GMDSS and other communication equipment is fully functional and that mandatory tests and record-keeping are being performed correctly.

How to Prepare:

  • Equipment Tests: Conduct and log all daily, weekly, and monthly GMDSS tests (e.g., DSC test calls, battery checks, EPIRB self-tests). Ensure these are recorded accurately in the GMDSS Log Book.
  • Operator Competency: The officers on watch must be competent GMDSS operators and hold valid certificates.
  • Antennas & Batteries: All antennas and insulators should be clean and undamaged. The reserve power source (batteries) must be in good condition, with terminals clean and water levels correct.

12. Ballast Water Management

What to Expect: Full implementation of the Ballast Water Management Convention is now expected. The inspector will check for a valid certificate, an approved plan, and evidence of its correct implementation.

How to Prepare:

  • Documentation: Have the International Ballast Water Management Certificate and the approved Ballast Water Management Plan (BWMP) ready.
  • Ballast Water Record Book: This must be meticulously maintained, recording every ballast operation (uptake, discharge, exchange, or treatment) accurately and without delay.
  • Treatment System (if fitted): If the vessel has a Ballast Water Treatment System (BWTS), it must be operational. The crew must be trained in its use and be able to demonstrate its operation and explain the troubleshooting procedures. Records of maintenance and any malfunctions must be available.

13. Pollution Prevention

What to Expect: The inspector will verify that the vessel has the equipment and procedures in place to prevent all forms of pollution, in strict compliance with MARPOL.

How to Prepare:

  • Oil Record Book (ORB): The ORB (Parts I and II) is a legal document and will be scrutinised. All entries must be accurate, timely, and consistent with tank soundings and sludge capacity. Any corrections must be made with a single strike-through and initialled.
  • SOPEP/SMPEP: The Shipboard Oil/Marine Pollution Emergency Plan must be readily available. The crew must know where it is and what their initial actions are in case of a spill. Spill response equipment (SOPEP lockers) must be fully stocked, sealed, and easily accessible.
  • Garbage & Sewage: The Garbage Management Plan and Garbage Record Book must be correctly maintained. The Sewage Treatment Plant should be operational, and the crew should be aware of the regulations regarding its discharge.

14. General Appearance & Load Lines

What to Expect: The overall visual condition of the vessel is a powerful first impression. A well-painted and maintained ship suggests a diligent crew and a responsible owner. Load lines will be checked for accuracy and visibility.

How to Prepare:

  • Maintenance: A continuous effort to combat corrosion is key. Decks, hull, and superstructure should be free from heavy rust scaling. Paintwork should be in good condition.
  • Markings: Ensure all critical markings are clear and visible: Load Line mark, draft marks, vessel name, IMO number, and port of registry.
  • Housekeeping: The main deck should be clear of clutter and stored items should be properly secured. This reflects a high standard of general safety and good seamanship.

15. Health & Welfare

What to Expect: This section goes beyond the MLC to assess the proactive measures taken for crew health, well-being, and mental health. This is an area of growing focus in the industry.

How to Prepare:

  • Medical Care: The ship’s hospital must be clean, orderly, and fully stocked according to the flag state requirements. The medical log must be properly maintained.
  • Food & Water: The inspector will check the galley and provision stores for hygiene. They will verify that potable water is regularly tested and that records are kept. A varied and nutritious menu is expected.
  • Mental Health: Be prepared to discuss the company’s policies on mental health support. This could include access to confidential helplines, onboard initiatives to promote social interaction, and access to recreational facilities (gym, movies, internet). Evidence of a positive and supportive onboard community is beneficial.

16. Polar Code & Navigation

What to Expect: If the vessel is certified for and operates in polar waters, this section is critical. The inspector will verify full compliance with the Polar Code.

How to Prepare:

  • Certification & Manual: The Polar Ship Certificate must be on board, along with the approved Polar Water Operational Manual (PWOM).
  • Crew Training: Officers involved in polar navigation must have the required advanced training.
  • Equipment: All safety and survival equipment specified in the PWOM must be on board, in good condition, and the crew must be trained in its use. Navigational planning must show specific consideration for ice conditions and low temperatures.

17. Other Areas

What to Expect: The RISQ may include additional questions related to specific trades or equipment, such as carrying dangerous goods in packaged form (IMDG Code), or specific terminal requirements.

How to Prepare:

  • Be Aware of Trade Specifics: If your vessel is engaged in a specific trade (e.g., carrying logs, which has unique stability and lashing requirements), be prepared for questions on those topics.
  • Charterer Requirements: Be aware of any specific requirements from major charterers (e.g., RightShip members like BHP, Rio Tinto) as the inspection is often driven by their standards.

Conclusion: A Culture of Continuous Readiness

A successful RightShip inspection is not the result of a last-minute scramble. It is the product of a deeply ingrained safety culture, led by a competent Master and supported by a well-trained, professional crew. By using this guide to foster a state of continuous readiness, you can ensure that every RightShip inspection is a smooth process that validates the high operational standards of your vessel. For your consultancy and bulkersguide.com, promoting this philosophy of proactive, consistent excellence will be your greatest asset.

Tip: The key to a successful inspection is the meticulous, step-by-step completion of the entire RightShip Inspection Ship Questionnaire (RISQ 3.1). Following this process guarantees you are fully prepared for a successful outcome.

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