The slides, written out
AI-drawn illustration. Simplified to explain the idea, not to scale.
Slide 1 · PSC
PSC
OBSERVATION
CLOSE-OUT:
WHAT EVERY OFFICER
MUST DO
Verified ISM & PSC
Best Practice Guide
A MINOR PSC OBSERVATION
CAN AFFECT FUTURE INSPECTIONS
IF NOT PROPERLY CLOSED OUT.
Slide 2 · 5-STEP CLOSE-OUT PROCESS
5-STEP CLOSE-OUT PROCESS
For a Minor PSC Observation
1
ACKNOWLEDGE OBSERVATION
• Do not argue.
• Thank the PSCO and confirm corrective action will be taken.
• Ensure the observation is recorded on the PSC report (Form A / Form B).
2
RECTIFY DEFICIENCY IMMEDIATELY
• Investigate the root cause.
• Carry out the physical rectification.
• Document with dated photos (before & after).
BEFORE
AFTER
3
COLLECT EVIDENCE
• Gather supporting documents: receipts, certificates, logbook entries.
• Keep all evidence organised and traceable.
4
RAISE ISM NON-CONFORMITY
• Record the finding and root cause.
• Document immediate corrective action.
• Define preventive action to avoid recurrence.
• Master reviews and signs the report.
5
SUBMIT CLOSURE EVIDENCE
• Provide evidence to PSCO / PSC office or via ship's agent.
• Ensure the deficiency is closed in the regional PSC database.
• Comply with Flag State, Class and Company reporting.
IF THE DEFICIENCY REMAINS OPEN IN THE PSC DATABASE, IT MAY INFLUENCE FUTURE INSPECTIONS.
Slide 3 · FAL CONVENTION
FAL CONVENTION
REPORTING
DOCUMENTS
Principal Documents for
Ship Arrival, Stay & Departure
ARRIVAL / DEPARTURE
1
General Declaration
Ship, voyage, cargo, crew
details, last/next port,
date/time, waste reception
requirements, etc.
2
Cargo Declaration
Full description of cargo,
marks & numbers,
packages, gross weight.
3
Ship's Stores Declaration
Quantity & description of
stores, provisions, spares,
bunkers, bonded stores.
4
Crew's Effects Declaration
Personal effects of crew
members that may be
dutiable or restricted.
5
Crew List
Full name, nationality, rank,
date & place of birth of
every crewmember.
6
Passenger List
Full name, nationality,
date & place of birth of
every passenger.
ADDITIONAL DOCUMENTS
7
Dangerous Goods
Manifest
IMO Class, UN number,
proper shipping name,
quantity, stowage
position on board.
8
Security-Related
Information
Information required by
the competent authority
in accordance with SOLAS
XI-2 and the ISPS Code.
9
Advance Electronic
Cargo Information
Data for customs risk
assessment submitted
electronically pre-arrival.
10
Waste Notification
Advanced notification for
delivery of garbage /
MARPOL wastes to port
reception facilities.
11
Postal Documents
Documents under the
Universal Postal
Convention (if applicable).
12
Maritime Declaration
of Health
As required by the port
health authority under the
International Health
Regulations.
Electronic submission through a Maritime Single Window
is the global standard.
Where national procedures permit, information may be
reused or updated for subsequent domestic port calls.
Public authorities should accept documents in any
language, with translation if requested.
Slide 4 · EXAM TIPS & KEY TAKEAWAYS
EXAM TIPS & KEY TAKEAWAYS
What to Remember
PSC
DOCUMENT & CLOSE
Acknowledge the observation and take corrective action.
Document every step with evidence.
Raise ISM non-conformity with root cause and preventive action.
Get the deficiency closed in the PSC database.
Report to Flag State (where required), Class and Company DPA.
ISM
SYSTEMS & IMPROVEMENT
Every finding is a non-conformity.
Identify root cause, not just the symptom.
Implement effective corrective and preventive actions.
Ensure the report trail is complete, accurate and auditable.
FAL
KNOW THE DOCUMENTS
Be familiar with the principal FAL Convention reporting documents.
Ensure information is complete, accurate and submitted on time.
Electronic submission through Maritime Single Window is the global standard.
GOOD DOCUMENTATION TODAY
PREVENTS REPEAT DEFICIENCIES TOMORROW.
REMEMBER
Keep all evidence organised and traceable.
Act promptly and meet reporting deadlines.
Ensure closure in the PSC database before departure.
Follow company procedures and seek guidance when unsure.
Drafted by SailR from our daily lessons. AI-drawn illustration. Simplified to explain the idea, not to scale. Last updated 19 Oct 2026.
Spotted a mistake?
