Communicating with the PSCO
Cooperation and truthful answers are good practice: only objective evidence of non-compliance or lack of familiarisation establishes clear grounds, and an unsatisfactory drill does not automatically cause detention.
Operational Explanation
The initial inspection covers certificates and the general condition of ship, equipment and crew. Questions or observations providing objective evidence may establish clear grounds; a more detailed inspection, deficiency assessment and only then possible detention follow.
Regulatory Reference
The PSCO's powers and procedures are governed by the Paris MoU (and equivalent regional regimes) in implementation of the underlying IMO/ILO conventions (SOLAS, MARPOL, MLC, STCW); the PSCO has the right to inspect the ship, request documentation, interview the crew and, if necessary, conduct a more detailed or expanded inspection in the presence of "clear grounds".
The MoUs do not create the power, however: they coordinate it. The power comes from two SOLAS Regulations, and knowing their text changes how you talk to the PSCO. Regulation I/19 provides that every ship in a port of another Contracting Government is subject to control “in so far as this control is directed towards verifying that the certificates issued under regulation 12 or 13 are valid” (a). That is the ordinary perimeter: verifying that the certificates are valid. Paragraph (b) requires valid certificates to be accepted, and opens the only door to going further: “unless there are clear grounds for believing that the condition of the ship or of its equipment does not correspond substantially with the particulars of any of the certificates or that the ship and its equipment are not in compliance with the provisions of regulation 11(a) and (b)”.
That cross-reference to Regulation I/11 is the hinge almost nobody cites, and it is worth following: I/11(a) requires the ship to be maintained in conformity “to ensure that the ship in all respects will remain fit to proceed to sea without danger to the ship or persons on board”, and I/11(b) forbids, after a survey, any change to structure, machinery or equipment “without the sanction of the Administration”. An unsanctioned modification is therefore, by the construction of the rule itself, a free-standing clear ground: the PSCO need find nothing else.
Paragraph (c) is the detention power: the ship does not sail until she can do so “without danger to the ship or persons on board”. Paragraphs (d) and (e) are the duties of the PSCO, and they are the ones a Master benefits from knowing: to inform in writing the Consul or the diplomatic representative of the flag State, to notify the nominated surveyors or recognized organization that issued the certificates, to report the facts to the Organization, and to notify all relevant information to the authorities of the next port of call.
The second Regulation is XI-1/4, Port State control on operational requirements, and it covers what no certificate evidences: the ship is subject to control on operational matters “when there are clear grounds for believing that the master or crew are not familiar with essential shipboard procedures relating to the safety of ships” (para. 1), and in that case the port State ensures the ship does not sail “until the situation has been brought to order” (para. 2). Paragraph 3 expressly applies the I/19 procedures. In practice: I/19 looks at the papers and the ship, XI-1/4 looks at the crew, and a drill done badly is a detention just as surely as an expired certificate.
Scope of Application
Every interaction between the crew and the PSCO during an inspection, from the welcome on board to the final debrief.
Procedure / How to Complete It
- Cooperate and answer truthfully and concisely.
- Provide requested documents without concealing facts.
- Distinguish initial inspection, clear grounds and more detailed inspection.
- Assess a drill for familiarisation, severity and applicable procedures without automatic detention.
Practical Example
Example of good practice: during the interview, a recently embarked seaman honestly admits he does not remember precisely the location of a specific fire extinguisher, but correctly indicates his own emergency station and role per the muster list — a sign of genuine familiarization, even in the presence of a minor, honestly admitted gap.
What Typically Goes Wrong
Common Mistakes Mistake Library
| Mistake | Consequence | How to avoid it |
|---|---|---|
| Rehearsed, uniform answers from the whole crew, perceived as not genuine | The PSCO extends the inspection to verify the substance behind the answers | Aim for genuine understanding of procedures, not rote-learned answers |
| A defensive or reluctant attitude in providing documentation | Generates suspicion and clear grounds for a more thorough check | Always provide immediate, transparent access to requested documentation |
| Downplaying or hiding an obvious deficiency during the inspection | If discovered, it significantly worsens the outcome and the PSCO's trust | Admit real shortcomings and show, where possible, the corrective action already under way |
What the PSCO Checks
Operational Tips
- Train the crew on the substance of procedures, not on answers to recite in the event of an inspection.
- Maintain a cooperative, transparent attitude: it hides far less than a defensive attitude reveals.
- Always clarify, at the end of the inspection, the timescales and manner of rectifying every deficiency found.
Preparation checklist
Educational checklist. This summary supports learning and preparation only. It does not replace the vessel’s approved procedures, manuals, statutory documents, company SMS, or applicable official requirements. Completing it demonstrates neither compliance nor readiness for an inspection: it shows that a list has been read, not that the ship is in order. Always verify the current documents carried on board.
- Courteous welcome and immediate access to documentation
- Crew prepared on the substance of procedures, not rote-learned answers
- No downplaying of obvious deficiencies
- Internal record of the course of the inspection
- Final clarification on deficiencies and required rectification timescales
FAQ
Related Topics
Last substantive revision of this page: 31 August 2026 · page fingerprint dc3dad8a54e6