The Ship's Papers certify that the ship was found to be in compliance with the requirements of the rules for classification and construction of sea-going vessels, the safe working order of all ship machinery, arrangement and equipment. They are issued in accordance with the navigation laws of this country by the State Shipping Inspectorate and comply with the provisions of certain international conventions concerning safety of life at sea (SOLAS), tonnage measurements, prevention of pollution from ships (MARPOL), etc.
All sea-going ships with a tonnage of more than 500 t must be furnished with the following documents:
1.A Certificate of Registry which establishes the nationality and ownership of a vessel. It is also called ship's register (not to be confused with Lloyd's Register Book). It contains the following details of the ship:
Official number, name, port and date of registry
Particulars of her dimensions, tonnage, number of masts, decks and bulkheads
Name of owners
A record of any mortgages
Any change in the ship's name or port of registry
The signal letters.
2.A Certificate of Class is issued by the classification society which in Great Britain is Lloyd's Register of Shipping. Vessels may be classed at any time providing that they conform to the rules of the Classification Society. The Certificate of Class can be withdrawn if the ship falls below the required standard. This standard is ensured by the society's surveyors holding annual surveys and special surveys (every four years) as well as inspecting any damage which may be incurred. Separate certificates are given not only for the hull, but also for repairs or alterations carried out on them.
3.A Tonnage Certificate states the vessel's principal dimensions and also:
- all particulars of the under-deck tonnage;
- the items included in the gross tonnage;
- the items which have been deducted in order to obtain the net register tonnage, e.g. master's and crew accommodations, chain lockers, etc.;
- all exempted spaces located on or above the upper deck which are not included in the gross tonnage.
The validity of this document is unlimited providing that there are no alterations in the ship's structure that may alter the internal spaces measured for tonnage.
4.A Document of Safe Manning certifies that the vessel is considered to be safely manned and carries the numbers and grades of personnel required whenever it proceeds to sea.
5.A Crew List (Muster Roll) is a document where the Master enters the names and nationality of every member of the crew, the qualification and the amount of money each seaman is to receive.
6.The Deck (or Mate's) and Engine Room Log Books are kept in a form already defined by the shipowner. These logs may be used as evidence in case of an accident. The mate's log usually contains information about the day to day running of the ship. The engine room log includes all particulars concerning the operation of the propulsion and auxiliary machinery.
7.A Cargo Ship Safety Construction Certificate certifies that a ship's hull, machinery and equipment condition has been surveyed in accordance with the provisions of the SOLAS Convention. It is valid for 5 years.
8.A Cargo Ship Safety Equipment Certificate covers the inspection of all life-saving appliances and proves that the ship complies with the requirements of the above-said convention. It remains in force for 2 years. There are supplements to both certificates concerning the operation of tankers.
9.A Cargo Ship Safety Radio Certificate is issued to a vessel to show compliance with the requirements of chapters III and IV of the SOLAS Convention, more particularly the introduction of the GMDSS (Global Maritime Distress and Safety System), as regards radio facilities. Those fitted in life-saving appliances are also included.
10.A Passenger Ship Safety Certificate shows that a ship complies with the provisions of the SOLAS Convention. It means a thorough inspection of the ship, including structure, main engine and boilers, auxiliary machinery, watertight subdivision arrangements, subdivision load lines, life-saving appliances, etc. Remains in force for not more than 12 months.
11.An Exemption Certificate is issued only when a ship doesn't comply with certain requirements of the SOLAS Convention. It is a supplement to the ship's documents and states clearly the admitted exceptions which do not interfere with the ship's seaworthiness.
12.An International Load Line Certificate points out that the freeboards have been assigned and load lines have been marked in accordance with the International Convention on Load Lines. It is valid for 5 years but periodical inspections (between 9 and 15 months) are carried out to ensure that no changes have occurred in the hull or superstructure and the fittings and appliances for the protection of openings, the guard rails, the freeing ports, etc. are in effective condition.
13.An International Oil Pollution Prevention Certificate is issued under the provisions of the International Convention for the Prevention of Pollution from Ships, 1973, as modified by the Protocol of 1978 relating thereto (referred to as the MARPOL Convention). The survey preceding it must show that the structure, equipment, systems, fittings, arrangement and material of the ship are in satisfactory condition and that the ship complies with the applicable requirements of Annex I of the Convention. Valid for not more than 5 years.
14.An International Sewage Pollution Prevention Certificate proves the vessel’s equipment and its condition are in all respects satisfactory so that the ship is in compliance with the requirements of Annex IV of the MARPOL Convention. Remains in force for not more than 5 years.
There are some other papers found aboard ship such as:
1.A Clearance Certificate
2.A Certificate of Health
3.A Deratting Certificate, etc.
which show compliance with the maritime laws of the country the ship belongs to. Depending on the ship type
4.A Certificate of Fitness
5.An International Pollution Prevention Certificate
may also be added to comply with the requirements for the carriage of noxious liquid substances in bulk.