Sailaway Documentation Reference

How to use this reference

Use the categories below to:

establish the initial document register;
identify issuing and approving authorities;
allocate document ownership;
identify supporting surveys and tests;
confirm onboard-copy requirements;
track validity and expiry;
identify exemptions and alternative arrangements;
prepare the final sailaway dossier.

For every selected document, record its precise project title, revision, approval status, issue date, expiry date, owner and onboard location.

1. Class, registry and statutory certification

These records establish the unit’s registered identity, Class position and principal statutory status.

interim Class certificate;
final Class certificate;
Class status report;
outstanding conditions of Class;
Certificate of Registry;
mobile offshore drilling unit safety certificate;
applicable cargo-ship safety records;
International Load Line Certificate;
International Tonnage Certificate;
crew-accommodation certificate;
International Oil Pollution Prevention Certificate;
International Air Pollution Prevention Certificate;
International Sewage Pollution Prevention Certificate;
garbage-compliance narrative or survey report;
register of lifting appliances and cargo gear;
approved GMDSS installation record;
statutory survey reports;
Flag endorsements;
recognised-organisation certificates.

Check that the vessel name, official number, Flag, owner and technical particulars are consistent across the package.

2. Exemptions, equivalencies and alternative arrangements

These documents record an approved departure from the normally applicable requirement.

alternative rescue-boat launching arrangement;
alternative lifeboat launching arrangement;
accommodation-layout exemption;
separate-mess-room exemption;
natural-light exemption for sleeping quarters;
companionway door-sill approval;
permanent-means-of-access exemption;
alternative-means-of-access approval;
load-line assignment extension;
navigation-equipment exemption;
sister-unit approval extension;
equivalent lifesaving arrangement;
temporary Flag dispensation;
temporary Class acceptance;
approved operating restriction;
technical equivalency letter.

Each approval should identify the affected requirement, technical basis, validity, limitations and permanent close-out obligation.

3. Load line, freeboard and stability

These records demonstrate the accepted loading, freeboard and stability basis.

load-line survey report;
International Load Line Certificate;
freeboard-assignment form;
load-line marking verification;
stability approval letter;
inclining-test report;
lightweight survey report;
approved stability booklet;
approved operating manual;
intact-stability calculations;
damage-stability information;
loading-condition summary;
sailaway loading condition;
ballast plan;
departure draft and trim calculation;
temporary-equipment weight register;
seafastening weight and centre-of-gravity information;
variable-load register;
deck-loading plan;
tow-condition stability assessment.

The approved information should match the actual configuration at departure.

4. Mobile offshore unit safety certification

These documents support certification under the applicable mobile offshore unit safety regime.

mobile offshore drilling unit safety certificate;
supporting statutory survey records;
safety-equipment survey record;
construction survey evidence;
machinery survey evidence;
electrical survey evidence;
lifesaving-appliance survey evidence;
fire-safety survey evidence;
hazardous-area inspection records;
emergency-system test records;
conditions attached to interim certification;
recognised-organisation check sheets;
Flag acceptance correspondence.

Certification should be supported by the underlying accepted surveys and records.

5. Operating manuals and construction records

These documents describe the unit’s design basis, limitations and intended operation.

approved operating manual;
construction portfolio;
system descriptions;
equipment operating instructions;
machinery manuals;
electrical manuals;
control-system manuals;
hazardous-area equipment booklet;
jacking-system manual;
ballast-system manual;
crane operating manual;
emergency operating procedures;
stability operating guidance;
maintenance instructions;
preservation instructions;
commissioning records;
approved deviations;
final configuration records.

The controlled revision onboard should represent the delivered configuration.

6. Lifesaving appliances

These documents demonstrate approval, servicing and readiness of lifesaving equipment.

lifeboat certificates;
rescue-boat certificates;
lifeboat davit certificates;
rescue-boat davit certificates;
launching-appliance test records;
liferaft service certificates;
hydrostatic-release-unit certificates;
inflatable-lifejacket service certificates;
immersion-suit inspection records;
thermal-protective-aid records;
marine evacuation system certificates;
rescue-boat service reports;
on-load release-gear records;
annual thorough-examination records;
five-year load-test records;
onboard maintenance instructions;
periodic-maintenance schedule;
spare-parts list;
training and drill records.

Service dates should remain valid for the intended voyage period.

7. Fire safety

These documents support the readiness and maintenance of fire-protection systems.

fire-control plan;
fire-safety plan;
fire-safety operational booklet;
firefighting training manual;
portable fire-extinguisher inspection records;
extinguisher hydrostatic-test certificates;
fixed gas fire-extinguishing-system inspection records;
fixed-system pressure-test records;
foam-system test records;
fire-pump test records;
emergency fire-pump test records;
fire-detection-system test records;
alarm and shutdown test records;
fire-door inspection records;
ventilation-shutdown test records;
damper inspection records;
breathing-apparatus inspection records;
emergency-escape breathing-device records;
maintenance schedules;
fire-equipment inventory.

Temporary impairments should be formally recorded and controlled.

8. Radio, GMDSS and communications

These documents establish radio installation approval, operator competence and communications readiness.

radio-station licence;
approved GMDSS installation record;
GMDSS survey report;
radio survey check sheet;
radio logbook;
GMDSS operator licences;
Flag endorsements;
shore-based maintenance agreement;
radio-equipment operating instructions;
required GMDSS publications;
EPIRB annual test certificate;
EPIRB registration;
SART test certificate;
portable GMDSS radio test certificate;
Ship Security Alert System survey record;
satellite terminal records;
internal communication-extension list;
emergency-announcement instructions;
public-address-system test record;
general-alarm test record;
communication battery records.

Equipment identity, licences and personnel certification should correspond.

9. Navigation and signalling

These documents support navigation, visibility and signalling compliance.

navigation-light approval certificates;
navigation-light test records;
day-shape inventory;
sound-signalling equipment records;
International Code of Signals;
compass deviation record;
magnetic-compass adjustment certificate;
gyrocompass test record;
radar service record;
AIS configuration record;
voyage-data-recorder service certificate where applicable;
echo-sounder service record;
speed-log record;
navigation-equipment exemption;
bridge-equipment checklist;
nautical charts;
sailing directions;
notices to mariners;
tide tables;
voyage publications;
bridge procedures.

Voyage-specific charts and publications should be corrected to the required date.

10. Oil-pollution prevention

These documents support machinery-space and operational oil-pollution controls.

International Oil Pollution Prevention Certificate;
applicable certificate supplement;
oily-water-separator type-approval certificate;
oily-water-separator commissioning record;
oil-content-meter certificate;
oil-content-meter calibration record;
Oil Record Book;
bunker delivery notes;
retained bunker samples;
Shipboard Oil Pollution Emergency Plan;
sludge and bilge-management procedures;
tank-capacity information;
piping and discharge arrangements;
overboard-valve control records;
pollution-response equipment inventory;
machinery-space pollution survey records;
temporary pollution-control arrangements.

Required equipment should be operational and reflected accurately in the certificate supplement.

11. Air-pollution prevention

These documents support compliance for engines, fuel, refrigerants and emissions-related equipment.

International Air Pollution Prevention Certificate;
applicable certificate supplement;
engine technical files;
engine air-pollution certificates;
NOx technical documentation;
approved engine settings;
fuel-sulphur evidence;
bunker delivery notes;
refrigerant register;
ozone-depleting-substance record book;
incinerator type-approval certificate;
incinerator operating manual;
emission-control equipment records;
engine change or replacement approvals;
related survey reports.

Engine identity and settings should correspond with the approved technical files.

12. Sewage and garbage compliance

These documents support the control of sewage and operational waste.

International Sewage Pollution Prevention Certificate;
sewage-treatment-plant type approval;
sewage-treatment-plant test record;
holding-tank records;
discharge arrangements;
garbage-compliance survey report;
Garbage Management Plan;
Garbage Record Book;
required garbage placards;
waste-segregation instructions;
waste-storage arrangements;
disposal receipts;
crew familiarisation records.

The onboard arrangements should match the approved plan and survey condition.

13. Accommodation, welfare and occupational records

These documents support accommodation standards, welfare and occupational recordkeeping.

crew-accommodation certificate;
accommodation survey report;
approved accommodation plans;
accommodation exemptions;
noise survey report;
lighting survey report;
ventilation records;
potable-water arrangements;
sanitary-space records;
galley inspection records;
hospital or sickbay records;
accident register;
lost-time injury records;
first-aid records;
near-miss records;
occupational-health records;
welfare-equipment inventory;
onboard notice requirements.

Project records should be separated from the ongoing operational records maintained after delivery.

14. Manning, competence and personnel certification

These documents establish the approved manning level and competence of the onboard team.

Minimum Safe Manning Document;
crew list;
Master’s certificate;
officer certificates;
rating certificates;
Flag endorsements;
GMDSS operator licences;
medical-fitness certificates;
training certificates;
watchkeeping arrangements;
emergency-duty assignments;
familiarisation records;
security-duty records;
helideck personnel competence where applicable;
crane-operator certification;
ballast-control operator certification where applicable;
jacking-system operator competence;
lifting-team competence records.

Original certificates should be available onboard where required.

15. Lifting appliances and cargo gear

These documents support the certification and safe use of lifting equipment.

register of lifting appliances;
cargo-gear register;
crane test certificate;
crane load-test record;
approved crane drawing;
approved load chart;
reeving diagram;
wire-rope certificate;
loose-gear certificate;
lifting-beam certificate;
spreader-beam certificate;
padeye test record;
davit certificate;
winch test certificate;
annual thorough-examination record;
five-year proof-load record;
non-destructive examination report;
crane operating manual;
crane maintenance records;
lifting limitation or derating approval.

Certificate identity should correspond with the equipment markings and register.

16. Machinery, electrical and technical records

These documents support operation, maintenance and technical acceptance of installed equipment.

machinery certificates;
engine certificates;
generator test records;
switchboard test records;
protection-setting records;
hazardous-area equipment register;
hazardous-area inspection dossier;
cable test records;
earthing and bonding records;
battery-maintenance procedure;
emergency-power test record;
cooling-plant test records;
cooling-plant maintenance records;
pressure-vessel certificates;
calibration certificates;
equipment commissioning records;
vendor service reports;
approved software backup;
configuration records;
spare-parts list;
initial maintenance schedule;
technical operating limitations.

Outstanding technical defects should be linked to the accepted sailaway condition.

17. Drawings, manuals and onboard publications

These documents provide the controlled technical and regulatory reference available onboard.

Class-stamped drawings;
general arrangement drawing;
fire-control plan;
lifesaving-appliance plan;
hazardous-area plan;
electrical single-line diagrams;
piping diagrams;
stability booklet;
approved operating manual;
crane manual;
jacking manual;
machinery manuals;
maintenance manuals;
emergency procedures;
International Code of Signals;
applicable mobile offshore unit code;
SOLAS publication;
MARPOL publication;
helideck guidance such as CAP 437 where applicable;
International Medical Guide for Ships;
GMDSS publications;
Flag notices;
Class rules or operating guidance required onboard.

Confirm the required format and onboard location for each controlled publication.

18. Insurance and financial-security documents

These documents establish the required insurance or financial security for the unit and voyage.

hull and machinery insurance evidence;
protection and indemnity evidence;
civil-liability certificate;
oil-pollution financial-security certificate;
bunker-liability certificate;
wreck-removal certificate;
towage insurance confirmation;
voyage-specific insurance endorsement;
war-risk confirmation;
crew-liability evidence;
owner’s declaration;
charterer documentation where applicable.

The insured party, unit identity, Flag and validity period should be correct.

19. Health, sanitation and potable-water records

These documents support health, hygiene and port-entry requirements.

Ship Sanitation Control Exemption Certificate;
interim sanitation certificate;
potable-water test certificate;
potable-water tank-cleaning record;
bunkering record;
microbiological test report;
medical stores inventory;
medical-guide evidence;
galley hygiene record;
food-storage inspection;
pest-control record;
quarantine documentation;
maritime declaration of health;
port-health clearance;
vaccination or health records where legally applicable.

Validity should cover the planned departure and arrival dates.

20. Voyage, tow and sailaway-specific documents

These documents establish the basis for the actual movement from the yard or departure location.

approved sailaway plan;
approved tow plan;
marine operations manual;
voyage plan;
towage risk assessment;
marine warranty survey approval;
towage survey report;
fitness-to-tow certificate;
towline and towing-equipment certificates;
tug certificates;
tug bollard-pull evidence;
seafastening drawings;
seafastening inspection record;
temporary-equipment register;
ballast and stability condition;
weather forecast;
weather-routing arrangement;
departure criteria;
port-clearance documents;
pilotage booking;
tug-assistance plan;
coastal-state permissions;
customs and immigration documents;
departure notification;
arrival notification;
emergency-response plan;
ports-of-refuge plan;
bunker and consumables summary;
voyage limitations;
contact and escalation list.

The final package should describe the actual unit, route, configuration and planned departure window.

21. Final document-control and handover evidence

These records demonstrate that the sailaway package has been reviewed, accepted and transferred.

master document register;
final sailaway-document index;
certificate-validity register;
exemption and equivalency register;
interim-certificate register;
outstanding-action register;
limitation register;
final readiness checklist;
Class acceptance record;
Flag acceptance record;
owner acceptance record;
Master’s receipt;
onboard document-location list;
controlled-copy distribution record;
electronic-backup confirmation;
superseded-document register;
final handover certificate;
post-sailaway close-out plan.

The final index should allow another competent person to understand what was accepted, what remains and where the evidence is held.

Disclaimer

This reference provides general examples for document planning and control. It does not establish the statutory requirements for a particular vessel, mobile offshore unit, voyage, Flag, Class society or jurisdiction. Requirements must be confirmed with the competent authorities and responsible technical organisations for the specific unit and intended operation.