1. SCM
Ships Classification Malaysia
Version 3.0
Research, Development and Planning Page 1 of 4
Issue date : 17.12.2007 Distribution Lists:
Last revision date : - Unit Managers
Revision no. : - Ships in Operation Surveyors
Prepared by : KYUZRI Ships New Building Surveyors
Verified by : NAZIM Plan Approval Engineers
Shipboard Auditors
Technical Support Staffs
For Internal Distribution Only
GSEAS
Guidelines to Surveyors, Engineers and Auditors
Title:
ENHANCEMENT OF QUALITY OF SURVEY PLANNING, EXECUTION AND COMPLETION
FOR SHIPS IN OPERATION SURVEYS (SIO)
A good result of survey is an indication of effective planning, coordination, control and etc. between
surveyor and owner representative/master/chief engineer. Hence, this guideline is to provide guidance to
SIO Surveyor a way to improve and enhance the quality of works when performing surveys for existing
vessels in operation
1.0 PRE- SURVEY PLANNING IN OFFICE
1.1 Preparation of survey folder document
Following complete documents should be prepared by the Surveyor/Technical Support Staff prior to
mobilization to project site:
· Application for Survey Form (Blank form)
If the survey has not been formally requested, the form shall be filled-in and endorsed by the Owner representative
or Master onboard the vessel.
· Correspondence
Any correspondence made between owners (such as confirmation of survey, information of kind of surveys and
surveys items etc.) should be carried for reference during onboard survey planning meeting with Master and C/E
· Client feedback questionnaire
The form shall also be carried for recording of survey feedback at the completion of survey endorsed by Master
· Quick report – Report of Surveys
· Quick report – Condition of Class/Memo
· Survey procedures worksheet (SPW)
Ensure that worksheet has been filled-up by the respective responsible persons
· Updated Class Status Report (CSR)
The CSR is an important document in onboard survey planning meeting with Master and C/E. Therefore, a
current version of CSR shall be printed and carried onboard. List of outstanding CCs and Memo shall also be
carried in the survey folder
· Relevant survey checklist
Survey checklist is an utmost important guidance when carrying survey. Therefore, it shall not be forgotten to
carry.
· Relevant blank certificate of surveys
In some occasion of survey, (e.g. issuance of ST Certificates icw Class Entry and Extension of Surveys) where the
preparation of certificates has not been made in the office, blank certificates are to be carried in the folder.
· Relevant guidance if any
Relevant guidance for surveys (GSEA, ISEA, IACS UR, IACS PR, MSC Circulars etc) should be carried for
further guidance during execution of survey

2. SCM
Ships Classification Malaysia
Version 3.0
Research, Development and Planning Page 2 of 4
1.2 Preparation of survey tools and equipment
Surveyors shall be properly and completely outfitted with the tools and equipment when performing
survey. Surveyor without a complete tool is just like a cowboy without gun. And please remember that,
Surveyor is representing safety branding when performing surveys. As a minimum, the following tools and
equipment shall be carried:
· Safety helmet
Surveyor shall wear a non-expiry safety helmet. Some helmets usage life is about three (3) years
· Boiler suit
Minimum 2 pairs and more if carrying out intermediate and special survey
· Safety and high intensity torch light
The torch light must be ready for use (always powered) particularly for tanks inspection. For inspection of tankers
in operation IS type torchlight shall be used
· Hand gloves
· Ear muff/plug
Particularly for machinery surveys and sea trials
· Surveyor’s hammer
For tanks inspection in analyzing rusts and pitting corrosion
· Lifejacket
For survey at anchorage
· O2/Combustible detectors
For tank inspection particularly in cargo tanks and heavily wasted tanks
· Digital camera
For specialized survey such as condition survey and survey of substandard vessel
· Surveyor’s stamp
Very important. Reports and certificates without original stamping are considered in-valid.
1.3 Pre-survey planning meeting with Managers/Senior Surveyors:
· Check survey folder document
Ensure that all survey document as specified in para 1.1 are provided in survey folder
· Discuss last survey status, conditions and memo
Pay particular attention on overdue surveys/CCs, poorly maintained vessel, substandard vessels, bad paymaster
and any other specific quality problems on the vessel
· Stress on areas to be focused during surveys
· Stress on dealing with recognized substandard vessels
2.0 PRE- SURVEY PLANNING ONBOARD SHIP
2.1 Planning meeting with Owner (if applicable), Master, CO and CE
The best reference for discussion is the class status report and GSEAS
· Advice on type of surveys will be carried out as requested by owner
· Advice on type of surveys that should be carried out where are not requested or overlooked by owner
· Advice on class suspension resulted of overdue CCs or Surveys
· Discuss on conditions and memoranda to be deleted and any overdue CCs that are to be immediately
rectified before issuance or endorsement of certificate for class reinstatement.
· Discuss on machinery survey items and machinery which are subjected for open-up inspection or
running test
· Advice on particular other survey items to be tested and inspected
· Discuss on safety preparation especially for tanks inspection
2.2 For intermediate/renewal survey, it is a good practice to fax the survey requirements to owner in
advance so that necessary survey preparation could be made.

3. SCM
Ships Classification Malaysia
Version 3.0
Research, Development and Planning Page 3 of 4
3.0 EXECUTION OF SURVEY
3.1 Document review
Normally the survey should be started by reviewing survey related document in ship’s office or master’s
office. By reviewing of documents the surveyor should have an initial picture of the maintenance condition
of the vessel. Amongst other document to be reviewed are:
· Class and trading certificates – check validity
· Inspection and service certificates/reports – check validity
· Stability and loading information
· SOPEP, P&A manual, SMPEP manual
· Cargo Securing Manual – Container Vessel
· Oil record books
· Engine and deck log books
· Any other relevant information
3.2 Survey Routing
Survey routing plan is necessary to avoid “waste of energy” moving up and down and to and fro around the
ship causing missing/overlooked items of survey.
· Looping
o 1st
loop (external deck): poop deck moving to main deck and forecastle deck and back to the rest poop deck
up to the bridge deck.
o 2nd
loop (internal deck): form wheelhouse to each accommodation and to each engine room platform/decks
and end-up back to engine control room if provided.
o At each loop, all inspection and test items should be checked/tested/completed
· Accompanied by CO and CE
3.3 Survey Technique
· Visual
By means of overall and close-up inspection and extended detail inspection in case of quality deterioration
· Listen
Try to become an effective listener. Much information we would get if we are listening to them carefully
· Communicate
Effective communication. Clear and specific
· Call
If in doubt, call the respective Manager in charge or your supervisor
· Survey checklist
Never underestimate the checklist. The checklist should be utilized no matter how experienced we are.
3.4 Recording Findings
· Surveyor’s note book
Surveyor should carry personal note book to record findings and to do sketching while performing inspection
· Digital camera
In case of limitation of time, a digital camera is helpful to expedite the inspection by capturing all the findings and
reporting at the completion of survey.
4.0 COMPLETION OF SURVEY, BEFORE LEAVES VESSEL
4.1 List down all survey findings in blank paper
All findings recorded in note book or digital camera shall be listed down in a blank paper and shall be further justified
and classified (standard, serious or major CCs) prior to discussion with Owner/Master
4.2 Complete all checklists
All survey checklists shall be completed and endorsed. Missing survey items shall be carried out/tested.
4.3 Closing meeting
A closing meeting attended by Owner, Master, CO and C/E shall be carried out at the completion of survey. The
following should be concluded:
· Discuss, explain and advice Captain and CE on the survey findings and its severities. All vague
findings shall not be given as CCs. In this case, Owner/Master/CE shall be informed, that the matters
will be confirmed after further discussion with respective Managers or Supervisors in office.

4. SCM
Ships Classification Malaysia
Version 3.0
Research, Development and Planning Page 4 of 4
· Issue condition/memo which is agreeable by Owner/Master/CE
· Quick report (survey report) to be completed
· Endorse FT Cert/issue ST Certificate if applicable
· Assist to fill in Client feedback questionnaire
· Application survey form to be signed by Owner/Master if not available at the time of survey
· Shake hands and greet thanks before leaving ship
5.0 IN OFFICE, AFTER SURVEY
5.1 Final reporting
Following survey document shall be reported and completed a soon as arriving office.
· To discuss all vague findings with Managers/Supervisors. If confirmed and clearly justified, the
findings shall be converted to CCs and owners are to be immediately informed.
· Quick report – Report of Surveys
· Quick report – Condition of Class/Memo
· Survey Record – Form ATT if applicable
· Prepare ST/FT certificates
· Invoice advice
· Survey procedure worksheet to complete
· Forward complete survey folders to Managers/Senior Surveyors for verification
· Update survey database on satisfactory verification
5.2 Verification by Managers/Senior Surveyors in the presence of attending surveyor
The following survey document shall be forwarded to respective Managers for verification:
· Conditions/Memo issued and advice if any
· Used checklist
· Survey record – Form ATT
· Issued certificates
· Client feedback questionnaire
· Invoice advice
· To initial survey procedure worksheet on satisfactory of verification