Ship Vetting Services

ITVC provides ship-vetting services to support refineries, oil terminals, shipowners, operators, managers and charterers in assessing vessels intended to carry cargoes such as petroleum products, chemicals and LPG.

The assessment considers the vessel's technical condition and safety-management arrangements against the requirements agreed with the client. The applicable terminal policy, inspection programme and current questionnaire should be confirmed for each assignment.

1. Key terms

• Ship vetting: a structured review of technical condition and safety management used to inform a vessel-acceptance decision.
• Observation: a finding recorded by the inspector against the applicable inspection criteria.
• Operator's comments: the owner's or technical manager's response to findings, informed by the master's account and supported by corrective and preventive actions.
• Technical hold: a status used where identified deficiencies make the vessel unacceptable under the relevant terminal or refinery policy.
• Vessel particulars: information on the vessel, equipment and certificate status, historically provided through the VPQ (Vessel Particulars Questionnaire).
• Inspection questionnaire: the agreed set of inspection questions. A refinery-approved VIQ adapted to local fleet conditions is referenced here; the current programme and version must be confirmed before an inspection.

Operator responses should be accurate, supported by evidence and implemented as stated. Unfulfilled or inaccurate commitments can undermine confidence and affect acceptance.

2. Responsibilities

Master

Maintain inspection readiness, review previous findings, ensure corrective actions and records are available, and keep vessel particulars and certificate information current.

Vetting coordinator and technical superintendent

Coordinate the inspection with operations and obtain the appropriate technical agreement. Arrange repairs and follow findings through to completion in line with the operator's commitments.

Owner, operator or charterer

Plan the assessment in relation to the applicable report-validity requirements and provide requested existing inspection information, including relevant OCIMF/SIRE reports where available and authorised for use.

3. Arranging and conducting the inspection

1. Send the request to itvc.haiphong@itvc-global.com.
2. ITVC confirms the request and provides the information form.
3. Confirm suitable access and scheduling, including whether other surveys or audits would conflict with the inspection.
4. Provide vessel name, IMO number, loading or discharging status, estimated arrival, contact person and telephone number, and the agreed fee-payment arrangements.
5. Update vessel particulars and prepare the required records before the inspector arrives.
6. Arrange appropriate escort and communication so the inspection is conducted safely and questions are directed to the relevant personnel.
7. Discuss findings at the closing meeting. The master prepares comments and submits them for company review.
8. The owner or operator coordinates responses with the master and technical superintendent and submits them through the agreed ITVC channel.
9. The refinery or terminal reviews the assessment and decides acceptance under its own policy. Subsequent safety events may trigger reassessment.
10. Retain the report and responses in the agreed systems and keep the required copy on board.

4. Preparing the vessel

Brief the crew on the previous inspection results, the planned assessment and each person's responsibilities. Review recent oil-company inspections, company pre-inspections, port-state-control findings and the current class-status report.

Check that corrective actions are complete and supported by evidence. For outstanding matters, prepare a clear, truthful explanation and an appropriate action plan. Follow ship-security and access controls when the inspector boards and throughout the visit.

Deficiencies should be disclosed rather than concealed. Corrective action does not automatically remove an observation; recording and acceptance follow the applicable inspection and terminal rules.

5. Reporting and follow-up

The master promptly informs the company of the outcome and comments on each finding. Responses should explain the correction, root cause where relevant, completion date, supporting evidence and action to prevent recurrence.

After review by the master and technical superintendent, submit the operator's comments to the refinery or ITVC through the agreed channel. ITVC's inspection report supports the client's assessment; the relevant terminal or refinery retains the vessel-acceptance decision.