Reports to government and owners or operators
When a ship is involved in an accident which results in the discharge or probable discharge of dangerous goods, harmful substances and/or marine pollutants resulting from damage to the ship or its equipment or for the purpose of securing the safety of a ship or saving life at sea, the master is obliged under the terms of the International Convention for the Prevention of Pollution from Ships 1973 (MARPOL 73/38) to report details of the incident, without delay, to the nearest coastal state by means of the fastest telecommunications channel available and with the highest possible priority. The report should also be sent to the owner or operator of the ship.
The format and content of the initial report are given below. This format is consistent with the General Principles for Ship Reporting Systems and Ship Reporting Requirements, including Guidelines for Reporting Incidents Involving Dangerous Goods, Harmful Substances and/or Marine Pollutants, adopted as Resolution A.648(16) by the International Maritime Organization (IMO), and it should therefore be followed so far as possible.
The report should contain the following information :
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Name of ship, call sign and flag.
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Date and time (GMT) of incident (a 6-digit group giving day of month [first two digit], hours and minutes [last four digits]).
- Ship”s position, giving latitude (a 4-digit goup in degrees and minutes suffixed with E [East] or W [West]);
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or Ship”s position by true bearing (first 3 digits) and distance (stated) from a clearly identified landmark.
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True course (as a 3-digit group).
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Speed (in knots and tenths of knots as a 3-digit group).
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Route information – details of intended track.
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Full details of radio stations and frequencies being guarded.
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Time of next report (a 6-digit group as in B).
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Draught (a 4-digit group giving draught in metres and centimetres).
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In the case of probable discharge or danger of further loss of packaged dangerous goods, type(s) and quantity(ies) of cargo on board.
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Brief details of defects, damage, deficiencies or other limitations. This must include the condition of the ship and the ability to transfer cargo, ballast, or fuel.
- Brief details of actual pollution or dangerous goods lost overboard. This should include the type of cargo, an estimate of the quantity discharged, whether the discharge is continuing, the cause of the discharge and, if possible, an estimate of the movement of the slick.
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Weather and sea condition, including wind force and direction and relevant tidal or current details.
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Name, address, telex and telephone number of the ship”s owner and representative (charterer, manager or operator of the ship or their agents).
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Details of length, breadth, tonnage and type of ship.
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Total number of persons onboard.
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Miscellaneous – to include other relevant details including, as appropriate: Brief details of incident.
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Names of other ships involved.
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Action taken with regard to the discharge and movement of the ship.
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Assistance or salvage resources which have been requested or provided.
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Personnel injuries sustained.
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Whether medical assistance is required.
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Should no outside assistance be required, this should be clearly stated.
Notes : The alphabetical reference letters in the above listing are from IMO Assembly Resolution A.648(16). The letters do not follow the complete alphabetical sequence as certain letters are used to designate information required for other reporting formats, e.g. those used to transmit route information. Specific details for items P and Q will vary depending on whether the cargo is defined as Dangerous Goods (DG), Harmful Substances (HS), or Marine Pollutants (MP). Reference should be made to IMO Assembly Resolution A.648(16).
Reports should be transmitted by the quickest available means to the responsible authorities of the nearest coastal state or the Rescue Co-ordination Centre (RCD) via the appropriate shore radio station. Should the ship be within or near to an area for which a ship reporting system has been established, reports should be transmitted to the designated shore station of that system.
The following additional information should be sent to the owner or operator either at the same time as the initial report or as soon as possible thereafter :
- Further details of damage to ship and equipment.
- Whether damage is still being sustained.
- Assessment of fire risk and precautions taken.
- Disposition of cargo on board and quantities involved.
- Number of casualties.
- Damage to other ships or property.
- Time (GMT) assistance was requested and time (GMT) assistance expected to arrive at the scene.
- Name of salvor and type of salvage equipment.
- Whether further assistance is required.
- Priority requirements for spare parts and other materials.
- Details of outside parties advised or aware of the incident.
- Any other important information.
After transmission of the information referred to above in the initial report, as much as possible of the information essential for the safeguarding of life and the protection of the ship and the marine environment should be reported in a supplementary report to the coastal state and the owner or operator, in order to keep them informed of the situation as the incident develops. This information should include items P, Q, R, S and X, as appropriate.
The master of any ship engaged in or requested to engage in an operation to render assistance or undertake salvage of a ship involved in an incident should report to the nearest coastal state, without delay, the particulars of the action undertaken or planned and, as far as practicable, items A,B, C (or D), M, P, Q, R, S, T, U and X of the standard reporting format.
Examples of reports
The following is an example of an initial report sent to the government of the coastal state and the owner or operator :
Message prefixed G…/01/291218Z
AA) BLUE SEA CALL SING G…. BRITISH FLAG
BB) 291150
CC) 2230N 06000E
EE) 137
FF) 120
LL) BOUND SINGAPORE FROM RAS TANURA
MM) BAHRAIN RADIO 500 KHZ, VHF 16, INMARSAT NO. 888888
NN) AS REQUIRED
OO) 1700
PP) CRUDE OILARAB LIGHT 85742 TONNES. QATAR 36764 TONNES.
QQ) COLLISION WITH CARGO SHIP WHITE SKY. TANK 6 PORT BREACHED SUBSEQUENT FIRE. MAIN DECK AND ENGINE ROOM THUS UNABLE TO MANOEUVERE. FIRE NOW EXTINGUISHED. UNABLE TRANSFER CARGO DUE FULL TANKS. BALLAST AND FUEL SYSTEM INOPERATIVE.
RR) ESTIMATE LOSS 2000 TONNES ARAB LIGHT CRUDE OIL FROM 6 PORT. OUTFLOW NOW STOPPED APART FROM SEA ACTIN. ESTIMATE OF SLICK MOVEMENT AND AREA NOT POSSIBLE.
SS) WHEATHER FINE. WIND SE FORCE 3 SEA LIGHT.
TT) SHIP OPERATOR BLUE SHIPPING CO., 13 MILE END PLACE, LONDON. TELEX 77777.
TELEPHONE 071 111 3333.
UU) LENGTH 223M. BREADTH 42M. TONNAGE 127506 SDWT. TYPE OIL TANKER.
WW) 38
XX) TUG ABC ” CONTRACTED TO ASSIST ETA 291600. DO NOT ANTICIPATE FURTHER ASSISTANCE REQUIRED.
The following is an example of additional information for owner or operator :
QQ) TANK 6 PORT BRACHED FRIM DECK TO 1 METRE ABOVE WATER. SHIP LISTED 5 DEGREES STARBOARD. BOILER OUT OF SERVICE HOWEVER ANTICIPATE WILL RESTORE TO SERVICE APPROX. 8 HOURS. GENERATORS OK. NO FURTHER DAMAGE. FIRE RISK UNCERTAIN. ALL INTACT TANKS INERT.
RR) CARGO DISPOSITION ARAB LIGHT ALL WINGS PLUS ONE/FOUR CENTRE QUATAR TWO THREE
FIVE CENTRE. ALL TANKS FULL.
XX) ONE MISSING (NAME). THREE NON SERIOUS INJURIES (NAMES). DAMAGE TO COASTER WHITE
SKY UNKNOWN HOWEVER SHE ADVISES NOT IN DANGER OF SINKING. TUG ABC 2 ETA REMAINS 1600 GMT. LOF 90 AGREED. DO NOT ANTICIPATE FURTHER ASSISTANCE REQUIRED. WILL REVERT WITH SPARES/MATERIALS REQUIREMENTS. SELF AND WHITE SKY BROADCAST VHF PAN MESSAGE, COASTAL STATE ADVISED. UNDERSTAND LOCAL COAST GUARD ARRANGING AERIAL SPRAYING. NO OTHER INFORMATION.
In the case of an oil spillage in port, ships master should report the fact to the terminal authority and the undermentioned government agency immediately.
The National Response Center(NRC)if the vessel is in US water
Washington,D.C.
Tel.(800)424-8802(24)
Coast GuardGovernment Official
If directly reporting to the NRC is not practicable, reports may be made to the Coast Guard or Government Officials for the geographic area where the discharge occurred.
Contents of Reporting
•Date and time of discharge
•Date and time of reporting
•Ship’s name
• Company’s name
Where the discharge occurred
•Kind of oil
•Quantity of discharge
•Weather
•Tide and current
•Sea condition
•Cause of incident
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