You will need to include:

Contact details

You can start your safety management system by writing down the: 

• name, address, phone number and email address (if any) of the owner of the vessel 
• unique identification number for the vessel 
• type of vessel 
• area of vessel operation 
• contact details of a person who may be contacted at any time about the operation of the vessel. You must provide the full legal name of the organisation or person who holds, or will hold, the certificate of operation issued by us. 

Key questions to consider

• What vessel information will a surveyor or marine safety inspector need to see?

You may need to include a navigational chart or map of your area of operation.

Download Company and vessel details form DOT64 KB.

Risk assessment

Your risk assessment identifies daily tasks, emergency situations and risks to vessel operations that need to be managed for your vessel. 

A risk is anything that may pose a hazard to:

• people—both on and off the vessel
• property—the vessel, cargo, or other structures
• the environment. 

It can also include financial or reputational risks. 

Create a list of the risks specific to your vessel and operation. Then consider what you do to address the risk. 

Your risk assessment must document the procedures of who, what, when and how and kept up to date—within a risk register or similar. 

A copy of the risk assessment should be included in the safety management system and be updated when a risk changes or new risks are identified. 

Example two and three provide samples of a risk assessment tool and a risk matrix. 

Read Risk management in the national system.

Download Risk register DOT45 KB.

Key questions to consider

• What training will be conducted for risk assessment? 
• Who will conduct the risk assessment? 
• Where will any new risks be recorded—for example in the vessel log book or diary? Who will record this? What happens next? 
• What will you do with any risks that can’t be eliminated? 
• What PPE do you supply for your crew for the various conditions they are likely to face in your operation? 
• When should crew wear this PPE?

Maintenance of vessel and equipment 

You must have documentation and records of regular planned inspection periods and maintenance activities that are appropriate for the vessel, its machinery and its equipment, including safety equipment. 

Your maintenance procedure will depend on the complexity of the vessel’s maintenance needs and may take the form of: 

• A spreadsheet that includes the maintenance items, service frequency, maintenance conducted and the results.
• Procedural forms, which include reporting sections and responsible persons.
• A breakdown or unscheduled maintenance reporting.
• A computerised planned maintenance system.
• A log book entry recording.

Download planned inspection and maintenance program DOT93.5 KB.

Your maintenance procedure should include: 

• How the vessel must be inspected to make sure its machinery and its equipment complies with the maintenance and operation requirements that apply to it.
• How you will record details of each inspection and correcting each deficiency identified by an inspection.
• Who will conduct each inspection—this should be the person who has overall general control and management of the vessel.
• How the vessel will be serviced taking into account the manufacturer’s specifications and requirements.
• How maintenance will comply with industry and regulations.

Key questions to consider

• What are the key equipment and spares that need to be maintained?
• What does the manufacturer recommend?
• What electrical standards and requirements apply?
• Have you included residual current devices in the schedule?
• Are the equipment manuals on board?
• Who is trained to do the maintenance?
• What are the settings or expectations when you do the maintenance on the main engine?
• What safety equipment needs to be maintained?
• What equipment requires input from the manufacturer?
• What parts of the regulations require maintenance to be done?