Marine Safety Management System (MSMS) Documentation Toolkit

The Marine Safety Management System (MSMS) Documentation Toolkit is a professionally developed documentation package tailored for Maritime companies engaged in ship Management, Operations and Cargo Transport. It is built to support compliance with the International Safety Management (ISM) Code, while promoting a culture of safety, environmental protection, and operational excellence across both shore-based and shipboard operations.

Whether you manage a single vessel or a global fleet, this toolkit provides a practical foundation for implementing and maintaining a Safety Management System (SMS) that meets international maritime standards and flag-state expectations.

 

Purpose of the Toolkit:

This toolkit is designed to help marine companies:

• Operate vessels and transport cargo safely and efficiently
• Comply with the ISM Code, flag state, and port state requirements
• Protect the marine environment and reduce pollution risks
• Maintain a safe and healthy work environment for seafarers
• Manage emergency preparedness and incident response
• Standardize documentation, procedures, roles, and records across the fleet
• Improve audit readiness and demonstrate continuous improvement

 

Who Should Use This Toolkit?

This documentation toolkit is intended for:

• Shipowners and shipping companies
• Designated Person Ashore (DPA)
• Technical & Fleet Managers
• HSSEQ Managers
• Marine Superintendents
• Ship Masters, Chief Engineers & Deck Officers
• HR and Manning Coordinators

 

What’s Included:

The toolkit is structured into five volumes, each serving a key function in your Safety Management System:

1-Cover page amended

·      1.ISM covering page.docx

·      2.CP 04.02.01 - Acknowledgement of Familiarisation.doc

·      3. CP 02.02.01 - Distribution List.doc

·      4.CP 02.02.02 - Revision Record.doc

 

2-Safety management manual

·      Safety Management Manual - Table of Contents.doc

·      SM 01.01- Safety & Environmental Policy.doc

·      SM 01.02- Drugs and Alcohol Policy.doc

·      SM 01.03 - Organization.doc

·      SM 01.04 - DPA.doc

·      SM 02.01 - Safety Mgt. System Documentation X.doc

·      SM 03.01 - Risk Assessment.doc

·      SM 04.01 - HR, Training and Familiarisation.doc

·      SM 05.01 - Compliance Assurance.doc

·      SM 06.01 - Communication.doc

·      SM 07.01 - Operational Risk Control.doc

·      SM 08.01 - Maintenance & Purchasing.doc

·      SM 09.01 - Emergency Preparedness.doc

·      SM 10.01 - Verification, Review and Evaluation a.doc

·      SM 11.01 - Cyber Security.doc

 

3-Company procedures manual

·      CP 07.02 - Chartering Procedures.doc

·      Company Procedures - Table of Contents.doc

·      CP 01.01 - Resp Chairman.doc

·      CP 01.02 - Resp CEO.doc

·      CP 01.03 - Responsibilities - Executive Manager Operations Sector.doc

·      CP 01.04 - Resp DPA.doc

·      CP 01.05 - Resp Fleet Manager.doc

·      CP 01.06 - Resp Head Marine Operations.doc

·      CP 01.07 - Resp Head Technical Operations.doc

·      CP 01.08 - Resp Senior Officers.doc

·      CP 02.01 - Documentation Structure.doc

·      CP 02.02 - Document Control.doc

·      CP 02.03 - Definitions.doc

·      CP 02.04 - Abbreviations.doc

·      CP 03.01 - Risk Assessment.doc

·      CP 04.01 - Vessel Manning HO.doc

·      CP 04.01.A- Instructions to Manning Agents.doc

·      CP 04.02 - Training & Familiarisation.doc

·      CP 05.01 - Compliance Assurance - HO.doc

·      CP 06.01 - HO Communications.doc

·      CP 07.01 - Operational Risk Mangement.doc

·      CP 08.01 - Maintenance- HO.doc

·      CP 08.02 - Dry-Docking - HO.doc

·      CP 09.01 - Purchasing Procedure- HO.doc

·      CP 10.01 - Emergency Procedure HO-Ships.doc

·      CP 10.01A - Appendix A Emergency response flow chart..doc

·      CP 11.01 - Incident Investigation.doc

·      CP 11.02 - Audits.doc

·      CP 11.03 - Management Review.doc

 

4-Fleet Instructions

·      FI  07.11 - Catering Operations.doc

·      Fleet Instructions Manual - Table of Contents.doc

·      FI  01.01 - Shipboard Organisation.doc

·      FI  01.02 - Resp Master.doc

·      FI  01.03 - Resp Deck Officers.doc

·      FI  01.04 - Resp Engineer Officers.doc

·      FI  02.01 - Planning.doc

·      FI  03.01 - Onboard Risk Assessment.doc

·      FI  03.01.A - Onboard Risk Assessment Annex A..doc

·      FI  04.01 - Vessel Manning- Fleet.doc

·      FI  04.02 - Familiarisation- Ship Staff.doc

·      FI  04.03 - Handover- Ship Staff.doc

·      FI  04.04 - Appraisals- Ship Staff.doc

·      FI  04.05.A - On Board Complaint Handling procedures.doc

·      FI  04.05.B - Harassment and Bullying.doc

·      FI  04.05.C - On Board Disciplinary Procedure and Code.doc

·      FI  05.01 - Compliance Assurance -Fleet.doc

·      FI  06.01 - Fleet Communication.doc

·      FI  06.02 - Ship Staff Meetings.doc

·      FI  07.01 - Ship Operations - General.doc

·      FI  07.01.A - Guidelines for Shipboard Filing Systems.doc

·      FI  07.02 - Bridge Procedures.doc

·      FI  07.02.A - Master's Standing Orders.doc

·      FI  07.02.B - Company Bridge Standing Orders.doc

·      FI  07.03 -Deck Operations.doc

·      FI  07.04 - Cargo Operations.doc

·      FI  07.05 - Ballast Water Management.doc

·      FI  07.06 -ER Operations.doc

·      FI  07.06.A - CE's Standing Orders.doc

·      FI  07.07 - Garbage Management Plan.doc

·      FI  07.08 - Additional Safety on Ships.doc

·      FI  07.09 - Hot Work Permits.doc

·      FI  07.10 - Enclosed Space Entry.doc

·      FI  07.12 - IHM Certification and ship recycling.doc

·      FI  08.01 - Maintenance - Fleet.doc

·      FI  08.01.A - Navigational Equipment Inspections.doc

·      FI  08.02 - Dry-Docking - Fleet.doc

·      FI  08.02.A - Standard Dry-dock Repair List.doc

·      FI  08.03 - Ship Inspections.doc

·      FI  08.03.A - Flag Admn FFE Inspections.doc

·      FI  08.03.B - Safety Equipment Survey.doc

·      FI  09.01 - Purchasing Procedure- Fleet.doc

·      FI  10.01 - Emergency Planning- Fleet.doc

·      FI  10.01.A - Emergency Response Organisation- Fleet.doc

·      FI  10.02 - Emergency Procedure- Fleet.doc

·      FI  10.02.A - Contingency Plans.doc

·      FI  10.02.B - Emergency Response Flow Chart- Fleet.doc

·      FI  10.02.C - Documents Required After Emergency.doc

·      FI  10.02.D - War Zone Precautions & Guidelines.doc

·      FI  10.03 - Emergency Insurance and Claims.doc

·      FI  10.04 - Medical Arrangements - Fleet.doc

·      FI  11.01 - Drug and Alcohol Procedure.doc

·      FI  11.02 - Master's Review & Verification.doc

·      FI  11.02.A - Master's  Verification Checklist.doc

 

5-Forms and checklist

·      FI  07.04.01 - (Cargo Type) Loading Checklist.doc

·      Forms and Checklists Manual - Table of Contents.doc

·      CP 02.02.01 - Distribution List.doc

·      CP 02.02.02 - Revision Record.doc

·      CP 02.02.03 - Change Request.doc

·      CP 03.01.01 - Risk Assessment Worksheet.doc

·      CP 04.01.02 Recruitment and Promotion Form.doc

·      CP 04.01.03 - Standards for recruitment and Promotion.docx

·      CP 04.02.01 - Acknowledgement of Familiarisation.doc

·      CP 05.01.A - List of Publications.doc

·      CP 10.01.01 - HO Emergency Response Checklist.doc

·      CP 11.01.01 - Accident - Dangerous Occurance report.doc

·      CP 11.02.01 - Intenal Audit Checklist - HO.doc

·      CP 11.02.02 - Intenal Audit Checklist - Ships.doc

·      CP 11.02.03 - Corrective Action Request.doc

·      FI  04.01.01O - Report of Original Certificates Officers.docx

·      FI  04.01.01R - Report of Original Certificates - Ratings.docx

·      FI  04.01.02 - Medical Certificate forms.doc

·      FI  04.01.03 - Table of shipboard working arrangement.doc

·      FI  04.01.04 - Records of hours of work.doc

·      FI  04.02.01 - Initial Safety Familiarisation.doc

·      FI  04.02.02 - Familiarization-Deck Officers.doc

·      FI  04.02.03 - Familiarization-Deck Crew.doc

·      FI  04.02.04 - Familiarization-Radio Officer.doc

·      FI  04.02.05 - Familiarization- Engineer Officers.doc

·      FI  04.02.06 - Familiarization- Engine Room Crew.doc

·      FI  04.02.07 - Familiarization- Catering Crew.doc

·      FI  04.02.08 - Familiarization- Supernumeraries.doc

·      FI  04.03.01 - Handover Form- Master.doc

·      FI  04.03.02 - Handover Form- Chief Officer.doc

·      FI  04.03.03 - Handover Form- Second Officer.doc

·      FI  04.03.04 - Handover Form- Third Officer.doc

·      FI  04.03.05 - Handover Form- Radio Officer.doc

·      FI  04.03.06 - Handover Form- Chief Engineer.doc

·      FI  04.03.07 - Handover Form- Second Engineer.doc

·      FI  04.03.08 - Handover Form- Third Engineer.doc

·      FI  04.03.09 - Handover Form- Fourth Engineer.doc

·      FI  04.03.10 - Handover Form- Electrical Officer.doc

·      FI  04.03.11 - Handover Form- Catering Officer.doc

·      FI  04.04.01 - Personnel Report.doc

·      FI  04.05.01 - Diciplinary Action Form.doc

·      FI  04.05.02 - Notice of Diciplinary Hearing.doc

·      FI  05.01.01 - Status of Statutory Certificates.doc

·      FI  05.01.02 - Status of Other Certificates.doc

·      FI  05.01.03 - PSC Maintenance Guide Checklist.doc

·      FI  05.01.04 - LSA-FFA Expiry Dates.doc

·      FI  05.01.05 - Navigation and Radio Inspection report - New.doc

·      FI  05.02.01 - Safety Officer Inspection Checklist (Accomodation).docx

·      FI  05.02.01 - Safety Officer Inspection Checklist (Deck).docx

·      FI  05.02.01 - Safety Officer Inspection Checklist (Engine and steering rooms).docx

·      FI  06.02.01 - A Accomodation.doc

·      FI  06.02.01 - B Deck and Cargo spaces.doc

·      FI  06.02.01 - C Engine room and streeing gear.doc

·      FI  07.02.01 - Preparation for Sea- Bridge.doc

·      FI  07.02.01A - Steering gear Checklist - Bridge.doc

·      FI  07.02.02 - Passage Plan.doc

·      FI  07.02.03 - Waypoint Checklist.doc

·      FI  07.02.04 - Handing-Taking Over Watch at Sea.doc

·      FI  07.02.05 - Changing Over Watch at Anchor.doc

·      FI  07.02.06 - Navigation in Heavy Weather.doc

·      FI  07.02.07 - Preparation for Arrival Port.doc

·      FI  07.02.A  - Under - keel Clearance Calculation Form.doc

·      FI  07.04.02 - Pre-Quarantine Inspection Checklist.doc

·      FI  07.06.01 - Handing-Taking Over Watch at Sea- ER.doc

·      FI  07.06.02 - Departure Port Checklist- ER.doc

·      FI  07.06.03 - Arrival Port Checklist- ER.doc

·      FI  07.06.04 - Bunkering Checklist.doc

·      FI  07.06.05 - Steering gear checklist Engine room.doc

·      FI  07.06.06 - OWS Overboard and bilge suction valves.docx

·      FI  07.09.01 - Hot Work Permit.doc

·      FI  07.10.01 - Enclosed Space Entry Permit.doc

·      FI  07.11 - Potable water test record.docx

·      FI  08.01.01 - Weekly Routine Checklist.doc

·      FI  08.01.01B - Critical Equipments List.doc

·      FI  08.01.01C - PMS Forms.doc

·      FI  08.01.01D - Index Numbers for PMS.doc

·      FI  08.02.01 - DPR Status Report.doc

·      FI  08.02.02 - Dry-dock Preparation Checklist.doc

·      FI  08.03.01 - Tank Inspection Status Report.doc

·      FI  10.01.01 - Schedule of Emergency Drills.doc

·      FI  10.02.01 - Protest For Collision.doc

·      FI  10.02.02 - Protest For Collision- Letter Form.doc

·      FI  10.02.03 - Report of the Collision.doc

·      FI  10.02.04 - Master's Report of the Collision.doc

·      FI  10.02.05 - Statements by Ship's Personnel.doc

·      FI  10.02.06 - Master's- Chief Engineer's Report.doc

·      FI  10.02.07 - Lube Oil Statement.doc

·      FI  10.02.08 - Fuel Oil Statement.doc

·      FI  10.03.01 - Master's Note of Protest.doc

·      FI  11.01 - Alcohol Test Report.doc

·      FI  11.03.01 - Master's review of SMS.doc