4.1.1 Port State authorities should ensure that, at the conclusion of an inspection, the
master of the ship is provided with a document showing the results of the inspection, details of
any action taken by the PSCO, and a list of any corrective action to be initiated by the master
and/or company. Such reports should be made in accordance with the format in appendix 13.
4.1.2 Where, in the exercise of port State control, a Party denies a foreign ship entry to the
ports or offshore terminals under its jurisdiction, whether or not as a result of information about a substandard ship, it should forthwith provide the master and flag State with reasons for the denial of entry.
4.1.3 In the case of a detention, at least an initial notification should be made to the flag
State Administration as soon as practicable (see paragraphs 2.3.8 and 3.3.2). If such
notification is made verbally, it should be subsequently confirmed in writing. As a minimum,
the notification should include details of the ship’s name, the IMO number, copies of Forms A
and B as set out in appendix 13, time of detention and copies of any detention order. Likewise,
the ROs which have issued the relevant certificates on behalf of the flag State should be
notified, where appropriate. The parties above should also be notified in writing of the release
of detention. As a minimum, this information should include the ship’s name, the IMO number,
the date and time of release and a copy of Form B as set out in appendix 13.
4.1.4 If the ship has been allowed to sail with known deficiencies, the authorities of the port
State should communicate all the facts to the authorities of the country of the next appropriate
port of call, to the flag State, and to the RO, where appropriate.
4.1.5 Parties to a relevant convention, when they have exercised control giving rise to
detention, should submit to the Organization reports in accordance with SOLAS 1974
regulation I/19, article 11 of MARPOL, or article X(3) of STCW 1978. Such deficiency reports
should be made in accordance with the form given in appendices 13 or 16, as appropriate, or
may be submitted electronically by the port State or a regional PSC regime.
4.1.6 Copies of such deficiency reports should, in addition to being forwarded to the
Organization, be sent by the port State without delay to the authorities of the flag State and,
where appropriate, to the RO which had issued the relevant certificate. Deficiencies found
which are not related to the relevant conventions, or which involve ships of non-Parties or
below convention size, should be submitted to flag States and/or to appropriate organizations
but not to IMO.
4.1.7 Relevant telephone numbers and addresses of flag States’ headquarters to which
reports should be sent as outlined above, as well as addresses of flag State offices which
provide inspection services should be provided to the Organization.1
1 Such addresses are available in MSC-MEPC.6/Circ.21 (National contact points for safety and pollution prevention and response), which may be amended, the IMO Internet home page and the GISIS module on contact points (http://gisis.imo.org/Public).