MANX SHIPPING NOTICE

MSN 004

DEPARTMENT OF ECONOMIC DEVELOPMENT

OFFICIAL LOG BOOKS – GUIDANCE NOTES FOR ENTRIES

This notice clarifies the method of keeping the official log book in cargo
ships and the procedures to be followed in doing so.
Passenger ship and Fishing Vessel log books are not covered in this notice.

Documents referred to in this notice:

The Merchant Shipping (Official Log Books) Regulations 1992 (SD 363/92)
The Isle of Man Merchant Shipping (Life-Saving Appliances) Regulations
1999 (SD431/99)
Most regulations and notices are available on the Isle of Man Government
web site: www.iomshipregistry.com or by contacting
marine.survey@gov.im

The Merchant Shipping (Official Log Book) Regulations 1992 make it a requirement
for all Isle of Man ships (except fishing vessels, ships less than 25 tons, and pleasure
vessels) to carry and keep an official log book.

The official log book is a legal document of considerable importance to Isle of Man
ships. It is also of importance and of value to masters and officers on ships. It is an
official channel of communication between the master and the administration and it
is a document which is acceptable in evidence in court proceedings. It will invariably
be asked for in any dispute or accident and it is therefore essential that it is regularly
and correctly filled in. It is an offence to fail to keep the Official Log Book or to make
incorrect entries.

Page 1 (the front cover).

The first entries are simply the details of the ship, name, port of registry, official
number, gross tonnage, and net tonnage. The details should be taken from the
ship’s certificate of registry, noting that the official number is a unique British ship
number; it is NOT the IMO number.

The second section is for the names of successive masters of the ship. The master
opening the official log book should enter his name and certificate details on the first
line, successive masters should add their details when they take over command. If a
master has been on the ship before and returns while the log book is still in use, he
does not need to add his name a second time. The details of the master’s certificate
if it is not a UK certificate should also include the country of issue and the Isle of Man

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endorsement number, which is found in the top right hand corner of the
endorsement document.
The third section is for the details and address of the registered owner, or the
managing owner, manager etc.
The final section on page 1 is for the date and place at which the log book is opened.
Because the Official Log Book is connected closely with the requirement to keep a
crew agreement, the official log book will always be opened on the same day that a
new crew agreement is opened. The closing date for the official log book will be the
date on which the crew agreement is closed.

All the entries on page 1 must be made by the master.

Pages 2 to 7 “Record of Seamen Employed in the Ship.

This section records all the crew members. The first column “reference Number in
list of crew” is for the consecutive number given to each entry in the crew list which
is part of the articles. When each crew member signs the articles, the number
opposite to his entry in the articles is entered in this first column, his name is in the
second column and the capacity in which employed is in the third. These three parts
should be filled in at the same time that the crew member signs the crew agreement.
If a crew member leaves the ship and then returns while the log book is still in use,
he should be entered again with his new number from the list of crew. It may
happen that the same crew member will have several entries in this section of the
Official Log Book.
Column 4 (“If entry made in narrative section give relevant page.”) forms an index.
If any entry in respect of a crew member is made in the narrative section of the log
book (pages 50 onwards) then the narrative section page number is entered at the
same time in column 4. If there are a number of entries then the page number of
each is added, separated by a comma. An example of the completed section will
look like:

Reference Name of Seaman Capacity in If entry made in

Number in which employed narrative section
(use capital letters please)
list of crew give relevant
page.
3 JOHN SMITH Chief Officer 50
4 JOSE MARTINEZ Pumpman 50, 52, 53

All entries in this section should be made by the master.

Pages 8 and 9 Births and Deaths.

Instructions for completing this section are contained in the section. It should be
noted that in the section for births, the signature of the mother is required while in
the section for deaths, the signature of the master AND the signature of a member of
the crew are both required. The crew member may be any crew member.

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It is essential that the mother’s signature is given in the case of a birth and essential
that the entries in respect of deaths are signed by the master and by a crew
member. A failure to sign and witness these entries can invalidate them and can
cause serious future problems.

Pages 10 to 14 (Record of musters, Boat Drills etc.)

This section must be completed at the time of every drill. Attention is drawn to
SOLAS Chapter III Regulation 19.. This sets out the current requirements for
frequency of drills and content. Reference should also be made to the Isle of Man
Merchant Shipping (Life-Saving Appliances) Regulations.

A typical entry will look like:

date of Nature of muster, drill, training, instruction Date Signature

muster drill, or inspection (including the condition in of s
training, which the life-saving and fire appliances entry of master
instruction were found) and a record of the occasions on and a
or which the lifeboats were swung out and ember
inspection lowered of crew
3/5/05 General alarm sounded, crew mustered at 3/5/05 G.H.Smit
emergency stations for a simulated galley fire, fire
master
pumps, and fire fighting equipment tested, crew
mustered to abandon ship stations. Rescue boat W. Tate
crews instructed in launching procedures. Ch Officer
No deficiencies found
10/5/05 General alarm sounded, crews mustered to 10/5/0 G.H.Smit
abandon ship stations, both boats swung out, port 5
master
side lifeboat launched and crew exercised and
instructed in boat handling procedures. Starboard W. Tate
boat crew instructed in liferaft procedures. Ch Officer
No deficiencies found
12/5/05 Weekly inspection of lifesaving appliances 12/5/0 G.H.Smit
conducted. 5
master
Engines run and general alarm tested in all areas.
W.Tate
No defects found.
Ch Officer

Every entry MUST be signed by the master and by one other crew member. If it is
not signed by BOTH, the entry is invalid and will not be accepted as proof that the
drills have been carried out.

If for any reason a muster or drill is not held then a statement as to the reason why
should be entered in column 2. Valid reasons might be “ship navigating in dense
fog deemed unsafe to conduct drills.” Vessel in heavy weather drill postponed”.
“Vessel unloading dangerous products - drills postponed”.

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If a drill is postponed or cancelled then it should take place at the next suitable
opportunity.

Pages 15 to 18 “Record of tests drills and inspections of steering gear”

This section is self explanatory. The regulations require steering gear to be tested
within 12 hours before sailing (or once per week for ships making one voyage or
more per week from the same port) and emergency steering systems to be tested
every 3 months.

Typical entries might appear as:

Date, time and Nature of inspection, test drill or Date of Signatures of

place of test, check of steering gear entry master
drill, inspection and officer
or pre-sea check
5/5/05 0600 Steering gear tested satisfactorily 5/5/05 G. Smit
before departure
at Santiago master
W. Tate
Ch. Officer
18/5/05 1100 Emergency steering gear and systems 18/5/05 G. Smit
tested, as part of emergency drill,
45deg 43’ W master
Junior engineers instructed in
14 deg 27’S W. Tate
emergency steering procedures.
Ch. Officer

As with most sections of the Official Log Book all entries MUST be signed by the
master and an officer to be valid.

Page 19 Record of Tests and Inspections of Pilot Hoists.

This section is self explanatory and similar to the previous section. For clarity, in
ships which do not have a pilot hoist it may be useful to make and sign a note to this
effect at the top of page 19 when the Official Log Book is first opened.

Pages 20 to 23 Inspection of accommodation.

This section is for records of mandatory inspections of crew accommodation. The

regulations require that an inspection of the crew accommodation, to ensure that it is
being kept clean and that all the requirements of the crew accommodation
regulations are being followed, is carried out every 7 days. The inspection must be
carried out by the master and he must be accompanied by one other member of the
crew. All entries must be signed by the master and a member of the crew, who will
normally be the same person who accompanies the master on the inspection.

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It is acceptable in large ships for the inspections to cover areas of the
accommodation on each occasion so long as the whole of the accommodation is
inspected in sequence.

Typical entries in this section might appear as;

Time and Names and Particulars of any respects Date Signatures

Date of ranks of in which crew of of master
inspectio ersons accommodation is found entry and
n making the not to comply with the member
inspection Regulations of the crew
4/5/05 G. Smit, master Accommodation found 4/5/05 G. Smit
satisfactory and in compliance master
1000 W. Tate,
with the regulations
Ch officer W. Tate
Ch officer
11/5/05 G. Smit, master Wardrobe door found damaged 11/5/05 G. Smit
and shower curtain missing in master
1000 F. Fryer, cook
cabin No. 5. Repaired and
F Fryer
replaced as necessary
cook.

Pages 24 to 28 Inspections of Provisions (ILO No. 68.)

The records of inspections in this section are similar to those in the previous section.
The Convention and the Isle of Man regulations requires that inspections are carried
out at intervals not more than 7 days.

The inspections in this section must be made by the master and a member of the
catering department. In practice it will usually be possible to inspect provisions, store
rooms, galleys etc. with a member of the catering department during the course of
the accommodation inspection.

Entries in this section must be signed by the master and by the member of the crew
making the inspection.

Page 29 -34 Record of Garbage Disposal.

Only companies without a garbage management system need to complete this

section. For companies with a Garbage Management System the master should sign
and date the front page and mark it “refer to company management system record
book” or other such words which indicate where records are kept.

Page 35 Load line, Depth of Loading etc.

This section is self explanatory. The information must be completed and the
necessary data can be found on the ship’s load line certificate. The section should be
completed by the master at the same time as the log book is opened.

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Pages 36 to 45 Dates of departure etc.

This section records the date of sailing and the draughts and freeboards of the ship
on departure for each voyage and the dates of arrival at the next port. It must be
completed at departure. Column (15) refers to the date and time of posting the
notice FRE13 (Man) which is a copy of the data in this section and which must be
posted up in a conspicuous place accessible to the crew at sailing.

Normally it will be convenient for the person completing Form FRE13 to enter the
details in the Official Log Book at the same time for the master’s signature as a final
check. Normally the officer completing the data for the FRE13 will be the second
signatory for this section.
This section should NOT be completed for Ro-Ro passenger ships.
Pages 46 to 55

This section is only for Ro-Ro passenger ships. Particular requirements and
arrangements apply to these ships in regard to this section and they are not
addressed in this notice.

Pages 56 to 104, narrative Section.

This section is for explanatory entries. A complete list of the categories of entry to
be made is contained in the Official Log Book Regulations. In general terms this
section should contain entries relating to:
 Changes of master
 the annexing of other documents to the Official Log Book.
 accidents
 casualties
 disciplinary matters
 discharge of crew members , i.e. when they sign off the articles
( note there is no need to make an entry when crew members sign on to the
articles, this is covered in the pages 2 to 7 section).
 details of crew left behind
 desertions
 complaints
 promotions and demotions
 criminal convictions during a voyage
 illness
 deaths
 appointments of safety officers, representatives and committees.
 meetings of safety committees.
 wages disputes
 closing of articles and Official Log Book.

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 A typical set of entries might appear similar to the example overleaf.

The overleaf is a fictional example designed to illustrate the type of entries that
might commonly be made. Every entry MUST be signed by the master and by a
member of the crew.
The page number for every entry in the narrative section which refers to a crew
member should be entered in column 4 of the list of crew section.
In the event that an Official Log Book becomes full while the articles are still open,
another Official Log Book should be started. An entry should be made in the
narrative section of the second or subsequent book should reflect that this is a
continuation book. All the books should be returned with the completed articles at
the end of the voyage.
Date and Place of the Date Entries required by the Official Log Book Regulations
hour of the occurrence of
occurrence or situation entry
by latitude
and
longitude at
sea
4/6/05 Cape Town 4/6/05 This is to certify that I have this day opened crew articles and
the crew members in the list of crew have signed on the
articles before me, and I have opened this Official Log Book..
A Stormy, master W. Tate Ch Officer
5/7/05 San Juan 5/7/05 This is to certify that ref. No. 1 Capt. A. Stormy has been
superseded as master of this ship by ref. No. 35, Capt. G.
Smit. All documents relevant to the safe navigation of the
vessel and to her crew have be handed over on good order.
A. Stormy, outgoing master G. Smit, master
6/7/05 San Juan 6/7/05 This day appointed J. Navigat Second Officer as safety officer
and Nos., 6, 8, and 10 in the list of crew as safety
representatives to form the ship’s safety committee.
G. Smit master W. Tate Ch Officer
12/7/05 at sea 12/7/05 This day Mr O. Sailor, AB. No. 14 in the list of crew fell while
working on deck. First aid treatment given and contact made
15 deg. N
with medical authorities ashore. Further treatment given in
59 deg W
accordance with instructions. Mr Sailor confined to bed and
under observation.
Completed form ARF 1 for transmission to the Isle of Man Isle
of Man Ship Registry
G. Smit master W. Tate Ch Officer
13/7/05 Bridgetown 13/7/05 This day Mr Sailor signed off the crew articles and landed
ashore for medical treatment.
G Smit master W. Tate Ch Officer
24/7/05 at sea 24/7/05 This day it was reported to me that Mr G Eyes, deckhand No.
42 in the list of crew reported for lookout duty while

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 45 deg W apparently intoxicated. Interviewed Mr. Eyes and established
30 deg S that the allegation was correct. Mr Eyes admits to the offence
and declined to make further comment. Mr Eyes was
accompanied by his friend Mr Hands No 28 in the list of crew.
Reprimanded Mr Eyes and informed him that his conduct was
in breach of Master’s orders and Company rules. Advised him
that any repetition would lead to instant dismissal. Gave Mr
Eyes a copy of this entry.
G. Smit master W. Tate Ch Officer.
27/7/05 Buenos Aries 27/7/05 This day annexed to the Official Log Book the record of
deviations from the schedule of hours of rest in accordance
with the MS(Manning and Training) regulations 1996.
G. Smit master W. Tate Ch Officer.
27/7/05 Buenos Aries 27/7/05 This day signed off Nos. 5, 12, and 14 in the list of crew to
proceed on leave.
G. Smit master W. Tate, Ch. Officer
15/8/05 Cape Town 15/8/05 All crew members discharged from the crew agreement and
crew agreement and official log book closed this day.
G. Smit master W. Tate Ch Officer

Isle of Man Ship Registry

February 2007
Please note - The Isle of Man Ship Registry cannot give Legal Advice. Where this document provides
guidance on the law it should not be regarded as definitive. The way the law applies to any particular
case can vary according to circumstances - for example, from vessel to vessel. You should consider
seeking independent legal advice if you are unsure of your own legal position.