TABLE OF CONTENTS

SECTION SUBJECT PAGE NUMBER

A REPORTS/MESSAGES 2
B CARGO OPERATIONS 4
C BUNKERS 9
D ROUTEING 9
E CARGO GEAR 10
F PERFORMANCE BONUS SCHEME 14

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 STANDING INSTRUCTIONS FOR MULTI-PURPOSE VESSELS’(MPV):-

A. REPORTS/MESSAGES:-
I. ROUTINE REPORTS/MESSAGES

1. All Routine Messages (Noon Reports/Arrival Reports/Departure Reports) should be

promptly sent without delay i.e Navigation and other immediate constraints
permitting.

2. The Daily Noon Reports should be as per the Owner’s/Charterer’s Format, however
additionally it should also include the Bunkers ROB with the breakdown of
FO/MDO/Lubes and M/E load. When you report slip, put negative (-) or positive (+)
sign in bracket as the case maybe.

3. In the daily cargo report, please ensure include following:-

 ETC/D
 Photos of Cargo in Holds
 Photos showing Loading/Discharging

4. When loaded with sensitive cargo like Grain, Steel Products etc which can get
damaged due to ingress of water, the Heavy Weather Report must be sent to me with
MPS Mailbox in copy once daily irrespective of inclement weather being experienced
or not.

5. All Messages which includes communication with Charterers’ must be copied to the
MPS Mailbox and in addition copied to following:-

 Capt Sunil Garg

 Haochen
 Other relevant persons from MPS dept

II. VOYAGE REPORT (To be sent within 2 days after Arrival to Capt Sunil Garg
and MPS Mailbox):-
At the End of each voyage (RFA to EOP) exceeding 7 days (168 hrs), a “Voyage
Report” needs to be sent with below parameters:-
 Total Distance (RFA to EOP)
 Total Steaming Time (RFA to EOP)
 General Average Speed
 G.Average Slip
 G.Average RPM
 Total Consumption:-
 F.O. (M/E)
 F.O. (A/E)
 D.O
 Average Consumption per 24 Hours:-
 F.O (M/E)
 F.O.(A/E)
 D.O
 Weather:-
 Average Weather Experienced in Beaufort Notation.
 Average Height of Sea
 General Direction of Sea relative to the vessel.(Ahead,Std Bow,Stbd
Beam,Stbd Quarter...so on and so forth)
 General Height of Swell.(Long Deep,Moderate,Slight)

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  General Direction of Swell relative to the vessel.(Ahead,Std Bow,Stbd
Beam,Stbd Quarter...so on and so forth)
 General Direction/Rate of Current experienced.
 Any other pertinent information.

III. Port Report(To be sent within 2 days after Departure to Capt Sunil Garg and
MPS Mailbox):-

1. Vessel Arrived (EOP)

2. Vessel Anchored
3. Anchor Aweigh
4. Vessel Berthed (All fast)
5. Vessel Cast Off (All clear)
6. Vessel Sailed (RFA)
7. Total Time in Port (EOP to RFA)
8. Total Time at Berth (from All fast to All clear)
9. Total Cargo Loaded
10. Total Cargo Discharged
11. Total Cargo Handled
12. Type of Cargo
13. No. of Gangs used per 24 hrs (Average figure, Example if ttl port stay is 5 days, and
on day 1, 2 n 3 used 4 gangs and on day 4 n 5 used 3 gangs, no of ggs used per 24
hrs is 18/5= 3.6 gangs)
14. Total Cargo Handled per Day
15. Total Time Worked when Alongside
16. Total Time Idle when Alongside
17. Main reasons to remain idle when alongside (example meal break, crane
breakdown, waiting for pilot etc)
18. Ttl stay at anchorage

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 B. CARGO OPERATIONS:-
I. Following is applicable to all MPVs carrying any cargo:-
Majority of cargo damage claims on board Multi-Purpose Vessels emanate from
ingress of water inside cargo holds. This can be easily avoided by a prudent Master
by taking proper precautions and suitable counter measures prior loading operations
and during the laden voyage.
As such below guidelines are being provided which must be strictly adhered to prior
loading any cargo:-
1. Owners, Charterers and/or Shipper’s Instructions must be strictly followed. If there
are any doubts, suitable clarifications must be sought from either of the parties.
Owners to be kept in copy to all communications in this regard
2. A Stock check of all the Cleaning Materials/Equipment on board must be made and if
required, requisition raised to the concerned parties in adequate time for which
advance planning is required.
3. Follow the Charterer’s Voyage Instructions with regards to Hold Cleaning.
4. Generally hold cleaning should comprise of following:
i.Sweeping and Washing of cargo holds
ii.Chemical cleaning of holds, depending on previous and next cargo. Charterer or
H.O will advise the vessel if chemical cleaning is required
iii.Cleaning and Testing of Cargo Hold Bilges, ensure that strum box and bilge cover
is clean and in place
iv.Testing of bilge alarms
v.Testing of Hold Water Ingression lower and upper level alarms (as applicable)
vi.Cleaning of hatch cover underside girders, drain channels at cross joints and hatch
coaming channels
vii.Testing of non-return arrangement at end of hatch coaming drain channel.
viii.Checking of water tightness / UT test of hatch covers including cross joints, hatch
cover sides, loading ports, inspection ports, vents, etc.
ix.Checking of Electrical Systems and Fixed Fire fighting System
x.Checking of all Structural Access methods including Ladders, Handrails, Platforms
and Stairways in “Australian Rules” ladders
xi.Checking of smooth operation of hatch cover opening/closing (sometimes cargo
dust gets stuck at hatch cover hinges making operation difficult)
xii.Cleaning and greasing of hatch cleats, hatch covers hinges, butterfly nuts of hold
vents
xiii.Checking that hydraulic system has no leakages

Notes:-

 Any deficiencies found after carrying out above mentioned activities must be immediately
attended to and rectified.
 All requests for Hatch Cleaning Bonus Approval to be forwarded only after carrying out
above mentioned activities and completing the attached Checklist duly signed by the
Master, Chief Officer and Bosun which should be forwarded to us as an E-mail
Attachment.

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II. Cargo Loading:-
1. Whenever Charterer's nominate cargo, there is always a margin provided, the Master
must endeavour to load higher quantity.
For example if the Charterer nominates to load approximately 24000MT +/- 5%, the
vessel should always calculate 5% more of the base amount given as Charterers
would want the vessel to load Maximum. In the above example the vessel should
endeavour to load 24000 +5 % = 25200 MT.
2. If the vessel has loaded less due to shipper not able to give the stipulated amount of
cargo then a "Dead Freight" letter should be given by the Master.
3. During passage, hold Bilge pumping record should be diligently maintained. A
consolidated statement of hold bilge pumping out must be prepared and handed over
to draft surveyor and charterer’s agent at discharging port. Vessels have known to
pump out approximately 300MT during a voyage from Load port to China.
4. At discharge port, a proper draft survey should be conducted to determine cargo on
board. Draft survey includes following:-
 Taking Six Sided Draft
 Determining Density of Water using approved glass hydrometer
 Sounding all Tanks
 Application of Constant.

Generally we don’t have any problem and cargo discharged is same or more than
cargo loaded. In rare circumstances, at some ports, the surveyor works in collusion
with the receiver and irrespective of how much cargo is discharged, the Surveyor
always makes a report indicating short landing.
If your vessel is caught in such a situation and is forced to sign a Final Draft Survey
Report, please take following remedial actions:-

 Insert remarks: “Without prejudice, signed under protest without

accepting any liability or responsibility”, All cargo has been discharged
as per manifest, Cargo holds (specify hold numbers) where this cargo
was loaded are empty.
 Issue a Note of protest and take receipt from agent. In case agent refuses to
accept and sign “Note of Protest”, please scan the “Note of Protest” to agent
after departure of vessel from the port.

In all cases, whether there is any dispute of cargo or not, please take “Empty Hold
Certificate” from Stevedores/Agent.

In SOF (Statement of Fact) made at any port, please insert a remark that there is no
delay on vessel’s account. Needless to say that we must be advised of all such
unusual happenings.

In case of cargo where quantity is determined by Shore tally, insert following

Remarks in SOF:-
 Quantity of cargo is as per shore tally conducted by Shipper/Charterer.
 The quality of cargo is as per declaration by shipper/Charterer.
 The vessel will not be responsible for quantity and quality of cargo loaded.

In consultation with us, we may seal the hatch covers in presence of surveyor (Seal
is put at centre cross joint with one end of seal at forward hatch cover and the other
at aft hatch cover making it impossible to open the hatch cover without breaking the
seal and at booby hatch entrances. If seal is intact at Discharge port, quantity of
cargo is not questioned.

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III. Loading at Ports where there is Draft Restriction or if Vessel is Loading Full
Load of Cargo:-

1. Carry out draft survey when the vessel is empty to determine constant
2. Make a proper stowage plan. Take assistance from Capt Yinlong Tang if need be.
3. Ensure that vessel enters port with minimum ballast
4. When in port, pump out ballast in time when vessel has sufficient UKC so that she
can be trimmed by stern to facilitate de-ballasting
5. To ensure that departure ballast quantity is less than 50MT (Un-pumpable)
6. For vessels with cranes on (P), in your planning ensure FO is kept on stbd side to
counter act weight of cranes
7. F.W quantity can be reduced in consultation with us if required in order to load more
cargo.
8. All trimming of vessel must be achieved with cargo or bunkers not ballast.
9. If any Port Captain is attending, he shall ensure that daily morning and Final draft
survey is done in his presence and signed by Master, C/O and Port Captain.
10. If there is no supercargo or Port Captain in attendance, Master and C/O to sign draft
survey report.
11. Daily Morning and Final draft survey duly signed must be scanned to us with email
addressed to me and others in copy.
12. In order to avoid any ambiguity, we will try our best to carry out Joint draft survey with
Charterer / Shipper at Load port.

IV. Avoiding Damage to Cargo:

Cargo damage can result in following grave repercussions:-
 Receivers refusing to accept the cargo
 Cargo Surveyors / PNI club Reps / Additional labour have to be employed
to segregate good cargo from damaged cargo
 Port authorities not accepting landing of damaged cargo
 Frequently there are disputes at discharging port between the vessel,
charterer and receiver resulting in delays during port stay resulting in extra
cost for ship owners
 There are instances when Owners / Charterers / Shippers / Consignees get
embroiled in litigations lasting a considerable period of time with excessive
costs.
Mitigating Actions to prevent Cargo Damage:-
a. When carrying cargoes of Grain, Steel Products, Bagged Cargo, Cement in
Bulk, Edible Products and any other cargo which is likely to get damaged by
water, conduct hose test / UT test of all hatch covers after completion of
hatch cleaning process. If any leakages are observed, same to be rectified in
consultation with Technical Division keeping MPS department in copy.
b. Irrespective of the results of hose test, PNI representatives are
suggesting to use a combination of Expanding polyurethane sealant
foam (hatch sealing foam) and hatch sealing tape for sealing hatch
covers
Raise requisition to SNP for supply of hatch sealing tape and hatch sealing
foam for use on the hatch covers and hatch accesses of all cargo holds.
Same to be applied at cross joints, loading ports, sides, vent flaps, booby
hatch entrance prior the vessel puts out to open seas. The condition and
status of the hatch sealing tape and hatch sealing foam must be periodically
checked over the course of the voyage and renewed if and when necessary.
The sealing tape sometimes melts when the vessel transits areas of high
temperature. Sealing tape and sealing foam sometimes get damaged during
bad weather.

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 Application of Expanding polyurethane sealant foam (hatch sealing
foam) and Sealing Tape:-
To cover all hatch cover joints/loading ports/sides/vents with sealing foam,
vessel will require 6-8 cans per hatch.
Advantage of foam is that all gaps get filled properly. Foam + tape is better
than only using Tape.
However when applying tape over foam, the tape cannot be heated much as
the foam will melt.
Therefore when applying tape over foam, only the periphery of the tape is to
be heated not the entire tape. It takes about 45 minutes for the foam to dry
up.
Kindly be advised that sealing of hatch covers must start as soon as Cargo
operations are over at any hold. Kindly don’t wait for all Cargo Operations to
get over before commencing hatch sealing as then there may not be enough
time before vessel sails. Another important point to remember is that
Charterer will put the vessel Off-hire if there is any delay on account of hatch
sealing.
All hatch covers must be properly sealed even though probability of cargo
getting damaged due to ingress of sea water is more in holds 1, 2 and 3 as
shipping seas / spray affect forward holds more than Aft holds. Therefore
first priority should be to seal forward hatch covers, then top of other hatch
covers and finally sides commencing with likely side from where seas/spray
is expected.
c. When battening down hatch covers, it is not sufficient to only put hatch
cleats, they have to be tightened to provide proper compression and prevent
movement of hatch covers in a seaway. This will not only prevent water
ingress into the holds, it will also reduce damages to hatch covers.
Due diligence should be exercised by ensuring following:-
 Hatch cleats are checked and tightened of all hatch covers.
 The butterfly nuts of all booby hatch accesses are checked and
tightened of all hatch accesses.
 The butterfly nuts of all hatch vents are checked and tightened
of all hatch vents.
 Entries regarding above must be made in the "Remarks"
section of the Deck Log Book signed by C/O
 In case the entire weather deck is not accessible due to
adverse weather/shipping seas. then an entry to this effect
must to be made in the Deck Log Book. Example: Unable to
attend to hatch cleats, butterfly nuts of hatch accesses and hatch
vents due to adverse weather/ shipping seas all over deck.
 In case partial weather deck is accessible (For example if
shipping seas on forward decks), suitable entry to be made in
the Deck Log book. Example: Unable to attend to hatch cleats,
butterfly nuts of hatch accesses and hatch vents due to adverse
weather/ shipping seas at No.1 and 2 hatch covers. Hatch
cleats/butterfly nuts of hatch accesses and hatch vents of No.3,4
and 5 hatch covers tightened.
 These entries in Deck Log book must be made daily from Dep
load port till arrival final Discharge

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 d. After encountering heavy weather following measures must be taken:-
 Take a detailed round of the weather deck and ensure all hatch
securing fully tightened.
 Take soundings of all cargo hold bilges to ensure no water
ingression.
 If suspect water ingression then make proper investigations re
the cause and inform MPV
 Take counter measures to prevent further ingression and cargo
damage.
 Ensure make proper Deck and Official Log Book Entries. Prepare documents
which with include extracts of Deck/Official Log Book Entries, Weather Reports,
Statement of Facts etc so as to note protest at the next port of call.

Henceforth we shall have zero tolerance to cargo damages which could have been easily avoided
and will not hesitate to take punitive actions which could include forfeiture of Performance Bonus
and/or demotion or suspension of employment with us

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C. BUNKERS:-
1. As soon as your next fixture is confirmed please revert with your Bunker
Requirements to following, if and when the vessel is operated by PIL Singapore:-
 PIL Bunker Div(pil.bunkering@sgp.pilship.com)
 MPS Mailbox
If and when operated by PIL Shanghai Management:-
 PIL Bunker Div(pil.bunkering@sgp.pilship.com)
 PILSM team
 MPS Mailbox
If and when vessel is chartered out then the Bunker Requirements shall be raised
directly to the Charterers’ and copied to following:-
 PIL Bunker Div(pil.bunkering@sgp.pilship.com)
 MPS Mailbox
 PILSM (for vessels operated by PILSM)
2. The Speed/Consumption as per the Voyage Instructions must be maintained at all
costs and under no circumstances a unilateral decision made by the Master to
deviate from the Speed/Consumption parameters without consulting Capt.Sunil Garg.

D. ROUTEING:-
1. All vessels’ shall exercise due dispatch in proceeding to the load or discharge port,
as the case may be .The optimum route shall be charted and followed based on:-
 Recommended Passage Planning
 Input obtained from SMHI Weather Routing Service
2. When trading US Waters, Vessels’ operated by PIL Singapore shall send message to
following for mandatory US documentation:
 Capt.Sun
 PIL QSD
 MPS Mailbox
 Capt Sunil Garg
3. If and when operated by PIL Shanghai Management, shall send message to
following for mandatory US documentation:
 Capt Sun
 PIL QSD
 PILSM team
 MPS Mailbox
 Capt Sunil Garg
4. Under no circumstances any deviation from the intended Passage Plan shall be
made without the express approval of MPS Dept for operational issues and QSD or
PILSM QSD for safety issues including weather

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 E. CARGO GEAR:-

A recent spate of incidents on board our Multi Purpose vessels’, involving cargo gear
wire ropes coming apart whilst the vessels were working cargo alongside berth,
resulted in undue expenses to the owner due vessel being off hired and/or port dues
for the extended port stay necessitated for renewal of the wire ropes by ship’s crew.

To circumvent such instances again in future , so far as practicable, ensure that all
the cargo gear running rigging including attachments are in premium condition prior
the vessel calls a particular port where the cargo gear is to be put into use for
loading/discharging cargo.

To achieve the above objectives following procedures need to be adopted:-

 A strict regime of visual inspection/examinations prior the cargo

gears are put into use
 Regular Maintenance, as per makers recommendations, at
stipulated intervals.

To provide an overview to the Master we shall now deal with above procedures in detail:-

1. Visual Inspection/Examination of Wire Ropes prior use:-

Wire Ropes are consumable items with a limited life. During service the physical properties of a
wire rope will change
At the commencement of service, the individual wires and strands settle into position and the
rope breaking strength increases. After reaching a maximum it decreases rapidly due to
progressive loss of the metallic cross-section as a result of abrasion and corrosion, by wire
breaks and by changes in the structure of the rope. Generally, there is a steady rate of increase
in the number of wire breaks during the life of the rope.
One of the objectives of inspection of wire ropes is to monitor the normal process of deterioration
and/or detect any unexpected damage or corrosion so that the rope can be removed from service
before becoming a hazard to safety.
A. When must wire ropes be inspected?
Wire Ropes should be inspected at intervals mentioned in the Vessel Specific
Planned Maintenance System and in addition, prior any cargo operations
involving the use of the Vessel’s cargo gear.
The inspection should be a visual assessment of the condition of as much of the
rope length as possible, including the the points of attachment to the equipment.

B. What are the signs of deterioration in the condition of a wire rope?

i. Broken Wire Strands:-
A wire rope must be discarded if the permissible number of wire
strand breaks is reached or exceeded. It must also be replaced
when local concentrations of wire breaks occur.
Renewal must be considered if at a length of 6 x diameter, 15
visible broken strands are observed.
ii. Reduction in Diameter:-
Reduction in diameter can be caused by abrasion, corrosion or a
local failure of the wire rope core.

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 Generally a 10% reduction from the original diameter warrants
renewal of the relevant wire rope.
iii. Corrosion:-
Corrosion may be external or internal, general or localized. A
wire rope should be considered for being discarded when the
surface of the wire is severely roughened or pitted or if the wires
are slack within the strands due to wastage
iv. Deformation:-
Deformation of a wire rope can result in following:-
a. Waviness

b. Birdcage Effect

c. Loop Formations

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d. Loose Wires

e. Nodes

f. Localized Thinning

g. Kinks

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 h. Flat Areas

If at any time a change in the rope condition is suspected, it should be reported immediately and renewal
to be considered.

Irrespective of any external damages to the cargo gear hoisting Wire Ropes observed or not , they are to
be considered for renewal according to following time spans:-

Wire Diameter(MM) Hours of Operation Years of Use

20 1500 Or 3.5
31 2200 Or 3.5
32 2500 Or 4.0

The above table is not hard and fast and is just meant as a guideline. Prior deciding to actually renew a
careful inspection needs to be made of the wire rope and approval of MPS Department needs to be taken
accordingly.

A log for each crane wire rope inspection needs to be drawn up and same to be kept with the cargo gear
book for reference. A specimen Log is hereby attached.

2. Regular Maintenance and Preventive Measures:-

 Wire ropes must be maintained regularly in accordance with the specifications of
the manufacturer;
 Contingent upon operating conditions, wire ropes must be lubricated in regular
intervals, especially in the bending zone;
 The lubricant that is applied must be compatible with the existing lubricant on the
wire rope and be able to penetrate into the inside of the rope. A viscous lubricant
should not be used;
 It is recommended to rinse off wire ropes, which have had heavy contact with sea
water, with fresh water as the salt keeps moisture under the lubricant, and, thus,
damage from corrosion may develop. Areas that are exposed to heavy sea wash
should be lubricated all the more often;

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 F. Performance Bonus Scheme

Purpose:
To reward masters who had achieved the target of cost-saving and/or high efficiency during the voyage
by taking proactive steps and good cooperation.

Evaluation Criteria:
1. Voyage Performance
a. Improve vessel routing base on weather condition to save sea time
b. Achieve higher fuel efficiency
c. Proper bunker planning to minimize bunker calls
d. Proactively work with agent and HQ to achieve optimized ETA and cut vessel waiting time
for berth
e. Close work with local agent to sail vessel faster considering tide/pilot arrangement
f. Over carriage or short landing of cargo
g. Accurate Draft Survey ascertaining correct quantity of cargo on board
h. Proper and timely reporting to all concerned parties
i. Off Hire during your tenure
j. Proper Seamanship Practices followed
k. M/E stoppages
l. Heavy weather damage

2. Port Operations
a. Prepare and submit accurate documentation/report to ensure smooth port clearance and
manage relationship with respective authorities i.e. PSC, immigration etc to avoid delay to
ship.
b. Prepare ship gear and cargo hold in advance for cargo operation to cut waiting time.
c. Improve efficiency of shifting pontoons to cut waiting time in port.
d. Ensure ship crew and stevedores work the most productive manner in order to achieve
quick dispatch of vessel.
e. Injuries or Fatalities of crew or any one board
f. Bunker dispute
g. Crane break down

3. Cargo Operations
a. Support local operation team to improve stevedore rate.
b. Handle heavy-lift (single & tandem) and other special cargo properly.
c. Check cargo lashing/securing/dunnage materials and condition when loading.
d. Take unlashing and cutting jobs if required to save operation cost.
e. Check cargo lashing condition on sea passage and prevent cargo shortage or over-
Landing.
f. Ensure least damages to the cargoes and the vessel during cargo operation and all
damages shall be reported to head/China office in time.
g. Cargo disputes
h. Cargo or vessel damage
i. Max cargo loaded
j. Delays to cargo operations or vessel

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 4. Overall Planning
a. Work with operation team to improve stowage plan and make sure all vessel capacity is
fully used
b. Support Port Captain and local stevedore in loading/discharge plan to avoid long hatch
c. Provide additional information to HQ for analysis and decision in a timely and accurate
manner
5. Lifting & Lashing Gears
a. Ensure all lifting and lashing gear on board are in good condition and can be used for a
longer time

Best Regards,

Capt. Sunil Garg

Senior Manager Multi-purpose Service Department
(65) 6429 3462 (DID)(65) 6224 4277 (65)9721 3289(HP)
140 Cecil Street, #03-00, PIL Building, Singapore 069540

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