TMSA Critical Equipment Maintenance Register Inspection

Inspection template to verify planned maintenance coverage, spare parts readiness, and inspection records for critical navigation, engine, deck, and cargo-handling equipment under TMSA Element 4.

Inspection Identification

• Vessel name and IMO number recorded
• Inspection date and location recorded
• Inspector name and role recorded
• Maintenance register version or revision identified
• Relevant vessel management system or PMS reference noted

Critical Equipment Register Coverage

• Navigation critical equipment listed in the register
  Confirm inclusion of essential navigation systems such as radar, gyrocompass, ECDIS, AIS, and navigation alarms as applicable to the vessel.
• Engine critical equipment listed in the register
  Confirm inclusion of propulsion, steering-related machinery interfaces, generators, fuel systems, and other engine-room critical items covered by the planned maintenance system.
• Deck critical equipment listed in the register
  Confirm inclusion of mooring equipment, windlass, hatch covers, lifeboat launching gear, and other deck safety-critical items as applicable.
• Cargo-handling critical equipment listed in the register
  Confirm inclusion of cargo pumps, cargo valves, cranes, lifting gear, loading arms, and other cargo-handling critical systems where fitted.
• Critical items are clearly marked and prioritized by risk or operational impact
  Verify the register distinguishes critical items from routine equipment and shows prioritization for maintenance planning and defect response.

Planned Maintenance and Overdue Work

• Planned maintenance intervals are defined for each critical item
  Verify maintenance frequency, task scope, and due dates are documented for critical equipment in the PMS or register.
• No overdue critical maintenance items without approved deferral
  Confirm overdue work is either absent or supported by documented authorization, risk assessment, and temporary controls.
• Completed maintenance records are traceable to the responsible person and date
  Verify records show who completed the work, when it was completed, and any test or verification results.
• Defect reports and temporary repairs are linked to the affected critical equipment
  Confirm open defects, temporary repairs, and follow-up actions are cross-referenced to the relevant critical item.
• Maintenance history shows recurring failures are reviewed for corrective action
  Check whether repeated breakdowns or repeated defects trigger escalation, root cause review, or maintenance plan adjustment.

Spare Parts and Consumables

• Critical spare parts list exists for essential equipment
  Confirm the register or linked inventory identifies minimum spares for navigation, engine, deck, and cargo-handling critical systems.
• Minimum stock levels are defined for critical spares
  Verify minimum quantities, reorder points, or equivalent controls are documented for safety-critical spares.
• Critical spares are physically available or procurement lead times are controlled
  Confirm required spares are on board or that procurement arrangements prevent extended loss of critical function.
• Shelf-life or service-life controlled items are identified and in date
  Check expiry dates, preservation status, and storage conditions for items such as batteries, seals, lubricants, and emergency consumables.
• Spare parts storage is orderly, labeled, and protected from damage
  Verify spares are stored to prevent contamination, corrosion, loss, or mix-up, and are easy to locate during an emergency.

Inspection, Testing, and Verification

• Functional tests are documented for critical equipment at required intervals
  Verify periodic testing is recorded for equipment where functional verification is required by the PMS or manufacturer guidance.
• Test results show equipment remained within acceptable operating limits
  Check that recorded readings, alarms, or test outcomes indicate acceptable performance and no unresolved non-conformance.
• Calibration or certification status is current where applicable
  Confirm instruments, gauges, lifting appliances, and other certified items have valid calibration or inspection evidence where required.
• Inspection checklists or test sheets are retained and accessible
  Verify supporting records are filed and can be retrieved for audit, vetting, or superintendent review.

Closeout and Sign-off

• Deficiencies and non-conformances documented with corrective actions
  Record any gaps found in coverage, overdue maintenance, missing spares, or incomplete records and assign follow-up actions.
• Inspector signature completed
• Responsible officer acknowledgement completed