ISM Code Internal Audit of Safety Management System

This template covers the shipboard Safety Management System audit required under the ISM Code, organized around the 12 elements in Part A. It prompts the auditor to verify policy, authority, resources, operational controls, emergency preparedness, non-conformities, maintenance, documentation, and management review. It is designed to capture evidence, not just answers, so the result can support corrective action and follow-up.

Use it at least once every 12 months, with any allowed extension handled according to your company’s SMS and applicable flag or class expectations. Many operators also use the same structure for interim spot checks after major incidents, vessel changes, or repeated deficiencies. The key is that the annual cycle is documented and the prior findings are reviewed before the next audit begins.

The auditor should be independent of the area being audited and competent in ISM Code requirements and shipboard operations. In practice, that often means a trained internal auditor from the company or a qualified shore-side representative who is not directly responsible for the vessel’s day-to-day execution. The template includes prompts to confirm independence and competence so the audit record is defensible.

No. This is an internal SMS audit tool, not a substitute for flag-state inspections, port state control, class surveys, or other external verification. It helps you find deficiencies before an outside authority does, and it creates evidence that the company is checking implementation of its own procedures. You can use it alongside those external regimes, but it should not be treated as the same thing.

The biggest mistake is treating the audit like a yes/no form and skipping evidence. Another common issue is failing to review overdue corrective actions from the previous audit, which hides repeat non-conformities. Teams also miss shore-side interfaces, such as DPA contactability, document control, and maintenance support, even though those are part of the SMS.

Yes. You can tailor the evidence prompts for tankers, bulk carriers, container ships, passenger vessels, offshore support vessels, or mixed fleets while keeping the ISM structure intact. The section order and core audit logic should stay the same, but the examples of critical operations, drills, permits, and maintenance items should match the vessel’s actual risk profile.

Attach the audit date, vessel identification, scope, prior findings review, supporting records, photos where appropriate, and the corrective action log. For operational sections, include drill records, permit-to-work samples, maintenance records, training and familiarization evidence, and any relevant logs or checklists. The more the audit points to objective evidence, the easier it is to close findings and demonstrate compliance.

The template is built to capture non-conformities, root cause, owner, and closure status in one place. That makes it easier to assign actions, follow up overdue items, and show management review what was actually fixed. It also helps prevent repeat findings by linking the issue back to the SMS element that failed.

An ad hoc walkthrough may find obvious issues, but it usually does not verify all 12 ISM elements or preserve a consistent evidence trail. This template gives you a repeatable audit structure, so each vessel is reviewed against the same expectations and gaps are easier to compare across the fleet. It also reduces the chance that important shore-side responsibilities or documentation controls are overlooked.