Concentrated Inspection Campaign (CIC) Preparation Checklist
Use this Concentrated Inspection Campaign (CIC) Preparation Checklist to verify each announced port state control item before boarding. It helps the vessel crew close gaps, assign owners, and document evidence in one pass.
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Built for: Maritime Shipping · Port Operations · Marine Compliance · Ship Management
Overview
This template is a shipboard preparation checklist for an announced Concentrated Inspection Campaign. It is designed to translate the PSC campaign questionnaire into discrete checklist items so the crew can verify compliance, collect supporting evidence, and flag any blocking gaps before port state control officers board.
Use it when a campaign topic has been published and you need a repeatable way to confirm readiness across certificates, drills, logs, equipment condition, crew familiarity, and any vessel-specific documentation the inspector may ask to see. It is especially useful when multiple departments must contribute, because each item can be assigned to a DRI and tracked as simple yes/no/N/A evidence instead of buried in email or chat.
Do not use it as a generic vessel safety checklist or as a substitute for the official PSC questionnaire. It is also not the right tool for open-ended audits where the scope is unknown, because the value of this template comes from matching a known campaign topic item by item. If the inspection topic changes, update the checklist before use so the crew is not working from stale assumptions.
The template works best when every checklist item is atomic, independently verifiable, and tied to a clear verification step. That makes it easier to separate normal follow-up work from critical readiness blockers and to close the loop before arrival.
Standards & compliance context
- This template supports PSC readiness by organizing evidence around the announced campaign scope, but it does not replace the official inspection criteria issued by the authority.
- Checklist items should align with shipboard safety management and document-control practices so the vessel can show a traceable record of verification and follow-up.
- Where the campaign touches safety-critical equipment or procedures, treat unresolved gaps as blocking until the master confirms the vessel is ready for inspection.
- If the campaign involves drills, logs, or certificates, retain the source records so the checklist can point to the underlying compliance evidence during boarding.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- 1. Copy the announced CIC questionnaire into the checklist and rewrite each question as a single, independently verifiable checklist item with a clear yes/no/N/A outcome.
- 2. Assign a DRI to each item, set the priority to normal unless the item affects safety or compliance, and mark any unresolved gaps as blocking or non-blocking.
- 3. Attach the exact evidence needed for each item, such as certificates, drill records, maintenance entries, crew familiarization notes, or photos, so the verification step is unambiguous.
- 4. Run the checklist with the relevant officers before arrival, confirm every answer against the vessel record, and escalate any missing proof into follow-up tasks immediately.
- 5. Review all blocking items with the master, close or document the corrective action, and complete a final readiness pass before the vessel is presented to inspectors.
Best practices
- Write each checklist item as one action with one answer, such as verifying a certificate, confirming a drill record, or checking a piece of equipment.
- Use the exact campaign wording where possible so the crew can map the checklist back to the published questionnaire without guesswork.
- Keep most items at normal priority and reserve critical only for findings that could affect safety, detention risk, or regulatory compliance.
- Separate blocking findings from non-blocking observations so the team knows what must be fixed before boarding and what can be logged for follow-up.
- Attach evidence at the item level, not just at the checklist level, so the verification step is easy to audit later.
- Review the checklist with the department DRI who owns the record, rather than asking one officer to confirm everything from memory.
- Rerun the checklist after any crew change, equipment repair, or certificate update that could affect inspection readiness.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What is this CIC preparation checklist template for?
This template is for preparing a vessel for an announced Concentrated Inspection Campaign by port state control. It turns the campaign questionnaire into a shipboard checklist so the crew can verify each item, gather evidence, and record any gaps before inspectors arrive. It is meant to produce a clear readiness record, not to replace the actual PSC inspection.
When should we run the checklist?
Run it as soon as the CIC topic and questionnaire are announced, then repeat it close to arrival if the vessel is still in service. Many operators use it once during planning and again as a final verification step before port entry or boarding. If the vessel changes crew, equipment status, or certificates in the meantime, rerun the relevant items.
Who should own this checklist on board?
The DRI is usually the master, chief officer, chief engineer, or another officer responsible for the campaign topic, depending on the inspection focus. Each checklist item should have a clear owner so the work is not treated as a shared task with no accountability. The master should review blocking findings and confirm closure before the vessel is presented.
Does this template replace the official PSC questionnaire?
No. It should mirror the announced CIC questionnaire and any vessel-specific evidence needed to prove compliance, but the official inspection criteria still come from the PSC authority. Treat the template as an internal readiness tool that helps the crew answer the questionnaire consistently and avoid last-minute scrambling. If the campaign changes, update the checklist to match the latest published scope.
What are the most common mistakes when using a CIC checklist?
The biggest mistake is turning the checklist into a vague document with items like "documents ready" or "equipment OK" instead of independently verifiable checks. Another common issue is assigning everything to one person, which creates bottlenecks and hides missing evidence. Teams also forget to record non-blocking observations separately from critical gaps that could affect inspection readiness.
How should we customize this template for our vessel?
Replace the generic campaign items with the exact announced CIC questions, then add vessel-specific evidence fields such as certificate numbers, drill records, maintenance logs, or photos. You can also tailor the checklist by ship type, flag, trading area, and equipment configuration. Keep each item atomic so one yes/no answer is enough to show compliance.
Can this checklist connect to other operational systems?
Yes. Many teams link it to document control, maintenance, training, and corrective-action workflows so findings can become follow-up tasks without retyping. It also works well with recurring task schedules, since the same campaign may need repeated verification across multiple vessels or voyages. If your process uses Kanban, you can route blocking findings into a separate action lane with WIP limits.
How is this better than an ad-hoc pre-inspection email thread?
An email thread scatters answers, makes evidence hard to find, and leaves no reliable audit trail for what was checked, by whom, and when. This template gives you a single checklist with owners, status, and verification steps so the crew can prove readiness item by item. It also makes it easier to spot unresolved blocking issues before the inspector boards.
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