Neglecting to review and integrate instructions and recommendations from manufacturers’ service letters into the Planned Maintenance System (PMS) can expose both crews and vessels to unnecessary risks, according to Gard.
Over the years Gard has handled numerous claims related to engine damage that could have been avoided if the instructions and recommendations in manufacturers’ service letters had been properly reflected in ships’ PMS. In some instances, the service letters were not distributed to all relevant vessels within the fleet.
As explained, in others, the letters were shared but lacked clear company instructions on how the required or recommended changes should be implemented and monitored, meaning the tasks were never added to the PMS.
Not acting on manufacturers’ instructions can have serious and costly consequences. It may also compromise insurance coverage.
Regulatory requirements
The IMO ISM Code states that: “Every Company should develop, implement and maintain a Safety Management System (SMS) which includes […] instructions and procedures to ensure safe operation of ships and protection of the environment in compliance with relevant international and flag State legislation” (ISM Code Section 1.4).
The Code also specifies that the Company should: “establish procedures to ensure that the ship is maintained in conformity with the provisions of the relevant rules and regulations and with any additional requirements which may be established by the Company” (ISM Code, Section 10).
In addition, the STCW framework includes maintenance and repair competencies within its mandatory training and certification standards for engineering and technical roles. Classification societies similarly require ships to carry out regular maintenance in accordance with a ship-specific PMS.
Therefore, ship operators must ensure that all service letters are received, systematically reviewed, assessed and that all relevant and safety critical instructions and recommendations are incorporated into the PMS for each applicable ship.
Additionally, follow-up actions should be monitored and controlled through the ship’s Safety Management System (SMS).
Gard Club highlights the following key points that should be considered:
- Assign responsibility for service letters: Designate specific personnel or roles to ensure that all manufacturers’ service letters are received, reviewed promptly, assessed for relevance and criticality, and communicated to all applicable vessels in the fleet. Include any additional recommendations from managers in the handover notes for onboard senior management to ensure accountability and follow-up.
- PMS integration: Add all relevant instructions and recommendations to the ship’s PMS with clear tasks, deadlines, and assignment to personnel with the required qualifications.
- Follow-up and verification: Monitor the completion of tasks through the ship’s SMS and confirm that actions have been properly executed.
- Management changes: In the event of a change in the ship’s technical management or shipowner, contact manufacturers to confirm that the PMS reflects the latest service letters, instructions, and recommendations.