P&I Loss Prevention Condition Surveys

Survey Requirements

Eagle Ocean Marine (EOM) requires vessels to undergo condition surveys to ascertain compliance with standards for safety, construction, seaworthiness, cargo worthiness, crew management, and vessel management.

EOM will normally require a survey prior to attachment and/or prior to the commencement of trading and/or within 30 days of entry, depending upon the terms of the cover established by the Underwriting Department.

The Loss Preventions Condition Surveys must be performed by EOM approved surveyors instructed by the EOM Technical Department.

Additional Survey Triggers

Surveys may also be required under the following circumstances:

Involvement in a marine casualty
Detention or significant deficiencies identified by Port State Control
Filling or receiving substantial claims
Receipt of third-party reports identifying issues that warrant further evaluation of the vessel's condition.

The above explanation is not intended to detract from or modify EOM's General Terms & Conditions of Cover: 01.07.2025 articles 40 through 44, which define EOM's survey requirements generally.

Technical Department

The EOM Technical Department coordinates with the insured'ss brokers assisting the owners in arranging and coordinating the surveys, issues a set of survey and reporting instructions prior to the survey and reviews the survey results.

On completion of the review process of the survey results, the EOM Technical Team issues the final survey report along with a summary review letter which includes the brief outcome of the survey together with EOM Technical Department'ss further recommendations, as applicable.

In addition to the above, EOM's Technical Department assists owners with operational challenges (e.g., cargo handling, machinery, fuel issues), and provides technical support to the EOM Claims Department.

Contact:

surveys@eagleoceanmarine.com and technical@scb-hellas.com

General Guidance for Owners & Surveyors

For the purpose of organizing the required Loss Prevention Condition Survey, shipowners or their brokers must coordinate surveys with the EOM Technical Department, by submitting the following information:

vessel specific data
Agreed location for survey and details of vessel's operations
estimated time of arrival/departure (ETA/ETD)
full contact details of the local agent.

The EOM Technical Department will coordinate with shipowners (via the brokers) for the appointment of an EOM approved surveyor.

Unless otherwise explicitly agreed upon in the terms of the insurance, shipowners should discuss the survey fees and expenses, the payment terms and affect the payment directly to the surveyor.

The surveyor will be advised that the vessel is to be insured with EOM and that it must be subjected to the EOM loss prevention condition survey in compliance with EOM's standard terms. Thereafter, instructions will be issued to the surveyor, and the respective template will be activated via iAuditor, where the surveyor will be able to see the questionnaire, and any additional requirements for the specific vessel.

Shipowners must coordinate with the surveyor so that all test and inspection items that form the scope of the EOM loss prevention condition survey to be completed within the planned survey attendance. In this view, necessary arrangements are recommended to be made ahead of surveyor's attendance.

Visual inspections and testing must be arranged during daylight hours, as far as possible.

With good planning and co-operation from the Master and personnel onboard, it is anticipated that the survey must be fully completed, smoothly and with minimum disruption to vessel's operations and schedule.

Instructions for Owners

Blank survey templates for each type of vessel may be found in the section below.

It is recommended for shipowners to submit the appropriate survey form/template to the Master of the vessel so that he may make the necessary preparations for the survey required for EOM. Generally, it is expected that the following preparations to be made to ensure a smooth survey process:

Have all manholes open to all ballast tanks which are to be presented for inspection. A selection of ballast tanks is required to be internally inspected, at the choice and discretion of the attending surveyor. Tanks are to be well ventilated and tested in accordance with the enclosed spaces entry procedures, including all tank entry documentation being filled out. It should be noted that suitable multi-gas detector equipment needs to be onboard to ascertain that the atmosphere inside the ballast tanks is safe for entry. The space needs to be tested from outside the space for explosive/flammable gases (LEL), oxygen (O2), carbon monoxide (CO) and hydrogen sulfide (H2S).
Prepare ALL cargo spaces for internal inspection. (with suitable lighting if required).
Prepare the rigging of lighting for ballast tank inspections. (a selection of tanks).
Prepare ALL ballast tanks for hydro-static pressure testing. Tanks are only to be pressure tested when the cargo spaces are cargo free and considering stability aspects and possible port restrictions. However, note that if such tests are not performed, it can likely lead to being listed as an outstanding defect item in the report and review letter.
Prepare cargo hold hatch covers (if applicable) for tightness testing using ultrasound testing device.
Prepare for demonstration of cargo deck/engine room and other space bilge suctions and non-return valves.
Have cargo handling equipment, lifting ramps, cranes, doors, and records prepared for inspection.
Prepare for demonstration of steering gear for normal and emergency conditions.
Prepare for demonstration of emergency generators, under working conditions.
Prepare for demonstration of emergency fire pump, under working conditions.
Have copies of statutory certificates and class certificates made available.
Have copies of lifesaving and firefighting appliance inventories made available.
Prepare for demonstration that nautical publications and charts are current.
Have engine maintenance records made available.
Be prepared to demonstrate that bilge alarms (engine room), quick closing devices, ventilator dampers and other similar devices are serviceable in the engine room.

Prepare for the surveyor: Any details of inspections and pressure testing of the ballast tanks, that may have been conducted recently during surveys by or on behalf of Flag state, class society or otherwise authorized Recognized Organization that issues the vessels certificates.

Instruction for Surveyors

Eagle Ocean Marine has adopted the Safety Culture's iAuditor platform as its official system for digital management and submission of condition survey reports.

Surveyors are requested to download Safety Culture's iAuditor - Checklist and Inspection App onto their PC/Android devices or onto MacBook/IOS devices to facilitate completion of the survey. The app enables survey report, to be partially or fully completed onboard and electronically submitted whilst onboard the vessel, assuming a cellular internet connection is available, or if not then upon obtaining a cellular internet connection after departing the vessel, or upon reaching home base by having synced the partially completed survey and complete it on a computer onto which the same app has been downloaded.

The survey report template may be accessed through iAuditor and completed by logging on to https://safetyculture.com/iauditor with login credentials, survey and reporting instructions that will be provided by the EOM Technical Department.

Upon completion of the survey, the surveyor should discuss his findings with the Master. Also, the surveyor is to provide the Master with a copy of the vessel survey's defect list, which shall contains details of the deficiencies found and the remedial action required, plus the details of required inspection items or tests that were unable to be carried out. (The surveyor should also provide the Master of the vessel with a copy of the hatch test report (if applicable depending on vessel's type).

The Master should ensure he understands the defect list and the hatch test report (as applicable), then signs and stamps the two reports with the vessel's stamp and provides the original signed and stamped reports to the surveyor, and the Master retains a copy.

Except for the defect list and the signed hatch test report, where applicable, no additional completed survey documentation shall be left with the Master by the attending surveyor.

The surveyor must submit a copy of the signed defect list which must also include a list and description of any non-inspected or non-tested items, and hatch test report (if applicable) as soon as possible to the EOM Technical Department as a preliminary report pending the issuance of the final report.

This preliminary report must be sent within 24 hours upon the completion of the survey.

Following the survey, the complete report — along with supporting photographic documentation — must be uploaded to iAuditor for evaluation by the EOM Technical Department.

All photographs shall be sequentially numbered and accompanied by descriptive captions clearly indicating the subject matter depicted.

Notification to the EOM Technical Department shall be made promptly upon completion and upload of the survey report to the designated reporting platform.

Once the report review is finalized, the EOM Technical Department will issue final report along with the associated review letter to the EOM Underwriting Department and the shipowner's insurance broker to pass onto the shipowners.

Managing Outstanding Deficiencies

Following review, and depending on the nature of the deficiencies found, the EOM Technical Department may recommend a defect exclusion clause, a water ingress exclusion clause or other relevant clauses to the EOM Underwriting Department.

Such clauses limit and exclude claims arising from unresolved deficiencies and remain in effect until sufficient rectification info is submitted in the forms of photos, videos, documents, etc. (as applicable) and/or until the vessel passes an EOM loss prevention condition survey satisfactorily or a follow-up survey and withing a reasonable timeframe imposed by EOM.

Rectification details and, where applicable, the outcome and documentation of any follow-up survey shall be reviewed by the EOM Technical Department. Observations and recommendations will be issued in a separate review letter.

All rectification documentation must be forwarded to the EOM Technical Department. Post-report engagement by the surveyor regarding rectification matters shall occur only upon explicit request from the EOM Technical Department.