Candidates almost always list documents from memory in no particular order and miss several — or confuse which documents apply to which size threshold. The examiner is not looking for a recitation; they want evidence that you, as Master, know why each document exists, what triggers the requirement, and what happens if you sail without it. Structure your answer around the vessel's size and trade, then walk through certificates systematically.
The core mistake: ignoring tonnage and trading thresholds
No single list applies to every yacht under 3000 GT. Your answer must reflect that a 150 GT coastal yacht and a 2500 GT SOLAS-classed vessel in foreign trade carry very different statutory paperwork. The examiner will probe this.
Certificates of the ship — the statutory core
- Tonnage Certificate — permanent; confirms GT and NT, the trigger for most other requirements.
- Load Line Certificate / Exemption Certificate — internationally recognised; defines the vessel's permitted freeboard and geographic trading limits. Confirm which applies to your vessel.
- Safety certificates — under SOLAS the form depends on vessel type and service: Cargo Ship Safety Construction, Equipment and Radio Certificates (or the combined Cargo Ship Safety Certificate). For large yachts certificated under the Red Ensign Group Yacht Code (REG YC Part A, which superseded LY3), the issuing flag authority determines the precise instrument.
- IOPP Certificate — required at 400 GT and above on international voyages; 5-year cycle.
- SMC (Safety Management Certificate) — required where ISM applies; valid up to 5 years with intermediate verification between the 2nd and 3rd anniversaries. The original must be on board.
- DOC (Document of Compliance) — belongs to the Company; Master carries a copy on board.
Threshold-triggered documents
- Oil Record Book Part I — 400 GT and above.
- Garbage Record Book — 100 GT and above (international) or 15 or more persons; threshold changed from 400 GT on 1 May 2024.
- Garbage Management Plan — same triggers as GRB.
- Bunker Delivery Notes — retained 3 years; MARPOL fuel sample retained until substantially consumed, minimum 12 months.
- ISPS / International Ship Security Certificate — where the Port Facilities Regulation applies to the vessel.
On-board operational records
- Official Log Book — mandatory entries include hours of rest endorsements, steering gear tests, drill records, births, deaths, disciplinary matters.
- Hours of rest records (MSN 1877 Amd 2) — posted duties table, individual records retained at least 1 year, endorsed monthly by master and seafarer.
- Compass deviation card, up-to-date charts, nautical publications including IAMSAR Vol III.
Personal documents the Master must sight and record
Certificates of Competency, medical fitness certificates (ENG1 or equivalent), STCW endorsements, watchkeeping records. As Master you are responsible for ensuring every officer and rating holds the correct certification for the role they are performing. If someone is uncertificated for their station, you are in breach.
Exam discipline
When asked this question, name the document, state the statutory trigger (size, trade, flag), and confirm its validity period or renewal cycle. Covering those three points for each document demonstrates command-level knowledge rather than a watchkeeper's checklist.