What records are required — and why the distinctions matter
Examiners test whether you can distinguish which record, which threshold, who signs, and how long you keep it. Conflating these is a common oral failure point.
Oil Record Book (ORB)
The ORB is the primary anti-pollution accountability document under MARPOL Annex I.
Part I (Machinery space operations): Required on vessels ≥400 GT. Every machinery space operation listed in Annex I must be entered promptly, signed by the responsible officer, and each completed page signed by the Master. The ORB is retained for 3 years after the last entry.
Part II (Cargo/ballast operations): Applicable to oil tankers ≥150 GT; outside the scope of most yacht candidates but be aware it exists.
Vessels <400 GT have no ORB obligation but must retain bilge water and oily residues for discharge at reception facilities (Annex I Reg 15.6). If examined on a sub-400 GT yacht you cannot discharge any oily mixture at sea — this is your answer at command level.
Entries: Include bunkering, bilge transfers, OWS use, accidental discharges, and sludge disposal. An entry for an accidental discharge must be made even if it occurred in circumstances outside your control — record what happened, when, and what action you took.
Garbage Record Book (GRB)
Required under MARPOL Annex V for vessels ≥100 GT on international voyages, or vessels certified to carry 15 or more persons. The threshold changed from 400 GT to 100 GT on 1 May 2024 — a live exam point. Every discharge, incineration or accidental loss entry is signed by the officer in charge. The GRB is retained for 2 years after the last entry.
Do not confuse the GRB with the Garbage Management Plan (GMP), which is the policy document (also ≥100 GT or 15+ persons) — the GMP tells crew how to manage garbage; the GRB is the record that it was managed.
Other records examiners test in this context
| Record | Trigger | Retention |
|---|---|---|
| Bunker Delivery Note (BDN) | Every bunkering | 3 years (Annex VI Reg 18.6) |
| MARPOL fuel sample | Every bunkering | Until fuel substantially consumed, min 12 months (Annex VI Reg 18.8.1) |
| Hours of Rest records | All watchkeepers | ≥1 year, copy to seafarer |
| Steering gear test record | Within 12 h before departure | Official Log Book |
| Drill records | Monthly abandon ship / fire | Official Log Book |
Command-level principle
At Master level you are not merely completing records — you are accountable for their accuracy, completeness and availability to port State control. Falsifying or omitting an ORB entry is a criminal offence under UK law. A PSC officer boarding in any port will go directly to the ORB and BDN. Your audit duty is to review entries, countersign pages, and ensure the BDN and retained sample are accessible.
The IOPP Certificate (≥400 GT international, 5-year cycle) is the certificate that evidences Annex I compliance — the ORB is the running record that supports it.