INTERNATIONAL MARITIME ORGANIZATION

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A 20/Res. 851

Resolution A.851(20)
Adopted on 27 November 1997

GENERAL PRINCIPLES FOR SHIP REPORTING SYSTEMS AND SHIP

REPORTING REQUIREMENTS, INCLUDING GUIDELINES FOR REPORTING
INCIDENTS INVOLVING DANGEROUS GOODS, HARMFUL
SUBSTANCES AND/OR MARINE POLLUTANTS

THE ASSEMBLY,

RECALLING Article 15 (j) of the Convention on the International Maritime Organization

concerning the functions of the Assembly in relation to regulations and guidelines concerning
maritime safety and the prevention and control of marine pollution from ships,

RECALLING ALSO resolution 3 of the International Conference on Maritime Search and Rescue,
1979, on the need for an internationally agreed format and procedure for ship reporting systems,

CONSIDERING that current national ship reporting systems may use different procedures and
reporting formats,

REALIZING that such different procedures and reporting formats could cause confusion to masters
of ships moving from one area to another covered by different ship reporting systems,

BELIEVING that such confusion could be alleviated if ship reporting systems and reporting
requirements were to comply as far as practicable with relevant general principles and if reports
were made in accordance with a standard format and procedures,

RECALLING the General Principles for Ship Reporting Systems and Ship Reporting Requirements,
including Guidelines for Reporting Incidents Involving Dangerous Goods, Harmful Substances and/or
Marine Pollutants, adopted by resolution A.648 (16),

RECOGNIZING that States Parties to the International Convention relating to Intervention on the
High Seas in Cases of Oil Pollution Casualties (1969) and the Protocol relating to Intervention on
the High Seas in Cases of Marine Pollution by Substances other than Oil (1973) may take such
measures on the high seas as may be necessary to prevent, mitigate or eliminate grave and
imminent danger to their coastline or related interests from pollution or threat of pollution of the
sea by oil and substances other than oil following upon a maritime casualty or acts related to such
a casualty, which may reasonably be expected to result in major harmful consequences,

RECOGNIZING ALSO the need for coastal States to be informed by the master of an assisting
ship, or of a ship undertaking salvage, of particulars of the incident and of action taken,

RECOGNIZING FURTHER that an incident involving damage, failure or breakdown of the ship,
its machinery or equipment could give rise to a significant threat of pollution to coastlines or
related interests,
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HAVING CONSIDERED the recommendation made by the Maritime Safety Committee at its
sixty-seventh session and the Marine Environment Protection Committee at its thirty-ninth session,

1. ADOPTS the General Principles for Ship Reporting Systems and Ship Reporting Requirements,
including Guidelines for Reporting Incidents Involving Dangerous Goods, Harmful Substances and/or
Marine Pollutants, set out in the annex to the present resolution;

2. URGES Governments to ensure that ship reporting systems and reporting requirements comply as
closely as possible with the general principles specified in the annex to the present resolution;

3. URGES ALSO Governments to bring the reporting format and procedures to the notice of
shipowners and seafarers as well as of the designated authorities concerned;

4. RECOMMENDS Governments and States Parties to MARPOL 73/78 to implement the

Guidelines, in accordance with paragraph (2) of article V of Protocol I thereof;

5. REVOKES resolution A.648(16)

ANNEX

GENERAL PRINCIPLES FOR SHIP REPORTING SYSTEMS AND SHIP

REPORTING REQUIREMENTS, INCLUDING GUIDELINES FOR REPORTING
INCIDENTS INVOLVING DANGEROUS GOODS, HARMFUL
SUBSTANCES AND/OR MARINE POLLUTANTS

1 GENERAL PRINCIPLES-

1.1 Ship reporting systems and reporting requirements are used to provide, gather or exchange
information through radio reports. The information is used to provide data for many purposes
including search and rescue, vessel traffic services, weather forecasting and prevention of marine
pollution. Ship reporting systems and reporting requirements should, as far as practicable, comply
with the following principles:

.1 reports should contain only information essential to achieve the objectives of the system;

.2 reports should be simple and use the standard international ship reporting format and
procedures; where language difficulties may exist, the languages used should include
English, using where possible the Standard Marine Navigational Vocabulary, or alternatively
the International Code of Signals. The standard reporting format and procedures to be used
are given in the appendix to this Annex;

.3 the number of reports should be kept to a minimum;

.4 no charge should be made for communication of reports;

.5 safety or pollution-related reports should be made without delay; however, the time and
place of making non-urgent reports should be sufficiently flexible to avoid interference with
essential navigational duties;
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.6 information obtained from the system should be made available to other systems when
required for distress, safety and pollution purposes;

.7 basic information (ship's particulars, on-board facilities and equipment, etc.) should be
reported once, be retained in the system and be updated by the ship when changes occur in
the basic information reported;

.8 the purpose of the system should be clearly defined;

.9 Governments establishing a ship reporting system should notify mariners of full details of
the requirements to be met and procedures to be followed. Details of types of ships and
areas of applicability, of times and geographical positions for submitting reports, of shore
establishments responsible for operation of the system and of the services provided should
be clearly specified Chartlets depicting boundaries of the system and providing other
necessary information should be made available to mariners;

.10 the establishment and operation of a ship reporting system should take into account:

.10.1 international as well as national responsibilities and requirements;

.10.2 the cost to ship operators and responsible authorities;

.10.3 navigational hazards;

.10.4 existing and proposed aids to safety; and

.10.5 the need for early and continuing consultation with interested parties including a
sufficient period to allow for trial, familiarization and assessment to ensure satisfactory
operation and to allow necessary changes to be made to the system;

.11 Governments should ensure that shore establishments responsible for operation of the
system are manned by properly trained persons;

.12 Governments should consider the interrelationship between ship reporting systems and other
systems;

.13 ship reporting systems should preferably use a single operating radio frequency; where
additional frequencies are necessary, the number of frequencies should be restricted to the
minimum required for the effective operation of the system;

.14 information provided by the system to ships should be restricted to that necessary for the
proper operation of the system and for safety;

.15 ship reporting systems and requirements should provide for special reports from ships
concerning defects or deficiencies with respect to their hull, machinery, equipment or
manning, or concerning other limitations which could adversely affect navigation and for
special reports concerning incidents of actual or probable marine pollution;
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.16 Governments should issue instructions to their shore establishments responsible for the
operation of ship reporting systems to ensure that any reports involving pollution, actual or
probable, are relayed without delay to the officer or agency nominated to receive and
process such reports, and to ensure that such an officer or agency relays these reports
without delay to the flag State of the ship involved and to any other State which may be
affected;

.17 States which are affected or likely to be affected by pollution incidents and may require
information relevant to the incident should take into account the circumstances in which the
master is placed, and should endeavour to limit their requests for additional information; and

.18 the appendix to this Annex does not apply to danger messages referred to under regulation
V/2 of the 1974 SOLAS Convention, as amended. The present practice of transmitting such
messages should remain unchanged.

2 GUIDELINES FOR REPORTING INCIDENTS INVOLVING DANGEROUS GOODS

2.1 The intent of these Guidelines and those contained in the appendix is to enable coastal States
and other interested parties to be informed without delay when any incident occurs involving the
loss, or likely loss, overboard of packaged dangerous goods into the sea.

2.2 Reports should be transmitted to the nearest coastal State. When the ship is within or near an
area for which a ship reporting system has been established, reports should be transmitted to the
designated shore station of that system.

3 GUIDELINES FOR REPORTING INCIDENTS INVOLVING HARMFUL SUBSTANCES

AND/OR MARINE POLLUTANTS

3.1 The intent of these Guidelines and those contained in the appendix is to enable coastal States
and other interested parties to be informed without delay of any incident giving rise to pollution,
or threat of pollution, of the marine environment, as well as of assistance and salvage measures, so
that appropriate action may be taken.

3.2 In accordance with article V(1) of Protocol I of MARPOL 73/78, a report shall be made to
the nearest coastal State.

3.3 Whenever a ship is engaged in or requested to engage in an operation to render assistance to

or undertake salvage of a ship involved in an incident referred to in 1(a) or (b) of article II of
Protocol I of MARPOL 73/78, as amended, the master of the former ship should report, without
delay, the particulars of the action undertaken or planned. The coastal States should also be kept
informed of developments.

3.4 The probability of a discharge resulting from damage to the ship or its equipment is a reason
for making a report.
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APPENDIX

1 PROCEDURES

Reports should be sent as follows:

Sailing plan (SP)

Before or as near as possible to the time of departure from a port within a system or when
entering the area covered by a system.

Position report (PR)

When necessary to ensure effective operation of the system.

Deviation report (DR)

When the ship's position varies significantly from the position that would have been predicted from
previous reports, when changing the reported route, or as decided by the master.

Final report (FR)

On arrival at destination and when leaving the area covered by a system.

Dangerous goods report (DG)

When an incident takes place involving the loss or likely loss overboard of packaged dangerous
goods, including those in freight containers, portable tanks, road and rail vehicles and shipborne
barges, into the sea.

Harmful substances report (HS)

When an incident takes place involving the discharge or probable discharge of oil (Annex I of
MARPOL 73/78) or noxious liquid substances in bulk (Annex II of MARPOL 73/78).

Marine pollutants report (MP)

In the case of loss or likely loss overboard of harmful substances in packaged form including
those in freight containers, portable tanks, road and rail vehicles and shipborne barges, identified in
the International Maritime Dangerous Goods Code as marine pollutants (Annex III of MARPOL
73/78).

Any other report

Any other report should be made in accordance with the system procedures as notified in
accordance with paragraph 9 of the General Principles.
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2 STANDARD REPORTING FORMAT AND PROCEDURES

2.1 Sections of the ship reporting format which are inappropriate should be omitted from the
report.

2.2 Where language difficulties may exist, the languages used should include English, using where
possible the Standard Marine Navigational Vocabulary. Alternatively, the International Code of
Signals may be used to send detailed information. When the International Code is used, the
appropriate indicator should be inserted in the text, after the alphabetical index.

2.3 For route information, latitude and longitude should be given for each turn point, expressed as
in C below, together with type of intended track between these points, for example "RL" (rhumb
line), "GC" (great circle) or "coastal", or, in the case of coastal sailing, the estimated date and
time of passing significant points expressed by a 6-digit group as in B below.

Telephone
Telegraphy Function Information required
(alternative)
Ship reporting system or nearest
Name of system Name of system System identifier
appropriate coast radio station
(e.g. AMVER/ (e.g. AMVER/
AU S REP /MA R EP/ AU SR EP/M A R EP/
ECAREG/JASREP) ECAREG/JASREP)

State in full Type of report Type of report:

SP Sailing plan
PR Position report
DR Deviation report
FR Final report
DG Dangerous goods report
HS Harmful substances report
MP Marine pollutants report
Give in full Any other report
A Ship Ship Name and call sign or ship
(alpha) station identity, and flag
B Time Date and time of A 6 digit group giving day of
(brovo) event month(first two digits), hours
and minutes (last four digits).
If other than UTC state time
zone used.
C Position Position A 4-digit group giving latitude
(charlie) in degrees and minutes suffixed
with N(north) or S(south) and a
5-digit group giving longitude
in degrees and minutes suffixed
with E(east) or W(west); or
D Position Position True bearing (first 3 digits) and
(delta) distance(state distance)in nautical
miles from a clearly identified
landmark (state landmark)
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Telephone
Telegraphy Function Information required
(alternative)
Course True course A 3 digit group
E
(echo)
Speed Speed in knots and A 3 digit group
F
(foxtrot) tenths of knots
Departed Port of departure Name of last port of call
G
(golf)
Entry Date time and Entry time expressed as in (B)
H (hotel) point of entry into and entry position expressed as
system in (C) or (D)
Destination and Destination and Name of port and date time
I Ee-Tee-Ay expected time of group expressed as in (B)
(india) arrival
Pilot Pilot State whether a deep sea or local
J
(juliet) pilot is on board
Exit Date, time and Exit time expressed as in (B)
K (kilo) point of exit from and exit position expressed as in
system (C) or (D)
Route Route information Intended track
L
(lima)
Radio - Radio - State in full names of stations/
M communications communications frequencies guarded
(mike)
Next report Time of next Date time group expressed as in
N
(november) report (B)
Draught Maximum present
4 digit group giving metres and
O (oscar) static draught in
centimetres
metres
Cargo Cargo Cargo and brief details of any
(papa) dangerous cargoes including
harmful substances and gases that
P
could endanger persons or the
environment (See detailed
reporting requirements)
Defect, damage, Defects/damage/ Brief details of defects, damage,
deficiency, deficiencies/other deficiencies or other limitations
Q
limitations limitations (See detailed reporting
(quebec) requirements)
Description of Brief details, including type of
pollution
pollution incident pollution (oil, chemicals, etc.)
(romeo)
R or observation position expressed as in (C) or
(D) (See detailed reporting
requirements)
Weather Brief details of weather and sea
S Weather conditions
(sierra) conditions prevailing
Agent S h i p ' s Details of name and particulars
(tango) representative of ship's representative for
T
provision of information (See
detailed reporting requirements)
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Telephone
Telegraphy Function Information required
(alternative)
Size and type Ship size and type Details of length, breadth,
U (uniform) tonnage, and type, etc., as
required
Medic Medical personnel Doctor, physician's assistant,
V (victor) nurse, personnel without medical
training
Persons Total number of
W State number
(whiskey) persons on board
Remarks Miscellaneous Any other information -
(X-ray) including, as appropriate, brief
details of incident and of other
X
ships involved either in incident,
assistance or salvage (See
detailed reporting requirements)
Relay Request to relay Content of report
(yankee) report to another
system, e.g.,
Y
AMVER, AUSREP
,JASREP, MAREP,
etc.
End of report End of report
Z No further information required
(zulu)

3 GUIDELINES FOR DETAILED REPORTING REQUIREMENTS

3.1 Dangerous goods reports (DG)

3.1.1 Primary reports should contain items, A, B, C (or D), M, Q, R, S, T, U, X of the standard
reporting format; details for R should be as follows:

1 Correct technical name or names of goods.

2 UN number or numbers.

3 IMO hazard class or classes.

4 Names of manufacturers of goods when known, or consignee or consignor.

5 Types of packages including identification marks. Specify whether portable tank or tank vehicle,
or whether vehicle or freight container or other cargo transport unit containing packages. Include
official registration marks and numbers assigned to the unit.

6 An estimate of the quantity and likely condition of the goods.

7 Whether lost goods floated or sank.

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8 Whether loss is continuing.

9 Cause of loss.

3.1.2 If the condition of the ship is such that there is danger of further loss of packaged
dangerous goods into the sea, items P and Q of the standard reporting format should be reported;
details for P should be as follows:

1 Correct technical name or names of goods.

2 UN number or numbers.

3 IMO hazard class or classes.

4 Names of manufacturers of goods when known, or consignee or consignor.

5 Types of packages including identification marks. Specify whether portable tank or tank vehicle,
or whether vehicle or freight container or other cargo transport unit containing packages. Include
official registration marks and numbers assigned to the unit.

6 An estimate of the quantity and likely condition of the goods.

3.1.3 Particulars not immediately available should be inserted in a supplementary message or

messages.

3.2 Harmful substances reports (HS)

3.2.1 In the case of actual discharge primary HS reports should contain items A, B, C (or D), E,
F, L, M, N, Q, R, S, T, U, X of the standard reporting format. In the case of probable discharge
(se 3.4), item P should also be included. Details for P, Q, R, T and X should be as follows:

1 Type of oil or the correct technical name of the noxious liquid substances on board.

2 UN number or numbers.

3 Pollution category (A, B, C or D), for noxious liquid substances.

4 Names of manufacturers of substances, if appropriate, when known, or consignee or consignor.

5 Quantity.

1 Condition of the ship as relevant.

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2 Ability to transfer cargo/ballast/fuel.

1 Type of oil or the correct technical name of the noxious liquid discharged into the sea.

2 UN number or numbers.

3 Pollution category (A, B, C or D), for noxious liquid substances.

4 Names of manufacturers of substances, if appropriate, when known, or consignee or consignor.

5 An estimate of the quantity of the substances.

6 Whether lost substances floated or sank.

7 Whether loss is continuing.

8 Cause of loss.

9 Estimate of the movement of the discharge or lost substances, giving current conditions if
known.

10 Estimate of the surface area of the spill if possible.

1 Name, address, telex and telephone number of the ship's owner and representative (charterer,
manager or operator of the ship or their agent).

1 Action being taken with regard to the discharge and the movement of the ship.

2 Assistance or salvage efforts which have been requested or which have been provided by others.

3 The master of an assisting or salvaging ship should report the particulars of the action
undertaken or planned.

3.2.2 After the transmission of the information referred to above in the initial report, as much as
possible of the information essential for the protection of the marine environment as is appropriate
to the incident should be reported in a supplementary report as soon as possible. That information
should include items, P, Q, R, S and X.

3.2.3 The master of any ship engaged in or requested to engage in an operation to render
assistance or undertake salvage should report, as far as practicable, items A, B, C (or D), E, F, L,
M, N, P, Q, R, S, T, U, X of the standard reporting format. The master should also keep the
coastal State informed of developments.
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3.3 Marine pollutants reports (MP)

3.3.1 In the case of actual discharge, primary MP reports should contain items, A, B, C (or D),
M, Q, R, S, T, U, X of the standard reporting format. In the case of probable discharge (see 3.4),
item P should also be included. Details for P, Q, R, T and X should be as follows:

1 Correct technical name or names of goods.

2 UN number or numbers.

3 IMO hazard class or classes.

4 Names of manufacturers of goods when known, or consignee or consignor.

5 Types of packages including identification marks. Specify whether portable tank or tank vehicle,
or whether vehicle or freight container or other cargo transport unit containing packages. Include
official registration marks and numbers assigned to the unit.

6 An estimate of the quantity and likely condition of the goods.

1 Condition of the ship as relevant.

2 Ability to transfer cargo/ballast/fuel.

1 Correct technical name or names of goods.

2 UN number or numbers.

3 IMO hazard class or classes.

4 Names of manufacturers of goods when known, or consignee or consignor.

5 Types of packages including identification marks. Specify whether portable tank or tank vehicle,
or whether vehicle or freight container or other cargo transport unit containing packages. Include
official registration marks and numbers assigned to the unit.

6 An estimate of the quantity and likely condition of the goods.

7 Whether lost goods floated or sank.

8 Whether loss is continuing.

9 Cause of loss.
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1 Name, address, telex and telephone number of the ship's owner and representative (charterer,
manager or operator of the ship or their agent).

1 Action being taken with regard to the discharge and the movement of the ship.

2 Assistance or salvage efforts which have been requested or which have been provided by others.

3 The master of an assisting or salvaging ship should report the particulars of the action
undertaken or planned.

3.3.2 After the transmission of the information referred to above in the initial report, as much as
possible of the information essential for the protection of the marine environment as is appropriate
to the incident should be reported. That information should include items P, Q, R, S and X.

3.3.3 The master of any ship engaged in or requested to engage in an operation to render
assistance or undertake salvage should report, as far as practicable, items A, B, C (or D), M, P,
Q, R, S, T, U, X of the standard reporting format. The master should also keep the coastal State
informed of developments.

3.4 Probability of discharge

3.4.1 The probability of a discharge resulting from damage to the ship or its equipment is a reason
for making a report. In judging whether there is such a probability and whether the report should
be made, the following factors, among others, should be taken into account:

.1 the nature of the damage, failure or breakdown of the ship, machinery or equipment; and

.2 sea and wind state and also traffic density in the area at the time and place of the incident.

3.4.2 It is recognized that it would be impracticable to lay down precise definitions of all types of
incidents involving probable discharge which would warrant an obligation to report. Nevertheless, as
a general guideline the master of the ship should make reports in cases of:

.1 damage, failure or breakdown which affects the safety of ships; examples of such incidents
are collision, grounding, fire, explosion, structural failure, flooding, cargo shifting; and

.2 failure or breakdown of machinery or equipment which results in impairment of the safety

of navigation; examples of such incidents are failure or breakdown of steering gear,
propulsion plant, electrical generating system, essential shipborne navigational aids.