FOM-2.9	Fleet Operations Manual Shipboard Admin Communication	Doc No.: FOM-2.9 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

1. APPLICATION

This document applies to Masters and all other officers onboard fully managed vessels.

2. PURPOSE

The purpose of this document is to define normal procedures for ship-shore communication.

3. REQUIREMENTS

• To have effective communications.
• Ensure all concerned parties are well informed.

4. RESPONSIBILITIES

Master:

• Ensure that officers and crew are well-informed regarding their duties, safety, and operational matters.
• The normal line of communication is through the chain of command.
• Use weekly planning meetings, safety committee meetings, memos, circulars, and other methods to inform staff and gather feedback.
• Ensure all verbal agreements and orders made to Vessel Manager (TSI), Marine Superintendent, Company shore personnel, and third parties are verified in writing.

5. COMMUNICATION GENERAL

Clear and concise statements or questions are essential for efficient communication.

Each member of the Shipboard Management Team must convey clear information or orders so that all other members stay informed. Key elements of proper communication include:

• Clarity
• Accuracy
• Brevity
• Standard Protocol
• Listening Skills
• Feedback (avoiding disagreement)

6. EMERGENCY CALLS

Calls should be made per the contact sheet.

7. EMAIL

7.1 Email Protocol

• All email messages must be copied to the vessel's e-folder.
• Marine or operational-related issues should be addressed to the Marine department and copied to the Technical Director and Vessel Manager (TSI).
• Always check recipients before using "Reply to all." The message should be directed to the person who must take action, with others copied for information.
• Communication with Owners, Charterers, Sub-charterers, Receivers, Agents, and Managers should be correctly prioritized. Messages to the office from the vessel must be routed through the Master.
• Only preferred LES (Limited Email Service) to be used for communication, as advised by the service provider.
• Messages up to 500 KB should be sent using MPDS (Maritime Data Processing System). Attachments should be zipped to reduce their size.
• Photos should be resized and saved as JPEG files. PDF documents should be resized, with a maximum size of 50–100 KB per page.

7.2 Layout

Sample Email Correspondence from Vessels to Office:

• To: The department or person responsible for taking action on the mail.
• Cc: External Parties (outside of the company).
• Subject: MT XXXXX: [Short description of subject matter]. Example: A message about Handover Notes would carry a subject line: Handover Notes.

7.3 Filing

Incoming and outgoing emails must be delivered and filed according to the assigned public folder in MS Outlook.

8. OTHER MEANS OF COMMUNICATION TO HEAD OFFICE

• Contact office staff via Outlook email or phone during weekday office hours (0900-1800 hours).
• Contact the Vessel Manager (TSI) in charge of the vessel after office hours and during weekends via phone. If unavailable, contact the Technical Director or Marine Manager.
• If the Technical Director or Vessel Manager is unreachable, the Master must contact the emergency number on the contact list or the DPA (Designated Person Ashore).

9. GENERAL CORRESPONDENCE

• Officers and Crew must send all letters on official matters concerning the vessel through the Master.
• All outgoing letters from the vessel should be copied to the Vessel Manager, including any enclosures.
• The Master may choose to only copy letters that are necessary to keep the Vessel Manager informed.
• Outgoing letters to the Owners should go via the office.

Note:

For cargo matters, only appropriate copies should be sent to the office.

• To ease reference, distribution, and filing in the Head Office, each letter should address only one subject in line with the relevant department or section of the organization.

10. STANDARD PROTOCOL FOR VHF RADIO USE

All Deck officers should use IMO Recommended Phraseology for Maritime Communications and follow FCC (Federal Communications Commission) regulations (e.g., use of call signs).

11. REFERENCED FORMS AND CHECKLISTS

• HSSEQ-44: Emergency Contact List