AS-03-02

ALLSEA DMCC Date: 15/08/2018

Revision: 00
Page: 1/2

PROCEDURE FOR COMMUNICATION

1. PURPOSE
To ensure effective communication between people ashore and aboard.

2. SCOPE
To be applied ashore and aboard.

3. REFERENCES
- ISM Code.
- SOLAS Chapter V.

4. PROCEDURE
4.1 Information contents and methods of communication:
When exchange of information is required, the communicator uses the
communication equipment in an effective and economic way. The priority order of
the communication equipment is as follows:
- In writing, in the following orders: E-mail, fax, post.
- Direct communication, in the following orders: Internal telephone, fixed line
telephone, hand-phones, and satellite telephone.

Communication between the Company and the vessel must be made in writing. All
important matters that have been verbally exchanged must be confirmed by
writing.

When there is an incident or urgent matter, the Master must immediately contact
the person in charge by the fastest and most effective communication equipment
available on board such as mobile phone, satellite telephone, or telephone via
shore station,... following “Ship – Shore contact list” AS-03-02-01. The Master also
can contact anyone in the Board of Directors or the relevant Department Manager
following “Emergency contact list 24/7” AS-03-02-02 to communicate the
information in case he cannot contact the person in charge.

In case it is unable to contact the Company, the Master must immediately contact
the “Vietnam Maritime Rescue Co-ordination Centre":
E-mail: vmrcc@fpt.vn - Fax: 84 24 37683048 - Tel: 84 24 37683050

The Master has to send below reports via email to the Company:
- “Noon Report” AS-03-02-03: Daily at 1200lt
- “Arrival condition report” AS-03-02-04: Upon vessel’s arrival
- “Departure condition report” AS-03-02-05: Upon vessel’s departure
- “Berthing report” AS-03-02-06: Upon vessel’s all fast

AS-03-02-04, AS-03-02-05 and AS-03-02-06 must be sent in writing forms to

Safety – Claim – Maritime Department.

The Admin – HR – Crew Department must inform the fleet when the Company’s
 AS-03-02

ALLSEA DMCC Date: 15/08/2018

Revision: 00
Page: 2/2

PROCEDURE FOR COMMUNICATION

email system is out of order. Then the ship must:

- Use other means of communication such as telephone, fax... instead.
- Other non-urgent emails can be delayed until receiving notice from the
Admin – HR – Crew Department that the email system has been fixed and in
good order.

The DPA has the authority to meet the Managing Director. DPA is allowed to
inform the Managing Director about the actual situations, other proposals and
requirement regarding the resources for the safety operations and pollution
prevention operations in order to correct the deficiencies soonest. All information
of this type must be sent to the Managing Director in writing. The Managing
Director must acknowledge all the documents sent to him by the DPA.

4.2 Receiving information

When receiving initial information about the incident/urgent matters, the Receiver
has the responsibility to inform relevant persons.

All information sent from the ship by post or fax will be passed to the relevant
departments by the Office Secretary.

All information, documents sent from the ship relating to the safety and
prevention of pollution including reports on non-conformities, accidents, injuries,
and threat of incidents as well as reports on damage to, defect of the hull and
other equipment must be sent to the Managing Director and DPA, and a copy to
the person in charge to resolve.

All information related to safety, security, environment protection and technical

circulars must be rapidly notified to Fleet as soon as possible.

4.3 Processing information

Departments, persons directly related will process the information according to
their functions and duties.

5. FORMS/RECORDS
- “Ship-Shore contact list” AS-03-02-01.
- “Emergency Contact List 24/7” AS-03-02-02.
- “Noon report” AS-03-02-03.
- “Arrival condition report” AS-03-02-04.
- “Departure condition report” AS-03-02-05.
- “Berthing report” AS-03-02-06
- Cargo documents file.
- Fax/email file.