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The Overarching Framework (The Foundation)
Before detailing the individual titles, every certified ship (500 GT or over on international voyages) must carry the foundational certification proving external auditing:
Maritime Labour Certificate (MLC): Valid for a maximum of 5 years, subject to intermediate verification.
Declaration of Maritime Labour Compliance (DMLC) Part I: Drawn up by the Flag State listing national legislations.
Declaration of Maritime Labour Compliance (DMLC) Part II: Drawn up by the Shipowner detailing the concrete actions taken to comply with Part I.
The Complete MLC, 2006 Text: A full copy must be available onboard (hard copy or electronic) for crew reference.
📋 MLC Chapter-Wise (Title-Wise) Document Checklist
Title 1: Minimum Requirements for Seafarers to Work on a Ship
Focuses on verifying that the crew is legally qualified, healthy, and of correct age.
Valid Medical Fitness Certificates: Original certificates issued by an approved medical practitioner (Maximum validity of 2 years; 1 year for seafarers under 18).
Certificates of Competency & Proficiency (CoC / CoP): All STCW licenses and endorsements matching the crew member's active rank.
Proof of Minimum Age: Passports or official seaman identity logs demonstrating no crew member is under 16 years of age, and no one under 18 is assigned to night-work or hazardous duties.
Documentary Proof of Recruitment & Placement Service (RPSL): If the crew was sourced via third-party crewing agencies, certificates showing the agency holds an active license from a ratified authority (e.g., valid DG Shipping RPSL numbers in India) and does not charge seafarers placement fees.
Title 2: Conditions of Employment
Focuses on the commercial, operational, and contractual rights of the seafarer.
Seafarers' Employment Agreements (SEAs): The original, signed contracts for every crew member onboard. It must contain clauses for wages, leave, and termination parameters. Must be in English or have an official English translation attached.
Collective Bargaining Agreement (CBA): If the SEA references an overarching union framework (e.g., ITF), a complete copy of the CBA must be filed alongside the SEAs.
Wage Accounts / Payslips: Monthly records provided to seafarers detailing regular salary, overtime tracking, and any currency exchange values used.
Allotment Records: Signed authorizations from seafarers detailing bank accounts and executed monthly remittances sent home to families.
Table of Shipboard Working Arrangements: An approved, standardized poster displayed prominently in the mess room or control room showing watch schedules and duties for all positions.
Daily Records of Hours of Rest: Standardized individual monthly sheets tracking hours of rest (conforming to a minimum of 10 hours in any 24-hour period and 77 hours in any 7-day period), countersigned monthly by both the seafarer and the Master.
Minimum Safe Manning Document (SMD): Issued by the Flag State under SOLAS to verify the vessel has enough crew to handle safety, security, and rest hour allocations.
Certificate of Financial Security for Repatriation: An insurance certificate (usually provided by the P&I club) verifying coverage for seafarers' repatriation costs, food, and up to 4 months of outstanding back-wages in case of vessel abandonment.
Title 3: Accommodation, Recreational Facilities, Food and Catering
Focuses on the physical habitable standards of the vessel.
Weekly Galley & Provision Inspection Records: Documented inspections signed by the Master or designated officer checking potable water quality, food rations, cold room temperatures, and general galley hygiene.
Qualified Ship’s Cook Certificate: For ships with 6 or more crew on international voyages over 3 days, the cook must hold an official certificate of training in nutrition and food safety.
Vessel Construction & Accommodation Approvals: Architectural plan approvals from Class or Flag confirming dimensions, berth sizes, ventilation, heating, and recreational spacing match MLC structural requirements.
Title 4: Health Protection, Medical Care, Welfare and Social Security Protection
Focuses on medical safety, occupational health, and liability coverage.
Onboard Medical Logbook: A secure, running clinical record tracking all shipboard medical treatments, illnesses, injuries, and prescription allocations.
International Medical Guide for Ships: A recognized, updated medical advisory textbook (or national equivalent like the WHO guide) available in the ship's hospital.
Certificate of Financial Security for Shipowners' Liability: Insurance certificate confirming financial coverage for contractual death, long-term disability, or sickness arising from an occupational injury or illness while serving.
Occupational Health & Safety Policy Manual: Shipboard document outlining the safety committee's structure, risk assessment methods, and hazard mitigation processes.
Minutes of Safety Committee Meetings: Monthly records of safety committee reviews, accidents investigated, near-misses evaluated, and corrective actions taken.
Title 5: Compliance and Enforcement
Focuses on auditing tools and crew grievance management.
Onboard Complaint Procedures: A written, multi-step guide explaining how a crew member can lodge a grievance without fear of victimization. A copy must be provided to every seafarer upon joining.
MLC Inspection Reports: File containing historical copies of previous initial, intermediate, renewal, or Port State Control (PSC) audit reports.
Interim MLC Audit Records: If applicable, records showing compliance during a temporary 6-month flag or management transition period.