Top 12 Reasons Ships Fail Port State Control Inspections (and How to Avoid Them)

Why do ships fail Port State Control (PSC) inspections—and what can masters, DPAs, and crews do about it? This in-depth guide explains the top 12 detainable deficiency areas, real-world examples, practical fixes, and up-to-date insights from Paris MoU, Tokyo MOU, and USCG reports.

The 30 minutes that can cost you weeks ⚓

For many bridge teams and chief engineers, a PSC boarding feels routine—until it isn’t. A missed drill log, a sticky quick-closing valve, expired medical certificates in a binder no one opens, the emergency generator that falters after 2 minutes: any one of these can snowball into a detention, charter delays, off-hire claims, and reputational pain. The risk isn’t theoretical. Recent annual reports across PSC regimes show detentions remain stubbornly high. In the Paris MoU region, the detention rate rose to 4.03% in 2024 (from 3.81% in 2023). The Tokyo MOU reported 1,334 detentions in 2023 with a detention rate of 4.32%. In the United States, the Coast Guard’s detention rate moved from 1.22% in 2023 down to 0.94% in 2024, but fire safety, SMS, and lifesaving systems still lead detainable categories.

This article explains the 12 most common—and costly—reasons ships fail PSC inspections, weaving in practical fixes, recent regulatory context, and short case vignettes. It’s written for global readers: masters, DPAs, superintendents, cadets, and port captains who want actionable insight, not generic reminders.

Why PSC matters more than ever

Port State Control (PSC) ensures safety and fair competition. It stops substandard ships from gaining an advantage over safe operators who follow the rules. Today, PSC is becoming stricter and more effective. This change is happening for several key reasons:

  1. Stricter Rules: Regulations are constantly expanding. Inspectors now check more than ever, including environmental rules (like SOx/NOx emissions and ballast water treatment) and new safety rules (like cyber risk management in the ISM Code).

  2. Smarter Targeting: Inspection systems now use data to find high-risk ships. For example, Europe’s THETIS system helps authorities focus on vessels with a history of problems, or those linked to weaker flags or Recognized Organizations (ROs).

  3. Crew Changes and Training: With frequent crew changes and new technologies like alternative fuels, inspectors pay close attention to training and drills. They check that all crew members are familiar with their duties and safety procedures, even with new team members.

  4. Public Pressure: In the age of social media, a single photo of a safety violation can spread quickly. This public scrutiny pushes authorities to take a harder line and enforce rules strictly.

The good news is that the most common reasons for PSC detentions are well-known and can be prevented. The solutions involve practical and robust measures that work even on busy commercial ships.

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The Top 12 Reasons Ships Fail PSC Inspections (and what to do about each)

Note: Categories and trends below align with recent analyses across PSC regimes showing persistent detentions in Fire Safety, Life-Saving Appliances, and Safety Management (ISM), with frequent findings in Pollution Prevention, Emergency Systems, Nautical Publications/ECDIS, Hours of Rest/MLC and Crew Certification.

1) Safety Management System (ISM) gaps that show up in operations

What inspectors see: Procedures exist on paper, but not in practice. Near-misses go unreported, corrective actions stall, masters’ reviews are cut-and-paste, or the crew can’t demonstrate critical procedures (e.g., enclosed space entry or SOPEP deployment).

Why it detains: ISM is the spine that connects all equipment and people. If it’s weak, other deficiencies multiply.

Fix that works:

  • Conduct evidence-based masters’ reviews (tie KPIs to actual defects, not generic text).
  • Make near-miss reporting non-punitive and trend them during safety meetings.
  • Run table-top drills for your next port—with your real people and real gear.
  • Use class/flag circulars and P&I checklists to update procedures after every incident or audit.

Story: After a near-miss with overflow during bunkering, one bulker’s DPA required a real-time “stop-and-think” memo before high-risk ops. Within 3 months, the ship passed two tough PSCs with zero ISM observations.

2) Fire safety: compromised boundaries, detection, and firefighting readiness

What inspectors see: Inoperative smoke/heat detectors, painted-over sprinkler heads, corroded hydrants, seized fire flaps, missing or depleted portable extinguishers, poorly maintained quick-closing valves, or compromised fire doors.

Why it detains: Fires escalate fast. Fire Safety is consistently among the top detainable categories.

Fix that works:

  • Treat engine-room fire boundaries as sacred: no wedges or cables through doors.
  • Exercise dampers and QCVs weekly (log it with signatures).
  • Pressure-test hydrants; weigh portable extinguishers; rotate spares.
  • Walk the accommodation weekly at night: look for wedged doors and covered detectors.

Story: A container ship in North Europe was detained for a non-closing ER door and stuck quick-closing valves. The chief engineer introduced a 10-minute “fire doors & valves Friday.” Two weeks later, a follow-up inspection cleared all items.

3) Life-saving appliances (LSA): beautiful on paper, unreliable on launch

What inspectors see: Lifeboats that won’t start, davits not greased, out-of-date pyros, corroded fall wires, or crews who can’t demonstrate man-overboard recovery with the rescue boat.

Why it detains: When LSA don’t work—or crews can’t operate them—detention is likely.

Fix that works:

  • Start lifeboat engines weekly (under load where possible).
  • Grease and function-test davits; document torque checks on hooks.
  • Run realistic rescue boat drills: launch in swell if permitted, not just at quayside.
  • Inventory pyros and lights every week; plan procurement with buffer time.

4) Emergency systems that stumble under pressure

What inspectors see: Emergency generator that drops volts after 2–3 minutes, emergency fire pump that can’t maintain pressure from the sea chest, or a CO₂ room without recent weighing/measurement records.

Why it detains: Emergency power and firefighting are critical functions. Fail here and you telegraph deeper maintenance issues.

Fix that works:

  • Run the EG for 15 minutes on load, not just “start-and-stop.”
  • Prime and test emergency fire pump from both sea chest and emergency suction.
  • Keep CO₂ scales/calibration certificates handy; document leak tests and seal checks.

5) Pollution prevention (MARPOL Annex I & VI): ORB errors, OWS bypass risks, SOx/NOx documentation

What inspectors see: Oil Record Book mismatches (sloppy entries, wrong codes), oily water separating systems with alarms bypassed, incorrect fuel changeover records, missed EGCS washwater samples, or bunker delivery notes that don’t match consumption.

Why it detains: Intentional or careless pollution is a major enforcement priority across PSC regimes.

Fix that works:

  • Cross-check ORB entries with noon reports and engine logs.
  • Drill the OWS: demonstrate correct, alarm-intact operation.
  • Keep Bunker Delivery Notes and fuel changeover logs tidy and aligned with MARPOL/port limits.
  • If fitted, ensure EGCS records and washwater samples meet flag/port requirements.

6) Nautical publications, ECDIS & voyage planning: “paperwork” that actually runs the ship

What inspectors see: Outdated ENC permits, missing T&P notices, ECDIS alarms set incorrectly, no secondary means of navigation (or crew can’t switch properly), flimsy berth-to-berth passage plans with weak under-keel clearance analysis.

Why it detains: Poor voyage planning has triggered serious groundings. ECDIS competence, paperless readiness, and up-to-date publications are reliability proxies.

Fix that works:

  • Include UKC/air draft, squat, no-go areas and abort points in plans.
  • Test ECDIS sensor loss and route check alarms with OOWs; retain logs/screenshots.
  • Keep NPs, SOLAS, COLREGs up to date (digital or paper) and train officers on specific ECDIS models.

7) Crew certification, endorsements, medicals, and familiarisation (STCW)

What inspectors see: Flag endorsements pending for months, expired medicals for ratings, or new joiners who can’t demonstrate critical tasks (e.g., steering changeover, emergency steering).

Why it detains: Documentation and endorsement issues are frequent findings across multiple regimes.

Fix that works:

  • Maintain a 90-day horizon tracker for endorsements and medicals.
  • Conduct joining-day familiarisation with sign-off by department heads.
  • Simulate manual steering/emergency steering before arrival at first port.

8) Hours of rest (MLC/STCW) and fatigue risk that bleeds into safety

What inspectors see: Rest hour sheets that don’t match logbooks, “copy-paste” rest patterns through heavy pilotage periods, or chronic violations masked by creative accounting.

Why it detains: Fatigue undermines every control barrier. It’s increasingly visible to PSCs as a systemic risk linked to incidents.

Fix that works:

  • Use software that flags non-compliance in real time and include mitigations (extra lookout, adjusted watch schedules).
  • Document operational variations (bad weather, extended cargo ops) and show how you corrected the schedule.
  • Make it normal to stop the job when rest rules are compromised.

9) Structural condition & watertight integrity (LLC/SOLAS)

What inspectors see: Corroded air pipes, holed bulkheads in stores, non-closing weathertight doors, wasted handrails and ladders, or damaged hatch coamings and seals.

Why it detains: Structural neglect is a red flag for overall ship condition. Detentions are common when watertight integrity is compromised.

Fix that works:

  • Add monthly “integrity rounds” for coamings, vent heads, seals, and doors.
  • Prioritise steel renewals before PSC hotspots (EU, US, AUS).
  • Carry seal kits and photo-document repairs for easy demonstration.

10) Propulsion & steering gear reliability

What inspectors see: Steering gear changeover not demonstrated, emergency steering communication unclear, CPP leaks, or governor/backup control failures.

Why it detains: Loss of propulsion/steering is among the most serious navigational hazards. Many detentions centre on failure to demonstrate emergency steering on request.

Fix that works:

  • Practice steering drills: main to aux, local control in steering flat, sound-powered phones/handheld VHF.
  • Keep tested spare parts for known failure points (feedback units, fuses, servo valves).
  • Record start/stop tests and pressure readings, and brief the bridge/ER before arrival.

11) Radio & GMDSS: batteries, maintenance, and operator competence

What inspectors see: GMDSS batteries out of spec, expired EPIRB/HHR batteries, SART unserviceable, or crew who cannot perform DSC distress properly.

Why it detains: When things go wrong, radio is lifeline #1. PSCs will test GMDSS equipment and watchkeeping competence.

Fix that works:

  • Maintain battery logs with load tests and replacement history.
  • Run monthly GMDSS drills: DSC distress, Mayday, test calls to MRCC (as per procedure).
  • Keep shore maintenance certificates accessible and current.

12) Working & living conditions (MLC): sanitation, catering, accommodation, and complaint handling

What inspectors see: Dirty galley exhausts, infestation, broken sanitary fittings, non-functional laundry, unpaid wages issues, or a complaints box with no process behind it.

Why it detains: The MLC 2006 framework is robust; PSCs frequently enforce basic standards. Poor living conditions correlate with fatigue and safety lapses.

Fix that works:

  • Add weekly MLC rounds led by the master or chief officer.
  • Keep pest control certificates and cleaning schedules handy.
  • Ensure the onboard complaint procedure is posted, trained, and actually works.

Case Snapshots: How detainments happen (and how they were avoided next time)

A. “The emergency generator that looked fine—until minute three”
A geared bulker passed the “start” test but tripped at the 3-minute mark during a PSC drill in Northern Europe. Detained for emergency power deficiency. The ship’s fix: load-bank tests before port and a monthly “15-minute on-load” EG run. No repeats in the next two regimes.

B. “ORB arithmetic is not creative writing”
A tanker’s oil record book didn’t reconcile with sludge landed receipts. PSC flagged potential MARPOL non-compliance. The company rolled out cross-checks between ORB, noon reports, and engine data, and used a simple “3-person sign-off” rule. Clean PSC results followed.

C. “ECDIS alarms are not background noise”
A boxship in the Asia-Pacific region had ECDIS alarms inhibited and weak berth-to-berth plans. Findings escalated to detention. The DPA mandated simulator-based ECDIS refreshers and route checks against passage plans. Performance improved; the ship later passed a Tokyo MOU inspection with no nav observations.

Challenges—and sensible solutions

Challenge 1: Staying ahead of evolving PSC targeting
Europe’s THETIS platform and company performance scores can make you a frequent flyer on the inspection roster if your defect rate creeps up.
Solution: Track your Company Performance and Ship Risk Profile before EU calls. If a pattern appears (e.g., LSA), deploy a flying team or superintendent to close gaps before arrival.

Challenge 2: Global inconsistency
Thresholds and focus areas vary by regime (Paris MoU vs. Tokyo MOU vs. USCG).
Solution: Build your prep around common denominators (ISM, Fire Safety, LSA, Emergency Systems, Pollution Prevention). Use flag/class guidance and P&I loss prevention circulars keyed to your trade.

Challenge 3: New fuels, new risks
LNG, methanol, and ammonia introduce unique bunkering, ventilation, and fire scenarios—creating new PSC interest.
Solution: Update SMS procedures and drills, align with class rules and IMO guidance, and document additional training/permits to work.

Challenge 4: Crew turnover and skills fade
Fast reliefs and mixed experience levels can erode readiness.
Solution: Familiarisation that matters: on-watch coaching, scenario cards on the bridge, mini-drills between ports. Rotate duties so every OOW and motorman can demonstrate the task a PSC is likely to ask for.

Future Outlook: Data-led PSC, fewer surprises

Expect PSC to become even more predictive and data-driven. Regimes are publishing granular analyses of detainable categories and flag/RO performance, giving owners a transparent map of risk. Paris MoU has been explicit about detention trends; Tokyo MOU continues to surface the most frequent detainable deficiencies; USCG publishes category-by-category flyers so you know what’s coming before your pilot boards. Use them.

The ships that win will be those that treat PSC as a feedback loop—a free audit from the outside world—then feed it straight into their SMS, maintenance plans, and training.

Practical Pre-Arrival Playbook (Human-centred, 48 hours to go)

No bullet dump—here’s a short narrative you can rehearse with your team.

Forty-eight hours before arrival, the master and chiefs hold a 15-minute PSC huddle. The chief officer has already walked through LSA and fire safety with the bosun, ticking off extinguishers, hydrants, breathing apparatus, and lifeboat starts. The second engineer has run the emergency generator on load for a full quarter hour and pressure-tested the emergency fire pump from both suctions, noting pressures on a laminated log. On the bridge, the second mate’s route plan is berth-to-berth, with no-go areas, squat, UKC, and a short note explaining how the team will manage cross-current at the turn basin. The ECDIS sensor loss drill is rehearsed, with screenshots saved. The cook has the MLC galley checks ready, and the master has a one-page brief on company performance and the last three PSC findings—plus the corrective actions. If an inspector asks, any officer can tell that story in 60 seconds.

FAQs (quick, useful, non-fluffy)

1) What PSC deficiency categories most often lead to detention?
Fire safety, life-saving appliances, and safety management (ISM) routinely top the lists across major regimes.

2) How can I predict if my ship will be targeted in Europe?
Check your Ship Risk Profile and Company Performance in THETIS; repeated deficiencies raise inspection priority.

3) Are detentions rising or falling?
Mixed picture. Paris MoU’s detention rate rose to 4.03% in 2024; Tokyo MOU had a 4.32% rate in 2023; USCG fell to 0.94% in 2024. It depends on the regime and year.

4) We’re great on paperwork—why do we still get findings?
PSC tests operability. An emergency pump or lifeboat that doesn’t perform will outweigh perfect folders.

5) What single action cuts the most risk?
Do live demonstrations (EG on load, E-pump from sea chest, lifeboat start, ECDIS alarm tests) before arrival and fix what fails. Then write the story into your SMS.

6) How much do near-miss reports matter at PSC?
A lot. They show an SMS that learns and acts. Bring 3–5 examples with corrective actions ready to discuss.

7) Which publications should we have ready to show?
SOLAS, MARPOL, STCW/MLC essentials; updated nautical publications (digital or paper); PSC annual reports/flyers for current trends; and class/flag circulars relevant to your trade.

Conclusion: Make PSC part of your learning loop 🚢

Passing PSC is not luck. It’s the visible tip of a culture that treats drills like real life, treats fatigue as a hazard, and treats paperwork as a trace of good operations—not a substitute for them. The detainments you avoid will never make headlines, but they’ll keep your schedules, charters, and people safe.

If you’re a master, DPA, or superintendent, start with the big three—Fire Safety, LSA, and ISM—then work outward into Emergency Systems, Pollution Prevention, ECDIS/Voyage Planning, and MLC/STCW compliance. Track your THETIS profile, learn from USCG/Tokyo/Paris reports, and fold every lesson back into your SMS.

Want a one-page pre-arrival PSC prep sheet (editable) aligned with Paris MoU/Tokyo MOU patterns? I can generate it for you.

References (authoritative & hyperlinked)

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2 thoughts on “Top 12 Reasons Ships Fail Port State Control Inspections (and How to Avoid Them)”

  1. This article offers invaluable, practical insights for crews and managers. The real-life stories and specific actionable tips are incredibly helpful for avoiding PSC detentions and improving overall safety.

    Reply

  2. This article is incredibly helpful for anyone in the maritime industry. The real-life stories and specific solutions make it easy to understand common PSC issues and how to avoid them. Highly practical and well-written!

    Reply

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