Operational communications between ship and shore are to be via the most effective means for the communication in question. This generally means:
• Urgent communications are by telephone where possible.
• Routine communications by either telephone or email.
• All telephone communications are to be followed up by an email as soon as possible.

Operational email communications from the ship are to be sent to all members of the vessels ship management team not individuals.

Messaging services may be used, however it should be noted that these are managed outside of the Company IT system.

In accordance with SOLAS requirements a working language will be adopted on every ship which all officers and crew are proficient in and which is to be used for all onboard operations. The working language for each ship is shown on Form FG01 “Vessel Communications Details”. Safety and operationally critical items, such as muster lists, SOLAS and fire-fighting training manuals, instructions for the operation of critical equipment and safety signs are to be provided in the working language of the ship

Every vessel is provided with Form FG01 “Vessel Communications Details” which shows:
• The names and contact details of the vessel’s Ship Management Team
• The contact details of the DPA
• Details of company emergency contacts
• Means of making routine reports
• The working language of the ship.

Form FG01 “Vessel Communications Details” is to be posted prominently on the navigation bridge.

All communications from the ship to the ship management team are to be followed up on:
• Telephone calls are to be followed up by an email.
• The subject of emails is to be clearly stated in the subject line.
• Letters from the ship must have a subject line and be dated.

When the ship receives an email or other written communication from the office, the Master is to acknowledge correct receipt by email within 24 hours of the message being opened onboard.

Masters should consider including the vessels ETA details for the next port and ports referred to in the message in every email communication sent.

Routine reporting of operations is critical to the safe and effective management of the ship. The following are considered to be the minimum reports required by the company, however the Master must take all necessary steps to ensure that all concerned parties are kept thoroughly appraised matters relevant to the operation of the vessel.

i. Noon Reports
The vessel is to send noon reports to the ship management team on a daily basis.

ii. Arrival & Departure Reports
The vessel is to send arrival and departure reports to the ship management team as soon as practical after an arrival and departure.

iii. Delay Reporting
In the event of any delay caused by a problem or failure of the ship or ship’s machinery the Master is to inform the company as soon as practical. 

The Company uses various methods to communicate important information to crew members. 

1. Heads-Ups
These are issued within SafetyCulture, and can be addressed to individuals, groups or all personnel. They can contain information, instructions or set out expectations. Heads-Ups are the preferred means of communicating information from shore to ship, as views are tracked and where needed acknowledgements can be required.

SafetyCulture Heads-Ups have replaced Safety Circulars and Learning Opportunities.

They are to be used wherever communication of information is required. Additionally, a heads-up is to be issued whenever a new Fleet Circular or Fleet Directive is issued.

2. Fleet Directives
Fleet Directives are instructions issued by the Company addressed to all vessels within the fleet which inform crew members of an immediate change to a procedure or process.

When a Fleet Directive is received it is to be prominently displayed throughout the ship until the contents are incorporated into this system, and brought to the attention of affected personnel.

A Fleet Directive must be acknowledged by all crew. Acknowledgement can be by means of a SafetyCulture Heads-Up (with acknowledgement on), or on the Directive itself.

A Fleet Directive can be cancelled by a Heads-Up.

3. Fleet Circulars
Fleet Circulars are used to inform crew of changes to the Company Management System or to provide clarifications of existing requirements. A Fleet Circular should not contain temporary information that needs to be cancelled at a later date.

Where a Fleet Circular notifies significant changes to the system, it must be acknowledged by all crew. Minor changes can be acknowledged by Officers. Acknowledgement can be by means of a SafetyCulture Heads-Up (with acknowledgement on), or on the Circular itself.

Fleet Circulars must be displayed prominently onboard.

GMDSS radio equipment is only to be used by persons holding the necessary qualifications to do so. All Deck Officers are to be familiar with the use of the specific equipment onboard and be ready to demonstrate their competence at any time. Lifeboat/ life-raft emergency VHF radios are to be used for safety purposes only.

GMDSS log books are to be correctly completed whenever such equipment is used or tested.