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Survey Reporting – «back to basics»

H&M and LOH Survey Reports

Purpose of Presentation

• Clarify our requirements regarding the structure and information of survey reports (with ref. to the Nordic insurance conditions).

• Present our requirements regarding reporting of repair costs.• Make the life easier for the surveyor – and for the insurer!

H&M and LOH Survey Report Types

• H&M / LOH Preliminary Survey Report / Reporting Letter (as many as found necessary)

• H&M / LOH Survey Report • When cause of damage has been established and when repairs have been

completed (normally), but prior to Owners having presented their claim.

• H&M Final Survey Report / Addendum / Repair Cost Review• When Owners have presented their claim. Full evaluation of the costs.

Survey Reports – General StructureAll Report Types:

H&M Survey Reports – Repair Cost ItemsPreliminary Reports: Survey Reports: Final Survey Reports:

Survey Reports – Introduction


If more than one surveyor is attending, replace the undersigned with WE, and indicatethe surveyors in section 3; attending representatives


Date, month, year During scheduled dry docking at the shipyard S Yard Ltd. Damage to STBD controllable pitch propeller systems ascertained.

Date, month, year On laden / ballast voyage from Port A to Port B. Fire in the engine room.

Survey was held in order to ascertain the nature and extent of damage sustained on the following occasion:

2 OCCURRENCE

Occurrence No. 1

Date, month, year On laden / ballast voyage from Port A to Port B. Grounding at Xxxxxxxx.

Date, month, year During scheduled dry docking at the shipyard S Yard Ltd. Damage to No. 3 Aux. Engine discovered.


Occurrence No. 1

21.07.2010 During the auxiliary diesel engine no. 4 routine overhaulingwhich was started on July 19, 2010, it occurred that on July 21, 2010 after removing the No. 4 main bearing cap, itwas discovered that the bearing shell and the journal were damaged. After overhauling No. 4 Auxiliary Engine, it wasverified damages on No. 4 main journal and bearing shells.

Please, try to avoid presenting the occurrence like this:

…or this:

07.12.2012 Damages verified to the turbocharger of portside main engine while engine crewmembers had just finished the warm up of main engines and vessel had just departed from Rio de Janeiro to the first area of operations in Brazilian waters.

Survey Reports – IntroductionAnd certainly not like this:

Survey Reports – Section 3 & 4

The first 4 sections - Summary

Survey Reports – Further information

Survey Reports5 VESSEL’S MOVEMENTS

Survey Reports

5 VESSEL’S MOVEMENTS – example:

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5 VESSEL’S MOVEMENTS – issues to be kept in mind:

• Casualty occurring in Laden or in Ballast condition?• What are scheduled ports, and which calls are extra because of the

casualty? • Pls advise details of cargo handling in each port (loading and/or

discharging?)• Is the vessel fully discharged or only partially discharged in the

port of repairs.• Are the port of calls changed as a consequence of the casualty?

• (Why bother, do you think?)

Survey Reports6 AVAILABLE INFORMATION

Survey Reports

Survey Reports

The vessel is a Ro-Ro ferry of xx xxx gross tons, built in 1985. The two main engines are of make MAN B&W, type 8L45GB, two stroke diesel engine with 8 cylinders in line, rated to 16 965 bhp. Each cylinder has a separate fuel pump. The engines are normally running on heavy fuel oil.

The engines are located in a separate, closed compartment.

Above each engine is a special engine room crane. Due to the very limited height of the engine room, the crane is specially designed for the purpose of dismounting the cylinders.

The engines’ remote control system is of original design from prior 1985.

Hi-Fog water mist extinguishing system is fitted in the engine room and in the machinery spaces.

7 BRIEF TECHNICAL DESCRIPTION

What is the purpose of this section?

Survey Reports

Very short for a simple grounding case:

The vessel is a bulk carrier of 33 280 gross tons, built in 2009. The double bottom tanks include HFO and MDO storage tanks.

She is powered by one main engine, running one fixed, four-bladed propeller.

The rudder is of semi-spade type, without sole piece.


Survey Reports

Grounding with rudder damage:


The first 7 sections - Summary

H&M Survey Reports – The Casualty

Survey Reports – The Casualty

8 BACKGROUND / NARRATIVE

Describe the background for the casualty event prior your attendance.

The extent of information in this section will wary from case to case, also depending on how much information the surveyor manages to collect.

It is important to keep this section “short & sweet”, with necessary relevant information.

All information here has been provided / obtained from a third party, by reports and / or verbal information. The presentation of the information should reflect that fact.

It is more important to issue a preliminary report as soon as possible rather than waiting for substantial information. Such information can be included in the next preliminary report.

The surveyor may collect a huge amount of information / documentation related to this section, which may be listed in section 6, but not necessarily enclosed to the report.

Survey Reports – The Casualty8 BACKGROUND / NARRATIVE

Survey Reports – The Casualty8 BACKGROUND / NARRATIVE – ANOTHER EXAMPLE

On December 18th, at approx. 06:45 hrs, whilst the vessel was approaching from Prince Rupert Anchorage E in the inner harbour to the Prince Rupert Grain Dock –assisted by two tugs – she grounded between Barrett Rock and Bishop Islet.

After approx. 2 hours, the vessel came loose by own power and was assisted by three tugs until she had arrived and was safely berthed at the destination quay, whereupon investigation to determine the damage extent by use of divers commenced immediately.

The investigation revealed damages to the double bottom structure and to the propeller blades and following agreement that the vessel could not take load and trade before repairs had been carried out, the vessel was shifted to a lay-by berth in the same port.

Survey Reports9 DAMAGE DESCRIPTION

This is the section where the surveyor presents what has been seen / observed / measured etc.

Describe the nature and extent of damage. The use of relevant photos, drawings, illustrations and/or sketches in the report is preferred, however to be limited in order to give a reasonable understanding of the situation. Other supporting pictures should be presented in a separate photo album, or just be available on request.

It is of vital importance that this section only contents factual information and no assumptions, considerations, speculations or drawing of conclusions.

Also note – if you mention any values – we need information about the relation of the values - recommended limit(s) etc. For example; if crank pin hardness has been measured to be 650 HB, then the maximum recommended (by maker or class) hardness must be informed.

The purpose must be to give the reader a reasonable overview – without going too much in technical details.

It can be used as guidance that the description must reflect the repairs, and thus –the cost of the repair.

Survey ReportsDAMAGE DESCRIPTION – TRY TO AVOID LIKE THIS:

Survey Reports

9 DAMAGE DESCRIPTION

Upon survey at [Arrival Port] we noted damages as follows: • The No. 1 main engine and the adjacent areas, including equipment in way, were

covered with a layer of fuel oil. • The ceiling and bulkhead structures adjacent to No. 1 main engine, including pipes,

cables, the engine room crane above No. 1 main engine, lighting armatures, fire detectors, video surveillance cameras, electric equipment, etc. were covered with soot and variously burnt, melted and discoloured.

• Water leaks were noted from cooling water piping on the engine. • The instrumentation on the No. 1 main engine was variously burnt, melted and

discoloured, involving sensors, wiring, and control/monitoring system. • Electric cables in the area around No. 1 main engine were burnt, partly melted and dis-

coloured. • From the specialist company, Messrs. Cleaning Company it was reported that except

for the areas close to the fire, the chloride measurements in the engine room revealed relative low concentrations.

Use relevant photos!

H&M Survey Reports – The Casualty9 DAMAGE DESCRIPTION – TYPICAL BOTTOM DAMAGE DESCRIPTION

From frame No. 60 (approximately midship) to the stern, most of the flat bottom is variously indented, buckled, set-up, holed, punctured, cracked and otherwise deformed over the entire flat bottom area from port to starboard.Several of the areas were set-up between 500 to 1000 mm.

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Survey Reports

10 REPAIRS

The listed repairs must be in accordance with findings listed in section 9, preferably presented as a logic consequence of the listed damages.

The purpose is to give the reader a reasonable overview of the necessary damage repairs, without going too much in technical details.

The presentation in this section shall form the basis of the surveyor’s acceptance of the repair cost in section 13.

Preliminary reports written during repairs may very well be more comprehensive than the formal / final survey report. However, the formal / final report must be a summary of the preliminary reports to an extent that prepares the reader for the surveyors evaluation of the cost.

H&M Survey ReportsREPAIR DESCRIPTION – TRY TO AVOID LIKE THIS:

H&M Survey Reports10 REPAIRS

Survey Reports

11 OTHER MATTERS OF RELEVANCE

This is a section where the surveyor may elaborate on relevant matters that do not fit naturally into the damage and repair sections above, however, which the surveyor considers important.

Same example in a final report.:

The Owners used the opportunity to commence the 5 year Class’ special survey during the repairs. Both Owner’s work and average related work required dry docking.The average related work was opening and check of some bottom valves and control of the antifouling system’s anodes.

Typical example in a preliminary report.:

The Owners informed that they will use the opportunity to commence the 5 year Class’ special survey during the repairs. Both Owner’s work and average related work will require dry docking. We estimate 8 days in dry dock for Class related work and 3 days for average related work.The average related work will be opening and check of some bottom valves and control of the antifouling system’s anodes.

Survey Reports

11 OTHER MATTERS OF RELEVANCE

In order to be able to carry out the temporary repairs the vessel’s crew were involved with tank cleaning and gas-freeing, which involved overtime.

The permanent repairs were postponed by the Class till next scheduled dry docking in November 2012.

The Class issued an interim certificate with recommendation of the permanent repair and recommendation of annual follow-up inspections by the Class. These inspections shall involve diving surveys and internal tank inspections.

Another typical example:

For LOH, relatively more focus should be put on matters affecting repair time

H&M Survey Reports

Survey Reports12 CAUSE CONSIDERATION

The cause consideration is one of the most important issues in a survey report, as it will form the basis for the adjuster’s considerations in relation to the policy conditions.

It is of outmost importance that the surveyor states his opinion regarding the cause –based on all his/her observations, considerations and collected documentation.

Sometimes it is easy to conclude the cause – for instance, if the vessel has been involved in a grounding incident, the cause of the bottom damages and/or rudder/propeller damages is – the grounding incident.

In other cases were for instance if corrosion / wear and tear / lack of maintenance may have been relevant to the cause of damage this must be carefully evaluated and specifically commented. But be careful here…………

For damages “discovered” or “ascertained” without knowledge when damage occurred – the surveyor is required to evaluate, and present a timeline of the event.

H&M Survey Reports

12 CAUSE CONSIDERATION – PRELIMINARY REPORT

Normally it is not possible, or at least very difficult, to conclude the cause of damage in the initial phase of the case– typical for fire and engine damages.

Sometimes specialists are involved and their investigation may take some time.

Here is an example of a suitable text in the preliminary report for the case in this example report:

At this early stage in the process, it is difficult to draw unambiguous conclusions about the cause of damage. However, preliminary investigation indicates that the fire may be related to a sudden oil leak from the top of the No. 4 cylinder fuel pump of No. 1 main engine. We will revert as soon as further investigation has been carried out.

H&M Survey Reports – The Casualty12 CAUSE CONSIDERATION – FINAL REPORT

Below is the cause consideration for the same occurrence, but as presented in the final report, after various considerations and investigation, including metallurgic investigation:

In our opinion the cause of the fire is related to a sudden oil leak from the top of the No. 4 cylinder fuel pump of No. 1 main engine. The leakage was caused by a stud bolt that fractured in the pump top cover, causing the corresponding nut on the top to disappear. The nut was plugging a hole that leads into the high pressure part of the pump. When the bolt fractured and the nut disappeared the oil squirt splashed upwards and over the engine and the adjacent areas. The fire started when the oil squirt reached hot surfaces of the engine.

It was reported that last time when work was performed, which involved that particular fuel pump, was during a yard stay at Messrs. Machinery Shipyard in the period from xx to yy January 20xx. The contractor states that the relevant nut was not touched at that occasion.

The stud bolt was sent to Det Norske Veritas AS, Section for Materials Technology for investigation of the cause of breakage. The conclusion of the investigation is that the bolt had fractured as a result of fatigue, with the initiation area in the second thread root from the top, which is indicating that the bolt and nut may have been subject to an assembly irregularity.

As the investigation report does not state anything about the time frame of the fatigue, it is not possible to conclude about when a potential assembly irregularity may have taken place.

H&M Survey Reports – The Casualty

12 CAUSE CONSIDERATION – GROUNDING / COLLISION CASE

In our opinion the described damages are consequences of the grounding / collision as described in the heading.

H&M Survey Reports – Repair Cost and TimePreliminary Reports: Survey Reports: Final Survey Reports:

Preliminary Report

It is of outmost importance that the surveyor, from day one, has focus on both cost and duration of repairs.

Even though we know how difficult it may be to come up with early estimates, we will emphasise that the information in this section is the core information for our business. A good surveyor will always give some information about repair cost and time.

Preferably, and if possible, such estimates should be made in close cooperation with the superintendent in order to avoid different amounts in circulation.

For example (next slide):

13 REPAIR COST AND TIME

Preliminary Report13 REPAIR COST AND TIME

The permanent repair will be carried out whilst berthed/dry docked at Xxxxxxxxxxxxx.

The main contractors are as follows:

Cleaning – Messrs. Cleaning Company.Electric repair / Cable renewal – Messrs Cable Renewal Company.Engine repair - Engine maker, MAN B&W.Turbo chargers - Messrs ABB AS.Engine control and monitoring system - Kongsberg Maritime AS.

A rough and very preliminary estimate of the repair cost is between NOK 4 mill and NOK 6 mill.

The repair is scheduled to be completed at the end of February 20xx.

Final Reports – Repair Cost and Time

Final Reports – Repair Cost and Time

For smaller cases with relative few invoices the repair cost may be presented in full under section 13 in the final report,

However, we encourage you to always present the repair cost in a separate excel sheet. Only the end figures (total sums) are then presented in section 13.

The excel sheet will (as an enclosure) form an integrated part of the final survey report and therefore also the final adjustment.

The surveyor shall present the approved cost in the currencies as invoiced.

Regardless of how the repair costs are presented, it is of outmost importance that the surveyor presents the cost / invoices in such a way that it is clear which work, service or supply they represent and whether they are related to the damage repair or not.

The surveyor must state whether cost concerns Repairs, General Expenses or Owners’ Work.

Extract of the instructions:

Standard text for repair cost

Alternative if claim costs have not been established

Also included under Temporary Repairs

Typical General ExpensesDry docking, in/out and 1st day in dry dockDiver during dry docking manoeuvrexx days in dry dock MooringShiftingBoat / boatsmen for assistanceGangwayElectric power connectionElectric power supply, xxxx kwh @ USD 0,xxElectric power supply to the vessel's AC systemCooling water connectionCooling water supply, xx days @ USD xxFire line connectionFire line pressure, xx days @ USD xxGas free certificateFire watchmanMandatory safety inspectorFreshwater connection and supplyAir connection / supply

Loss of Hire:

NB - for Loss of Hire the following estimation should be considered/added:

Takeaways from above:

• Insurers’ reporting templates and requirements should always be kept in mind• Reporting should be «short and sweet» – but relevant• …and give sufficient confidence for the reader to accept the «short and sweet»

wording• Remember - most readers are non-technicians• Do not hesitate to call the claims handler

Surveyors’ Role:

• Be technically competent• Master the “art of survey reporting”• Show social intelligence and good communication skills• Be proactive

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