Review of Flag State Inspector Authorization Following Detention or Serious Inspection Failure
| CIRCULAR | Circular No. 007 (Amended) |
| SUBJECT | Review of Flag State Inspector Authorization Following Detention or Serious Inspection Failure |
| FROM | Office of the Maritime Administrator, Vanuatu International Shipping Registry |
| TO | All appointed Flag State Inspectors, inspection companies, shipowners, managers and Special Agents |
| AMENDMENT DATE | 20 August 2026 |
| EFFECTIVE DATE | Upon publication |
| STATUS | Version 2.0 – Supersedes the prior version of Circular No. 007 |
Authority and legal status. This Circular is issued by the Maritime Administrator under the functions and powers conferred by the Maritime Act [CAP 131], as amended by the Maritime (Amendment) Act No. 21 of 2025, including section 10C where applicable, and any additional written authority lawfully applicable to the subject. It shall be read with applicable mandatory IMO instruments and controlled VISR policies. It does not convert a direct statutory power into a delegated power, transfer a function assigned by law to another State entity, or amend any valid appointment, concession or other governing instrument.
Related controlled policies: VISR-QMS-POL-COMP-007 – Competence, Training, Resource Planning and External Technical Experts Policy; VISR-QMS-POL-PSC-008 – International Fleet PSC Performance, Detention and Corrective Action Policy; VISR-QMS-POL-CI-002 – IMSAS Compliance, Internal Audit, Corrective Action and Continual Improvement Policy; VISR-QMS-POL-REC-005 – Document and Records Control, Retention and IMSAS Evidence Management Policy.
1. Automatic review trigger
Where a vessel is detained within one month after an ASI or other flag State inspection, or where a serious deficiency appears to have existed and should reasonably have been detected, VISR will commence a review of the inspection and the inspector's authorization. The review is not a presumption of fault.
2. Evidence to be examined
• The assignment, inspector appointment, checklist, report, notes, photographs, tests, deficiency grading and closure evidence.
• The PSC report, detention grounds, timing and apparent age of deficiencies, and whether the item fell within the assigned inspection scope.
• Information from the company, master, RO, port State and other relevant persons.
• The inspector's workload, competence, conflicts, independence, prior performance and compliance with reporting requirements.
3. Possible outcomes
• No adverse finding and closure of the review.
• Coaching, refresher training, mentoring or additional supervision.
• Corrective action, temporary restriction of scope or enhanced monitoring.
• Suspension or revocation where serious incompetence, misconduct, concealment, falsification, conflict or repeated failure is established.
• Referral to competent authorities where fraud, corruption or other unlawful conduct is suspected.
4. Fair process and preservation
The inspector will receive the material concerns and a reasonable opportunity to respond, except where interim suspension is necessary to protect safety or documentary integrity. All inspection records and communications must be preserved until written closure.
Compliance records and communications
All applications, approvals, notices, reports, evidence, decisions, acknowledgements and corrective-action records required by this Circular must be transmitted through an official VISR channel and retained in the controlled Registry file in accordance with the VISR records policy. Communications from unverified domains or persons without written authority must not be relied upon.
Official contact: technical@register-vu.com. Urgent safety, casualty, sanctions or fraud matters must also be copied to info@register-vu.com and reported without delay.
Enforcement, reasons and reconsideration
Non-compliance may result in enhanced inspection, corrective-action requirements, service restrictions, suspension, administrative penalties, withdrawal or revocation of documents, or deletion from the Registry, to the extent authorized by law and the applicable written authority. Except where immediate protective action is necessary for safety, security, sanctions compliance, documentary integrity or preservation of evidence, an affected person will be notified of the material grounds and given a reasonable opportunity to respond. A request for reconsideration must be submitted in writing to the Office of the Maritime Administrator with supporting evidence within ten business days of the written decision, unless a shorter period is stated because of an urgent risk.
Supersession and effective application
This amended Circular supersedes the prior version of Circular No. 007 from the effective date stated above. Existing obligations, liabilities, investigations, fees and corrective actions arising under the prior version remain enforceable to the extent lawfully incurred and are to be administered under the clearer procedures stated in this amended version. If this Circular conflicts with a later Act, regulation or controlled VISR policy, the higher or later instrument prevails and the Circular shall be updated through document control.
| Saade Makhlouf Maritime Administrator of the Republic of Vanuatu Vanuatu International Shipping Registry |
Issued in Port Vila and New York 20 August 2026 |
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