The importance of service reports

They act as crucial, informative documents for a vessel’s staff, ship manager, and owner. They are also important to the classification society, the flag state, and for other service companies in case of later attendances on the same equipment, among others.

Service reports are also relevant documents for insurers and attending surveyors in damage claims cases.

REVIEWING IS ‘VITAL’
In most cases, when Norwegian Hull Club is involved, we find service reports to be well organised and informative, with relevant details and supporting documentation.

However, this is not always the case.

Sometimes, a preliminary service report / draft report is issued by the attending service engineer but the formal report may be pending review by technical and / or legal eyes at the service company / maker / contractors.

Due to the importance of the service report - regardless of its format or when it is received - it is vital to review it thoroughly. Doing so will help you establish whether it contains a correct, understandable and relevant specification of the conducted work / repairs, findings, considerations and recommendations.

If this is not the case, the issue(s) should then be addressed.

In general, the following should serve as a guide for information that should be included in a service report, regardless of the machinery / system in question or the company involved in the work:

• Service company - general information;
• Name / position of relevant/responsible service engineer(s) / technician(s) / personnel involved;
• Place / date of attendance / works / service / repairs carried out;
• Background for attendance (work order reference / service order request);
• General and specific data / specification identifying relevant equipment / component(s);
• Description, observations and findings supported by informative pictures, measurements reports, performance reports, analysis reports, material test / NDT reports, laboratory tests, etc.;
• Specification of work carried out / (considered planned scope of work in a preliminary report);
• Spare parts consumed / required (if a preliminary report);
• Summary and / or conclusions;
• Recommendations / proposed actions to improve reliability, longevity and/or avoid re-occurrence etc. with reference to service procedures / maker’s manual(s), service letters, etc.
• Work time sheets for all involved personnel;
• Enclosures.

RECOMMENDED ACTIONS
The Club recommends that the responsible officer on board, the superintendent, ship manager and Owners, review the content of service reports carefully.

They should revert to the issuer if the service report does not contain the relevant information of any repairs or services carried out on board your vessel.

KEY RECOMMENDATIONS
Ensure that the content of - and your understanding of - any service report issued for works ordered by you / conducted on board your vessel meets your expectations.

Note that this also applies for class survey reports, survey reports from insurance providers or, indeed, any reports issued by a specialist.

Norwegian Hull Club wishes you all fair winds and following seas.