Advance Notice of Arrival and PSC Inspection Preparation
Port State Control (PSC) inspections are an important mechanism for verifying that ships comply with applicable international conventions, statutory certification requirements and safety standards. Deficiencies involving machinery, fire safety, lifesaving appliances, navigation, pollution prevention, crew documentation and other regulated systems can lead to inspection findings and, where deficiencies are sufficiently serious, detention.
The Liberia Maritime Authority has issued specific pre-arrival preparation requirements for Liberian- flagged vessels calling at ports in Australia, China, Europe and the United States. These requirements are addressed in Marine Operations Note 07/2026 and Marine Operations Note 06/2026, both dated 30 September 2026.
MON 07/2026 addresses the Advance Notice of Arrival (ANOA), reporting of existing deficiencies, submission of the pre-arrival checklist and the possible arrangement of preemptive inspections. MON 06/2026 sets out the associated requirement to submit the RLM-258 Pre-Arrival Compliance Checklist.
For shipowners, operators, Designated Persons Ashore (DPAs), technical managers, Masters and Chief Engineers, the practical objective is to identify deficiencies before arrival, notify the relevant parties, initiate corrective action and maintain evidence of the vessel's compliance preparation.
Current Liberian Maritime Authority Requirements
The two Marine Operations Notes should be read together. MON 07/2026 establishes the ANOA and deficiency-reporting arrangements, while MON 06/2026 addresses the submission of the RLM-258 Pre-Arrival Compliance Checklist.
Marine Operations Note 07/2026
Dated 30 September 2026. Addresses Advance Notice of Arrival, reporting of existing deficiencies, notification to the Administration and the possible scheduling of preemptive inspections. It supersedes MON 05/2025.
Marine Operations Note 06/2026
Dated 30 September 2026. Requires submission of the RLM-258 Pre-Arrival Compliance Checklist together with the relevant Notice of Arrival. It supersedes MON 04/2025.
RLM-258 Pre-Arrival Compliance Checklist
The current checklist is identified by the Administration as version 06/2026. It covers technical condition, safety equipment, navigation, pollution prevention, emergency preparedness, crew documentation and other compliance areas.
Liberia Maritime Regulation 2.35
MON 07/2026 refers to Liberia Maritime Regulation 2.35 in connection with the vessel operator's responsibility to ensure compliance with applicable international conventions.
Important Submission Requirement
MON 07/2026 states that a completed ANOA containing information about existing deficiencies must be sent to [email protected] at least four working days, or 96 hours, before the vessel's arrival at its first port of call in Australia, China, Europe or the USA.
MON 06/2026 requires the RLM-258 checklist to accompany the relevant Notice of Arrival submission. The Master and Chief Engineer must complete and sign the checklist.
Because the notice uses both a working-day period and a 96-hour period, operators should plan submissions sufficiently early and confirm any timing uncertainty directly with the Administration.
Advance Notice of Arrival (ANOA) Requirements
The Advance Notice of Arrival is an important part of the Administration's pre-arrival compliance process. It provides information about the vessel, the intended port call and known deficiencies so that the Administration can assess the reported situation and provide appropriate assistance before PSC inspection.
Under MON 07/2026, the ANOA must contain accurate pre-arrival information and disclose existing deficiencies and compliance issues. A copy of the ANOA submitted to the relevant coastal State may be provided to the Liberian Administration, provided that it includes the deficiency information required by the notice.
Information to Include in the ANOA
- Vessel name.
- IMO number.
- Port of arrival.
- Expected date of arrival.
- Contact information for the local agent.
- Details of defective equipment.
- Existing statutory, technical or other compliance issues.
- Previous port of call.
- Date of departure from the previous port.
The ANOA should accurately reflect the vessel's condition at the time of reporting. Where defects have been identified, the report should describe the issue clearly and provide sufficient information to support appropriate follow-up.
Where the vessel's condition changes after submission, the Master and company should assess whether updated information must be communicated to the Administration, class or relevant port authorities.
RLM-258 Pre-Arrival Compliance Checklist
The RLM-258 Pre-Arrival Compliance Checklist supports the identification of common technical and operational deficiencies before a vessel arrives at a designated port. It is not simply an administrative attachment: completing it requires an informed review of the vessel's actual condition, equipment, records and compliance status.
Under MON 06/2026, the Master and Chief Engineer are required to complete, sign and submit the checklist together with the relevant Notice of Arrival. The Administration also requires the form to be included as part of the vessel's Safety Management System (SMS).
Water and Weathertight Integrity
Review ventilators, air pipes, casings, weathertight doors, sounding pipes, cargo hatch covers and associated securing arrangements, as applicable to the vessel.
Emergency and Fire Safety Systems
Check the emergency fire pump, fire main, emergency generator, emergency lighting, fire doors, detection systems, fixed fire-extinguishing systems, dampers and quick-closing valves.
Lifesaving Appliances
Examine lifeboats, rescue boats, launching arrangements, liferafts, hydrostatic release units and immersion suits, including applicable condition and operational checks.
Machinery and Steering Gear
Review oil leaks, bilge alarms, steering gear operation, cooling-water systems, boilers, machinery alarms, exhaust gas arrangements and other applicable machinery systems.
Safety of Navigation
Verify the condition of navigation equipment, required charts and publications, voyage planning, radar, magnetic compass and GMDSS equipment.
Pollution Prevention
Review applicable oil filtering equipment, oil record book entries, sewage treatment arrangements, garbage management and incinerator condition, as relevant to the vessel.
Crew and Emergency Preparedness
Review applicable crew certification, emergency drills, emergency exits, crew familiarization, safety manuals and related operational records.
Certificates and Outstanding Deficiencies
Check statutory certificates, applicable class conditions, flag dispensations, previous PSC deficiencies, corrective action reports and relevant pre-arrival notifications.
Action When a Checklist Item Is Unsatisfactory
The RLM-258 instructions state that if an item is answered "No", the specified PSC follow-up contact should be notified immediately. The current checklist identifies [email protected] for this purpose.
The responsible officers should document the defect, notify the company and Administration as applicable, assess the corrective action required and retain evidence of the actions taken.
Submission Timing and Consecutive Port Calls
Pre-arrival submissions must be planned against the vessel's first relevant port call and expected arrival time. Late submission can reduce the time available to identify reported problems, obtain technical advice and initiate corrective action before a PSC inspection.
Before the First Relevant Port
Submit the ANOA and completed RLM-258 to the Administration in accordance with MON 07/2026 and MON 06/2026. Plan ahead for the stated four-working-day or 96-hour submission period.
Consecutive Calls Within One Country
MON 06/2026 states that RLM-258 normally needs to be submitted before the first port call within a country. An updated checklist is required if the vessel's condition changes during those consecutive calls.
Calls in Another Designated Area
An updated RLM-258 must be submitted after a port call in another area requiring completion of the checklist, in accordance with the Administration's instructions.
Changes in Vessel Condition
If new defects arise or the condition of the vessel changes, the Master and company should reassess the reported information and submit updated details where required.
The company should maintain a clear record of submission dates, copies of the information transmitted, relevant correspondence and corrective actions. These records support traceability and demonstrate that the vessel's compliance preparation has been addressed through the Safety Management System.
Deficiency Reporting and Corrective Action
An effective pre-arrival process requires more than completing a checklist. Identified deficiencies must be assessed, reported to the appropriate parties and followed by corrective action consistent with the applicable requirements and the vessel's SMS.
MON 06/2026 specifically reminds Masters and Chief Engineers to document the reporting of defects, active dispensations and class conditions, notify relevant port States before arrival where applicable, identify non-conformities and initiate corrective action.
Recommended Technical Follow-Up
- Record the nature and location of each identified defect or non-conformity.
- Assess the effect on vessel safety, statutory compliance, pollution prevention and operational capability.
- Notify the company and the relevant flag Administration in accordance with applicable reporting procedures.
- Inform the classification society where class notification or action is required.
- Report applicable dispensations and class conditions to the relevant port authorities before arrival, as required.
- Establish corrective actions, responsible persons and a realistic completion plan.
- Retain supporting records, repair evidence, test results and relevant correspondence.
- Confirm that previously identified PSC deficiencies have been rectified and required corrective action reports have been submitted.
Reporting a deficiency does not itself rectify the defect or automatically authorize continued operation. Any restrictions, notifications, repairs, surveys or approvals must be addressed in accordance with the applicable statutory, class, flag and coastal-State requirements.
Preemptive Inspections Before PSC Attendance
MON 07/2026 explains that pre-arrival deficiency information may be provided through the Administration's Dynamic Prevention Program. A preemptive inspection may be scheduled where applicable to assist the vessel in maintaining compliance.
A preemptive inspection is intended to help identify deficiencies before the vessel is examined by the relevant Port State Control authority. The process can provide an opportunity to review equipment condition, documentation, outstanding defects and the effectiveness of corrective actions.
Physical Condition Assessment
Examine relevant machinery, safety equipment, emergency arrangements, navigation systems and other applicable areas for visible defects, deterioration or operational problems.
Operational Demonstrations
Where appropriate and safe, verify the operation of applicable equipment, alarms, emergency arrangements and other systems likely to be examined during a PSC inspection.
Documentation Review
Review statutory certificates, equipment records, maintenance documentation, drill records, class conditions, dispensations and previous PSC findings.
Corrective Action Verification
Review whether identified deficiencies have been addressed, whether outstanding work remains and whether the supporting records accurately reflect the vessel's condition.
The scheduling and scope of any preemptive inspection remain subject to the applicable Administration arrangements. Such an inspection does not guarantee that a vessel will avoid PSC deficiencies or detention, and it does not replace statutory surveys, class attendance or the authority of the relevant PSC inspector.
Preparing for Australia, China, Europe and the USA
The Liberian Administration's notices identify Australia, China, Europe and the USA as designated areas for this pre-arrival preparation process. Operators should also review the relevant port State's current reporting requirements and any local operational instructions applicable to the intended port call.
Australia
Review applicable Australian Maritime Safety Authority requirements and relevant local port instructions. The Liberian notice specifically identifies Marine Advisory 22/2026 concerning invalid extensions of statutory certification. Confirm that certificates and any extensions are valid and applicable before arrival.
China
Review the applicable Chinese maritime administration and port requirements, including relevant reporting and navigation instructions identified by the Liberian Administration. Verify the vessel's condition and documentation before entering the designated port area.
Europe
Review the requirements applicable to the intended European port and relevant PSC inspection regime. Ensure that statutory certificates, equipment, operational records and outstanding deficiencies have been addressed before arrival.
United States
Review the requirements applicable to the intended port and relevant US authorities. Check vessel documentation, equipment condition, safety systems, pollution-prevention arrangements and any applicable reporting obligations.
These regional considerations are not a substitute for checking the actual requirements applicable to an individual port call. Operators should verify current instructions, deadlines and reporting channels before the vessel's arrival.
Additional Liberian Administration Publications
MON 07/2026 identifies additional Marine Advisories and Marine Operations Notes intended to assist with preparation for calls in the designated regions. These publications should be reviewed where relevant to the vessel, its equipment and its intended voyage.
- MA 01/2021: Precautions When Navigating Waters In And Around Changjiangkou, China.
- MA 16/2022: Shipboard Preparedness For Emergency Steering In Port Hedland.
- MA 18/2022: Electromechanical Equipment Malfunction Procedures For Shanghai.
- MA 22/2026: AMSA Marine Notice concerning invalid extensions of statutory certification.
- MON 02/2021: Australian Ports — Measures To Mitigate Port State Control Actions And Detentions.
- MON 05/2021: China Ports — Mandatory Reporting And Port State Control.
- MON 06/2021: Main Public Routes Along The Coast Of Zhejiang, People's Republic Of China.
- MON 06/2026: Pre-Arrival Deficiency Checklist for Vessels Arriving in Australia, China, Europe and the USA.
The availability, current revision and applicability of each referenced publication should be confirmed through the official Liberian Maritime Authority Online Library before relying on it for a particular voyage or compliance decision.
Practical Pre-Arrival Preparation Checklist
The following preparation sequence is intended as practical guidance for the shipboard team and company technical management. It supplements, but does not replace, the official ANOA requirements and RLM-258 form.
Before Submission
- Confirm the vessel's identity, IMO number, intended port, ETA and previous port information.
- Identify existing defects, non-conformities, outstanding repairs and applicable compliance issues.
- Review statutory certificate validity, class conditions and any relevant flag dispensations.
- Complete the applicable RLM-258 checklist using the actual condition of the vessel.
- Ensure the Master and Chief Engineer complete and sign the checklist as required.
- Send the ANOA and checklist to the Administration within the applicable pre-arrival period.
Before Arrival
- Verify that the submission has been sent and retain a copy of the relevant correspondence.
- Review any advice received through the Administration's Dynamic Prevention Program.
- Confirm that identified deficiencies have appropriate corrective action plans.
- Ensure that relevant notifications to the flag Administration, class and port authorities have been made where required.
- Review the status of previous PSC deficiencies and the associated corrective action reports.
- Make applicable certificates, manuals, records and equipment available for inspection.
The Master and company should not treat completion of the form as confirmation that every system is compliant. The checklist should reflect genuine verification, and any unsatisfactory item must receive appropriate attention.
Importance of Accurate Reporting and Documentation
MON 06/2026 states that where a copy of the Notice of Arrival is not submitted, or incorrect information is provided in the submitted RLM-258 and the vessel is detained by PSC as a result, additional actions may be taken by the Administration.
The notice identifies possible actions including warning letters to crew members, suspension or cancellation of the Master's and/or Chief Engineer's Liberian credentials, and an additional audit of the vessel or the company's Safety Management System. These measures are described as possible actions, not automatic consequences in every case.
Accurate reporting is therefore important both for technical preparation and for demonstrating that the company and shipboard management have addressed their responsibilities through the SMS.
Documentation Should Reflect the Actual Vessel Condition
The ANOA and RLM-258 should not conceal, minimize or omit known deficiencies. Where a defect exists, it should be reported accurately, assessed and followed by documented corrective action in accordance with applicable requirements.
Official Regulatory Sources and Reference Documents
The following official publications provide the primary reference material for this article. Operators should consult the current documents and confirm applicability to their vessel and voyage.
Official Liberian Maritime Authority notice covering ANOA, deficiency reporting and preemptive inspection arrangements.
Official notice covering the RLM-258 Pre-Arrival Compliance Checklist and its submission requirements.
Official checklist, identified as version 06/2026, for completion by the vessel's responsible officers.
Official publication library for checking available notices, revisions, forms and associated regulatory guidance.
Independent Marine Surveying and PSC Preparation Support
PAMS Pacific Admiralty Maritime Services provides independent marine surveying and technical consultancy for shipowners, operators, technical managers and maritime stakeholders.
Relevant technical consultancy activities include vessel condition assessments, technical inspections, regulatory compliance reviews, marine surveying, offshore engineering consultancy and preparation for applicable statutory and class examinations.
An independent technical review can help identify equipment defects, incomplete records, outstanding corrective actions and potential compliance concerns before a scheduled inspection. The scope of any assessment should be agreed in advance and based on the vessel, its operating profile and the requirements applicable to the intended port call.
PAMS Pacific Admiralty Maritime Services operates as an independent technical consultancy based in Manila, Philippines. It is not the flag Administration, classification society or Port State Control authority, and its technical assessments do not replace their statutory functions or decisions.
Frequently Asked Questions
What is the ANOA requirement under MON 07/2026?
MON 07/2026 requires the ANOA, including information about existing deficiencies, to be sent to [email protected] at least four working days, or 96 hours, before arrival at the vessel's first port of call in Australia, China, Europe or the USA. Operators should plan ahead and confirm any timing uncertainty with the Administration.
What is the RLM-258 Pre-Arrival Compliance Checklist?
RLM-258 is the Liberian Maritime Authority's Pre-Arrival Compliance Checklist. It covers multiple vessel compliance areas, including machinery, fire safety, lifesaving appliances, navigation, pollution prevention, emergency preparedness, crew documentation and certificates.
Must the Master and Chief Engineer sign RLM-258?
Yes. MON 06/2026 requires the Master and Chief Engineer to complete and sign the checklist before it is submitted with the relevant Notice of Arrival.
Where should the ANOA and RLM-258 be sent?
MON 07/2026 identifies [email protected] for ANOA submission. MON 06/2026 requires the RLM-258 checklist to accompany the relevant Notice of Arrival. The current checklist separately identifies [email protected] for immediate notification when an item is answered "No".
Does the checklist need to be resubmitted for every port?
MON 06/2026 states that RLM-258 needs to be submitted before the first port call within a country when there are consecutive calls. An updated checklist is required if the vessel's condition changes during those calls or after a port call in another area requiring completion of the form.
What should the Master do if a checklist item is unsatisfactory?
The current RLM-258 instructions state that an item answered "No" should be reported immediately to [email protected]. The defect should also be assessed, reported to the relevant company and Administration contacts as applicable, and followed by documented corrective action.
What is a preemptive PSC inspection?
Under MON 07/2026, the Administration may schedule a preemptive inspection where applicable to assist with vessel compliance. It can help identify deficiencies before PSC attendance but does not replace statutory surveys or guarantee that detention will be avoided.
Can an accurate ANOA guarantee that a vessel will not be detained?
No. The ANOA and checklist support early identification and reporting of deficiencies. The vessel must still meet applicable requirements, and the relevant PSC authority retains its inspection and enforcement powers.
Can PAMS provide independent marine technical inspection support?
PAMS Pacific Admiralty Maritime Services provides independent marine surveying, technical inspections, condition assessments and regulatory compliance consultancy. Any engagement should have a defined scope appropriate to the vessel and the applicable technical requirements.
PAMS Pacific Admiralty Maritime Services
PAMS Pacific Admiralty Maritime Services is an independent marine technical consultancy specializing in marine surveying, marine technical consultancy, offshore engineering consultancy, FPSO/SPM technical support, technical inspections and regulatory compliance.
Its technical consultancy activities support vessel condition assessment, inspection preparation, engineering review and compliance-focused technical evaluation for maritime stakeholders.
Based in Manila, Philippines — operating as an independent technical consultancy.
Need Independent Marine Surveying or Technical Compliance Support?
Contact PAMS Pacific Admiralty Maritime Services to discuss independent marine surveying, technical inspections, vessel condition assessment or regulatory compliance consultancy requirements.