X3 Vessel,Field by Field.
Certificates, hull exams, drills and Coast Guard deficiencies for every inspected vessel.
- 46 CFR 136-144Subchapter M towing vessels
- 46 CFR 199.180Monthly drills
- 46 CFR 10.301Medical certificates
- 46 CFR 16.230Random testing — 50%
- 29 CFR 1915.12Confined & enclosed spaces
- 29 CFR 1917.50Crane certification
- 33 CFR 105.220Security drills every 3 months
- 33 CFR 155.1060Spill response exercises
- 46 CFR 4.05-10CG-2692 within 5 days
- 46 CFR 4.06-32-hour / 32-hour test clocks
Every record X3 Vessel keeps, the rule behind it, how often it comes due, and exactly what to type in each field — with where to find it on your own paperwork.
COI & Inspections
46 CFR 2.01 / 176.500 / 91.27-1 · Once per vessel, update at each inspection
Each inspected vessel's Certificate of Inspection and inspection dates. An expired COI means the boat cannot carry passengers or work.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Subchapter | The Coast Guard rule set the boat is inspected under. | Printed on the COI (e.g. 'Subchapter T'). Ask your OCMI if unsure. | T - Small passenger |
| COI issued | The date the current COI was issued. | Date of issue on the COI. | 06/30/2025 |
| COI expires | The date the COI runs out. COIs are good for 5 years. | Expiration date on the COI. | 06/30/2030 |
| Last annual inspection | Date of the last annual inspection. Due within 3 months of each COI anniversary. | Annual inspection endorsement on the COI, or the inspection record. | 06/15/2027 |
| Last periodic inspection (I, D, L, U, R) | Date of the last periodic inspection (I, D, L, U, R), done around the 2nd or 3rd anniversary. | Periodic inspection endorsement on the COI, or the inspection record. | 07/01/2027 |
| Annual vessel inspection user fee paid | The date you paid this year's Coast Guard inspection user fee. | Your payment receipt (Pay.gov or the Coast Guard invoice). | 06/01/2027 |
Hull Exams
46 CFR 176.600 / 115.600 / 71.50-3 / 91.40-3 · Per the hull schedule for your subchapter
Drydock and internal structural exams. Due dates depend on the subchapter and on salt-water service, and are checked by the Coast Guard.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Subchapter | The subchapter group, which sets the exam schedule. | From the COI. | T or K |
| Service | The waters the boat works. Salt-water service means more frequent exams. | Your operating area. More than 3 months a year in salt water counts as salt water. | Salt water more than 3 months a year |
| H vessel 20+ years old with overnight passengers | Yes for an H passenger vessel 20+ years old that carries overnight passengers. | Build year on the COI or documentation, plus your service. | No |
| Last drydock exam | Date of the most recent drydock exam. | Drydock exam record, Coast Guard inspection record or shipyard invoice. | 04/15/2026 |
| Drydock exam before that | Date of the drydock exam before the last one. | Older drydock record. | 05/20/2023 |
| Last internal structural exam | Date of the last internal structural exam. | Coast Guard inspection record for the internal structural exam. | 04/15/2026 |
| Next exam due (leave blank to work it out) | When the next exam is due. Leave blank and X3 works it out. | Fill in only if the OCMI set a specific date. | 04/15/2029 |
Drills
46 CFR 199.180 / 185.520 / 185.524 · Monthly where required; otherwise on your schedule
Fire, abandon-ship and other emergency drills. Drills must be logged, and inspectors may ask the crew to run one.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Drill | The type of drill. | Pick the emergency practiced. | Fire drill |
| Date held | The date the drill was held. | Logbook entry for the drill. | 06/30/2027 |
| Crew who took part | Names of the crew who took part. | Drill sign-in sheet or logbook. | J. Ruiz, T. Bell |
| Equipment used | Gear used in the drill. | Drill sheet. E.g. fire pump, hoses, liferaft, rescue boat. | Fire pump, 2 hoses, SCBA |
| Equipment that failed and the fix | Any gear that didn't work, and what was done about it. | Drill sheet. Also add it to Defects & Work Orders. | Hose #2 coupling leaked — replaced |
| Training subject | Instruction given during the drill. | Drill sheet or logbook. | Donning immersion suits |
| Repeat every (days — blank uses the rule for this drill) | Days between drills. Leave blank to use the usual rule for this drill. | Only fill in if your SMS is stricter. | 30 |
Deficiencies (835V)
CG-835V · Each time the Coast Guard issues one
Deficiencies written by a Coast Guard inspector on form CG-835V. Each must be fixed by its due date and cleared by the Coast Guard.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Deficiency | The deficiency, in the inspector's words. | Copy it from the CG-835V form. | Engine room emergency light out |
| Issued | The date the CG-835V was issued. | Date on the CG-835V. | 06/30/2027 |
| Due | The date it must be fixed by. | Due date written on the CG-835V for that item. | 07/30/2027 |
| Status | Where it stands. It's only Cleared when the Coast Guard signs it off. | Corrected - awaiting inspector means fixed but not yet checked by the Coast Guard. | Open |
SMS Documents
33 CFR 96.330 / 96.340 · Yearly or intermediate verification; renew every 5 years
Safety Management System certificates (ISM Code): the company's Document of Compliance and each vessel's Safety Management Certificate.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Document | Which SMS document this is. | Document of Compliance is for the company; the Safety Management Certificate is for each vessel. | Safety Management Certificate |
| Issued / done | The date it was issued, or the date the internal audit was done. | Issue date on the certificate, or the internal audit report. | 03/01/2025 |
| Last annual / intermediate verification | Date of the last annual (DOC) or intermediate (SMC) verification audit. | Endorsement on the back of the certificate, signed by the auditor. | 03/10/2027 |
| Expires / next due | When it expires or the next audit is due. | Expiry date on the certificate. | 03/01/2030 |
Lifesaving & Fire Servicing
46 CFR 199.190 / 160.151-57 · Per each item's service date (usually yearly)
Servicing of liferafts, hydrostatic releases, EPIRB batteries and other lifesaving and fire gear. Overdue servicing is a common deficiency.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Item | The type of gear. | Pick the matching type. | Inflatable liferaft |
| Serial / ID | Serial number of this item. | Data plate or label on the item, or the service certificate. | LR-25-0187 |
| Last serviced | The date of the last service. | Service sticker on the item, or the servicing facility's certificate. | 06/30/2027 |
| Next service due (sticker or tag) | When the next service or replacement is due. | Service sticker or tag. HRUs and EPIRB batteries show an expiry date on their label. | 06/30/2028 |
Stability Letter
46 CFR 170.120 · Once per vessel, update when the boat is modified
The boat's stability letter, which sets loading and operating limits. It must be posted aboard and followed.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Issued | The date the stability letter was issued. | Date on the stability letter, posted in the wheelhouse. | 02/14/2022 |
| Issued by | Who issued it. | Letterhead: Coast Guard Marine Safety Center, OCMI, or an authorized class society. | USCG Marine Safety Center |
| Operating conditions | The key limits the letter sets. | Copy the conditions from the letter: max passengers, draft, deck load, routes. | Max 49 pax, protected waters only |
Defects & Work Orders
46 CFR 140.620 / 137.135 / 138.220 · Each time a defect is found
A list of everything broken or wrong on the boat, who is fixing it and by when. Inspectors and TPOs look for defects that were found, tracked and actually closed.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| System | The part of the boat the problem is in. | Pick the closest match. Use Navigation equipment for radar, AIS, GPS, compass or radios. | Steering |
| Defect | A short, plain description of what is wrong. | Copy it from the crew report, survey report, audit finding or CG-835V wording. | Port steering ram leaking hydraulic oil |
| Found | The date the problem was first noticed. | Logbook or TVR entry, the crew report, or the survey or audit report date. | 06/30/2027 |
| Severity | How serious it is. Major = stop using the boat (or that system) until fixed. | Use your SMS/TSMS definitions. Anything that could hurt someone or the boat right now is Major. | Non-conformity |
| Affects navigation safety | Yes if the problem affects safe navigation (steering, lights, radar, compass, radios). | If Yes, the master must decide whether it is safe to continue and log that decision. | Yes |
| Fix by | The date the repair must be done by. | Your SMS/TSMS deadline, or the due date written on the CG-835V or audit finding. | 07/15/2027 |
| Parts / vendor | Parts on order and the shop or vendor doing the work. | Purchase order, vendor quote or work order. | PO 4471 — Gulf Hydraulics |
| Repair made | What was actually done to fix it. | Mechanic's work order or invoice, or the engineer's logbook entry. | Replaced ram seals, tested OK |
| Status | Where the repair stands. Only close it after someone has checked the fix works. | Repaired — awaiting check means a second person still needs to verify it. | Repaired — awaiting check |
Planned Maintenance
46 CFR 138.220(c) / 199.190(b) · Each time a task is done
Routine maintenance that is due by calendar days or engine hours. A working maintenance plan is a required part of a TSMS or SMS, and auditors check that jobs were done on time.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Equipment | The machine or system the task is for. | Name it the way it appears on the equipment list or maker's manual. | Main engine — port |
| Task | The maintenance job to do. | Maker's manual service schedule or your TSMS/SMS maintenance list. | Change lube oil and filters |
| Every (days) | How many days between jobs. Leave blank if the job runs on engine hours only. | Maker's manual or your maintenance plan. 30 = monthly, 90 = quarterly, 365 = yearly. | 90 |
| Or every (running hours) | How many running hours between jobs, if the task is hour-based. | Maker's service interval in the engine or generator manual. | 500 |
| Last done | The date the task was last completed. | Engineer's log, work order or the service record. | 06/30/2027 |
| Running hours when done | The hour-meter reading when the job was last done. | Hour meter on the engine or control panel, written on the work order. | 12,450 |
| Running hours now | Today's hour-meter reading. Update it regularly so X3 can tell when the next job is due. | Read it off the engine hour meter or the engine room log. | 12,880 |
Safety Checks
46 CFR 185.728 / 199.190 / 176.810 / 142.240 / 180.68 · Weekly to monthly, depending on the check
Routine safety-gear checks such as EPIRB self-tests, extinguisher inspections and alarm tests. These are common items on a Coast Guard or TPO deficiency list.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Check | Which safety check was done. | Pick the matching check. Use Other for anything not listed and describe it in notes. | EPIRB monthly test |
| Done | The date the check was done. | Logbook entry, inspection tag initials, or the checklist sheet. | 06/30/2027 |
| Result | OK, or Defect found if anything failed. A defect should also go on Defects & Work Orders. | The person doing the check marks this on the spot. | OK |
| Expires (flares, batteries) | Expiry date for items that run out, such as flares or batteries. | Printed on each flare, and on the label of EPIRB batteries and hydrostatic releases. | 11/30/2028 |
| Repeat every (days — blank uses the usual interval) | Days between checks. Leave blank to use the usual interval for this check. | Only fill in if your SMS/TSMS sets a different interval. 7 = weekly, 30 = monthly. | 30 |
Surveys & Reports
46 CFR 137.200 / 137.205 / 2.01 · Each time a survey or inspection is done
A record of each survey, inspection or exam done on the boat, and what it found. This is your proof for the COI renewal and for the TPO.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Survey | The type of survey or inspection. | Shown at the top of the survey report or on the Coast Guard inspection paperwork. | Annual TPO survey |
| Date | The date the survey or inspection was done. | First page of the survey report, or the date on the Coast Guard inspection record. | 06/30/2027 |
| Surveyor / inspector | The name of the surveyor or Coast Guard inspector. | Signature block of the survey report, or the inspector named on the CG-835V. | J. Thibodeaux |
| TPO | The Third-Party Organization the surveyor works for, if any. | Letterhead of the survey report or your TSMS certificate. | ABC Marine Services |
| Report no. | The report or job number, so you can find the paper later. | Top of the survey report. Coast Guard records may show an activity number. | SR-2027-0412 |
| Non-conformities found | How many problems the survey found. Enter 0 if none. | Count the findings listed in the survey report. | 2 |
| Items to fix before service | Anything the surveyor said must be fixed before the boat goes back to work. | Look for 'prior to', 'before return to service' or out-of-service items in the report. | Replace fire pump impeller |
Safety Walkdowns
46 CFR 137 / company program · Monthly, and before every inspection
A walk-through of the vessel using the checklist of items inspectors write up most. Fails become defects automatically.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Walked | Date of the walkdown. | Your checklist. | 10/25/2026 |
Compliance information, not legal advice. Rules cited are current as we publish; confirm against the official eCFR.