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CIRCULAR LETTER TO:

ALL MASTERS
ALL CHIEF ENGINEERS
ALL OFFICERS
ALL CREW

LETTER NUMBER 055

Rev 01

Date: 23 August 2016.

Guidance on Shore Leave.
Dear Sirs,
Recently we have had a very embarrassing incident where members of crew did not return
to the vessel in a timely manner. In total they stayed ashore for over 36 hours.
The crew went ashore in the morning and so were overdue when they did not return in the
afternoon. Although the Master was informed of this he did not advise the agent until the
following moring, after being informed that the crew were still missing.
The Police and immigration authorities were automatically informed and additional
enquires made at local hotels and hospitals. Consideration was being given to informing
the local Embassy of missing nationals.
The missing crew were eventually located when it was discovered they had travelled a
substantial distance to a large city where they had stayed overnight.
Upon their return a hearing was held - which revealed several misunderstandings of the
shore leave process.
1) There was no clear shore leave policy implemented on the vessel. Those going
ashore were not given a specific time limit when to be back onboard. It was
assumed everyone knew shore leave was about 5 hours.
2) Those going ashore did not understand they were expected to return in time to
assume their scheduled watchkeeping duties.
3) Although there were strict immigration restrictions on travelling outside the
immediate area of the port this information was not given to those going ashore.
4) Once the crew were reported as missing there was no method to contact them, nor
were they able to contact the ship as they did not have any contact details.
5) Once the crew were overdue returning the agent was not informed in good time. It
was only after they were still missing overnight that enquiries were started.
6) Although the security level in the country was highly elevated, this was not
discussed with the crew.
After reviewing this incident OSMC have decided that additional clarification and
procedures are needed.
Upon receipt of this Circular Letter Masters are required to

1) Hold a meeting to discuss the procedures for shore leave with all officers and crew.
Additionally, this subject must be included in every pre arrival briefing.
2) Discuss the responsibilities of those going ashore, including ensuring those going
ashore understand it is their responsibility that they -

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a. Must confirm what time the shore leave ends and when they must be back
on the vessel.
b. Must return at the agreed time, fully capable of conducting their assigned
duties.
c. Shall provide the Master with a contact number of their mobile phone.
d. Be aware of any port rules and regulation on the restriction of travel or
passes required.
3) Provide crew who go ashore with the contact details of the ship (Sat Phone number
and email address).
4) Establish effective control over the provision of shore leave. Shore leave shall not
exceed the normal off duty period of those going ashore and due consideration
shall be given to crew getting proper rest. Thus, consecutive off duty shore leave
is not allowed.
5) Ensure Cadets are making the most of the opportunity to witness the cargo
operations of the vessel. Cadets must be assigned watchkeeping duties in port,
especially during keys stages of the operations.
6) Cadets, as by definition as trainees, are not responsible for their actions and so the
Master and OSMC has an additional duty of care in these cases. Cadets shall not
be allowed excessive time ashore and under no circumstances, without the
approval of OSMC, must they remain ashore overnight.
7) Any breaches of these requirements shall constitute a serious breach of the Code
of Conduct and the office must be informed.

Please confirm receipt and understanding of this CL to the office.

Yours faithfully
For OMAN SHIP MANAGEMENT COMPANY.

CAPT. DAVID STOCKLEY

CHIEF OPERATING OFFICER