A checklist for the physical walk-through
Use this checklist during a joint walk-through of the engine room. The aim is to match the written record to identifiable equipment and actual observations. It is an inspection route, rather than a department management handover. Follow the vessel's procedures for access and inspection; this page does not prescribe operating limits.
What to record in the engine room
- Match the equipment name and tag in the record to the physical machinery and its location.
- Record relevant visible readings with the time and operating condition; reference the applicable vessel or manufacturer limits.
- Identify observed leaks, unusual behaviour, alarms, or defects and link photographs to the correct equipment entry.
- Locate documented temporary arrangements or isolations and confirm their records through the responsible engineer.
- Check where relevant spares, consumables, manuals, and maintenance evidence are stored.
- Record items that could not be inspected, the reason, the follow-up owner, and the next review opportunity.
Match evidence to equipment
Follow an agreed physical route and use equipment identifiers consistently.
Attach observations and photographs to individual equipment entries.
Reconcile the walk-through findings with the existing defect and maintenance records.
Make an observation traceable
Weak handover
A pump near the generator is leaking.
Useful handover
Illustrative example; not a customer vessel record.
Equipment P12, lower machinery space: visible seepage at the seal during the walk-through. Photo P12A shows the equipment tag and affected area. The responsible engineer will review it under the vessel's maintenance procedure.
Choose a route that matches the vessel
Agree the inspection route with the responsible engineer before the walk-through. Use the equipment list and existing defect register to identify the machinery relevant to the incoming role. The route may cover main propulsion, generators, pumps, cooling systems, fuel and lubrication systems, and the locations of manuals and spares; the actual scope depends on the vessel.
- At each stop, identify the equipment tag and match it to the written record.
- Record an observation with its time and operating condition. Reference vessel or manufacturer limits rather than inventing a normal value.
- Photograph the identifier as well as the affected area when a photo is needed to explain a finding.
- Record inaccessible or unchecked items with the reason and a named follow-up owner.
Reconcile observations with the maintenance record
After the walk-through, compare new notes against existing job and defect references. Add a new observation to the relevant record instead of creating several unrelated entries for the same problem. Distinguish the physical condition observed from work reported as completed by someone else.
Use the vessel’s access, inspection, and isolation procedures. This checklist helps record and transfer observations; it does not supply operating limits or instructions for intervention on machinery.
About this guidance
Prepared by PassLog editorial. The examples are fictional and the checklists must be adapted to the vessel and company procedures. Use the vessel’s approved procedures for operations, familiarisation, and watchkeeping.
Send corrections or questions about this guide to [email protected]. For the international safety-management framework, see the IMO overview of the ISM Code. It provides context for company procedures; it does not endorse this checklist.
Related articles
- Chief Engineer Handover Notes: Two Open-Job Examples
Prepare the department summary around machinery limitations, maintenance priorities, pending parts and services, and decisions awaiting the incoming chief.
- Engine Room Handover: Seven System Groups to Review
Use seven system groups as an organising aid, then adapt the scope to the vessel, assigned duties, equipment list, and company procedures.
Create the handover record in PassLog
Add voice notes, photos, written notes, and documents. PassLog generates your handover. Review the details with the incoming crew, then sign the PDF.
Resources
Engineer handover checklist
A role-based review of the systems, open work, and responsibilities the relief engineer is taking over.
Ship maintenance handover
Keep the next maintenance owner connected to the job’s actual state, remaining work, parts, supporting records, and follow-up contacts.
Chief engineer handover checklist
Transfer oversight of the engineering department: priorities, unresolved decisions, resources, reporting commitments, and the team’s next actions.