Vessel Operator - When to Contact the Submitting Member Directly

If you are waiting for an update on an inspection report that has not progressed, there are a few common reasons why this may happen. Understanding which situation applies will help you determine who to contact.

Why is my report still pending?

There are two common causes and one less common edge case:

1. Submitted, but not yet processed

For SIRE 2.0, once an inspector submits a report, it remains in Submitted status until the submitting member processes it and moves it to Submitter Validated status. Only then is the report sent to the vessel operator for comments before publication.

If no further action is taken, SIRE 2.0 will automatically publish the report 14 days after it reaches Submitter Validated status, ensuring it does not remain pending indefinitely.

Please note that informal discussions regarding report amendments do not pause this timeframe. Only an official resubmission will interrupt the process, and the 14-day period will restart once the report is returned to you for comments.

OVID uses different status names, but the same principle applies. If the report is awaiting action from the submitting member, they will need to progress it.

For a detailed overview of the SIRE 2.0 process, see: SIRE 2.0 Inspection Flow Process

2. The inspection has not been submitted

In some cases, what appears to be a delay is simply because the inspection has not yet been submitted by the inspector.

3. Rare edge case: the report cannot be found

Occasionally, an inspector may enter an incorrect inspection year. When this occurs, the report can become inaccessible to the submitting member.

If you believe this may be the case, particularly for an inspection that took place more than 12 months ago, please contact OCIMF Support directly, as the issue will require investigation.

What should I do next?

In most cases, progressing the report requires action from the submitting member, rather than OCIMF. We recommend contacting them directly and providing the following information to help them locate the report quickly:

• Report name
• Vessel name
• IMO number

If you cannot find any record of the inspection, especially if it is more than 12 months old, please contact OCIMF Support instead, as this is likely to require investigation on our side rather than action from the submitting member.

OCIMF Support reviews the status of every enquiry received and may also contact the submitting member where appropriate. If you have already contacted us regarding the report, the matter may already be under investigation.