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1. The Panama Maritime Administration has issued MMN-08/2025 giving information regarding mandatory procedure to be followed in the following cases:

a. Notifying the Panama Maritime Authority (PMA) upon the occurrence of any onboard damage, malfunction, or deficiency that may affect the vessel’s seaworthiness, safety, or compliance with applicable international instruments.

b. Notifying the competent port authorities at the next port of call, especially if the vessel is arriving with any unresolved damage, malfunction, or deficiency

c. Maintain an onboard file with records and supporting documentation proving the closure of deficiencies from previous Port State Control (PSC) inspections.

2. Upon detection of any onboard damage or malfunction as defined above, the Master or designated officer must immediately notify the Panama Maritime Authority, through any of the following channels:

• Segumar Offices Contact Points (24/7 Global Coverage) as provided in MMN-18/2021
• Navigation and Maritime Safety Department: E-mail: fsc@amp.gob.pa / Phone: +(507) 501-5031

 3. The flag administration notification report to include the following items:

• Vessel Name, IMO Number, and Call Sign.
• Current Position (Latitude/Longitude or Port).
• Description and cause (if known) of the issue.
• Potential impact on the vessel's safety, operation, or seaworthiness.
• Intended corrective actions or planned repairs.
• Estimated Time of Arrival (ETA) at the next port.

4. The master of the vessel to also notify the Next Port Authorities upon detection of any onboard damage or malfunction, especially if the vessel is arriving with any unresolved damage, malfunction, or deficiency:

• No later than 24 hours before arrival, or
• Immediately, if the issue occurs within 24 hours of the vessel’s ETA.
• It is important to take into consideration that specific Port State Control (PSC) authorities may have particular notification requirements, including defined timeframes for reporting. Vessels must ensure compliance with the applicable regulations of the port of arrival.

5. The notification to Port Authority to include:

• Vessel identification (name and call sign).
• Nature and scope of the damage or malfunction.
• Impact on navigation, safety, or compliance.
• Proposed course of action (e.g., repairs, deviation, request for safe haven).
• Estimated arrival details.
• Any communication with the Flag notifying this matters.

6. Vessels to maintain an onboard PSC Compliance File, which includes

• Most recent Port State Control (PSC) inspection reports, recommended to include at least those from the last three (3) years.
• Documentation confirming corrective actions and closure of previously identified deficiencies.
• Copies of communication with ROs, Flag State, and port authorities
• Evidence of repairs or remedial measures taken (e.g., invoices, reports, photos).

7. Ship owners/ operators and masters of all Panamanian- flagged ships are advised to be guided by above and ensure compliance.

Enclosure:

• Panama Marine Notice MMN-08/2025
  
  

This Technical Circular and the material contained in it is provided only for the purpose of supplying current information to the reader and not as an advice to be relied upon by any person. While we have taken utmost care to be as factual as possible, readers/ users are advised to verify the exact text and content of the Regulation from the original source/ issuing Authority.                      

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