About this template
A one-page Word matrix that sets out who talks to whom, about what, how often and through which channel while a newbuild is under construction. It is written for project managers on the yard side and owner's site teams who want the reporting and notification rules agreed at kickoff instead of discovered during the first dispute.
What's inside: a header for vessel, yard, owner, class society and preparer, a short instruction paragraph, and an eight-column table: Communication Item, Frequency, Yard Rep., Owner Rep., Class Rep., Channel / Method, Key Deliverable and Deadline / Trigger. The 15 sample rows cover the weekly progress meeting, monthly progress report, design reviews, technical queries, NCR notification, hold and witness point notice, class survey booking, variation orders, milestone certificates, safety incidents, equipment delivery notices, owner site visits, the sea trial programme, final documentation handover and dispute escalation. Each row carries an example deadline, such as a response time for technical queries or a minimum notice period before an inspection.
How to use it: replace the role titles with named people once the project organisation is fixed. Check each deadline against the notice periods in your shipbuilding contract and specification, because the contract wording takes priority over this table. Add rows for anything your project needs, such as flag state contact or subcontractor interfaces, then circulate the agreed version to all three parties and keep it under revision control.
Limits: the deadlines are sample values, not industry standards, and the class column applies only where a survey or certification step is involved. It is a plain document table with no tracking or reminders built in.
