Port arrival Port departure

Port arrival and departure procedures are of immense importance as a number of processes are involved with them. Both the deck and engine department should prepare in advance to ensure the safety of the ship and the crew. These procedures shall be completed with total compliance to FAL convention 1965 (Convention on Facilitation of International maritime traffic).This convention is to reduce the paperwork at the port and speed up the cargo operations, thereby increasing the productivity of the ship.

Arrival Procedures:

  • The master should send ETA(Estimated Time of Arrival) to the agent on port immediately after departure from the last port. Additionally Master will send a 7 ,3, and 1 day notice before arrival to the agent. This is done to arrange the pilot and berth in advance .
  • A Cargo manifest is to produced, which contains all the details of cargo stowed onboard including the cargo in transit. This is to get customs clearance.
  • A list of  all the crew on board should be made to use for immigration purpose and for shore leave.
  • Send all the trading certificates(IOPP ,SMC etc.) , ship particulars (LOA, Draft, LBP, etc. ) , P&I Club details(Insurance) to the port terminal.
  • Cargo stowage plan is to be sent by the master specifying IMDG or reefer cargo if any. It is used for the stevedores in loading or discharging.
  • Master should sent any requirements of the ship like bunkers, repairs, fresh water, spares , stores, provisions etc.
  • Requirements of any shore based reception facility to dispose waste oil or garbage.
  • Requirements of  repatriation for any member of the crew
  • If there is any crew who needs a medical consultation, port should be informed.
  • 24 hours prior to arrival the ship should request for free pratique.

Departure Procedures:
  • After the loading or discharging is completed cargo completion certificate is issued to the seafarers.
  • Statement of Facts is written by the agent or Ship's Master. Statement of the facts is a document in which all events of the ship staying at the port is written in chronological order. It is used to calculate the lay time of the ship at port.
  • Cargo Manifest is given for customs clearance
  • Crew should return the shore pass after shore leave to the immigration.
  • To get port clearance and pilot booking all the trading certificates and customs clearance certificates should be submitted.