To work legally and safely at sea, every seafarer must carry a set of essential documents. These are required for international travel, boarding ships, meeting regulatory compliance, and ensuring safety and welfare on board. Below is a list of the most critical documents for seafarers:
📄 1. Passport
A valid passport is required for international travel and port immigration checks. It should have sufficient validity for the duration of your contract.
📘 2. Seaman’s Book / Seafarer’s Identification and Record Book (SIRB)
Issued by your maritime authority, this official log records your sea service, rank, and ship details. It is essential for tracking experience and qualifying for promotions.
🧯 3. STCW Certificates (Basic Training)
These are mandatory under the Standards of Training, Certification and Watchkeeping (STCW) convention:
- Personal Survival Techniques
- Fire Prevention and Firefighting
- Elementary First Aid
- Personal Safety and Social Responsibilities
(Also known as BST – Basic Safety Training)
🩺 4. Medical Certificate (ILO/MLC-Compliant)
An approved medical certificate confirms you are physically and mentally fit to work at sea. It usually includes:
- General physical exam
- Vision and hearing test
- Drug and alcohol screening
Validity: Usually 2 years (1 year for some roles or flag states)
🪪 5. Flag State Endorsements / Licenses
If you’re a licensed officer or engineer, you’ll need:
- Certificate of Competency (CoC)
- Flag state endorsement (recognized by the ship’s flag)
📑 6. Seafarer Employment Agreement (SEA)
A legally binding contract signed between the seafarer and employer detailing:
- Salary
- Duration of employment
- Rights and obligations
- Repatriation terms
🛂 7. Visa(s)
Depending on the vessel’s trade route and port calls, you may need:
- Schengen Visa
- US C1/D Visa (for joining ships in US ports)
- Transit Visas for crew changes
Always check visa requirements ahead of travel.
🛳️ 8. Travel Letter / Joining Instructions
Issued by the manning agency or employer, this includes your flight details, port of embarkation, agent contacts, and joining procedures.
⚠️ 9. Vaccination Records / Yellow Fever Certificate
Many countries require proof of vaccinations (e.g., Yellow Fever, COVID-19). This is especially important for port entry and international health regulations.
🛢️ 10. Special Training Certificates (If applicable)
For those working on specialized vessels:
- Tanker Familiarization
- Advanced Firefighting
- Crowd & Crisis Management (for cruise ships)
- Security Awareness / Designated Security Duties (ISPS Code)
- HELM (Human Element Leadership & Management)
🔐 Recommended (Optional but Useful)
- Digital backups of all documents
- Emergency contact information
- Copies of previous contracts and sea service records
- Certificates of Discharge
- Letters of recommendation or performance appraisals
Pro Tip from The Hood:
Use The Hood Platform’s digital document wallet to securely store, organize, and access your documents anytime, anywhere.