Document checklist — what to carry, copy, and back up

The full document picture for joining a ship. Carry-on hand luggage list, copies left at home, phone backups, and embassy details — all in one place.

Who this is for

Every seafarer flying to join a ship. The cadet, the ETO returning after leave, the master switching companies.

Practical steps

1. Generate a tailored list via the joining-ship document checklist tool — it asks about rank, vessel, country, US transit.
2. Photocopy every document (front + back), in colour, twice. One copy in your hand luggage, one with family at home.
3. Photograph every document on your phone. Upload to cloud you can reach from any device.
4. Carry originals in hand luggage, never in checked baggage.
5. Save the embassy + manning agent + ISWAN + ITF numbers in your phone before you leave.
6. Brief one family member on where the backups are kept.

Checklist

• Passport with 6+ months validity beyond contract end, 2 blank pages.
• Seafarer's identity document (CDC / SIRB / SID) + last sign-off endorsement legible.
• STCW / MLC medical certificate, valid for contract length.
• PEME certificate from approved clinic.
• Yellow-fever ICVP + other vaccination records.
• STCW certificates (BST, PSCRB, AFF, MFA, plus role-specific endorsements).
• CoC + EAR (officers / engineers).
• Signed SEA + CBA reference + allotment form + bank details.
• Next-of-kin form filled in correctly.
• Letter of guarantee / travel letter from the owner — colour print.
• Crew transit visa (C1/D, Schengen, MCV, or equivalent).
• Sufficient prescription medication for contract + 30 days + a doctor's letter.
• Cash in the joining country's currency + international cards.
• Photocopies + phone photos of every document above.

Common mistakes

• Putting originals in checked baggage.
• Single phone photo with no cloud backup.
• Family doesn't know where the home-copy file is kept.
• Vaccination card forgotten — yellow fever in particular.

Last verified 5 months ago