Family copy checklist — what to leave at home

The set of documents and contacts a family member should hold while the seafarer is at sea. If something goes wrong, this folder is what triggers the right call to the right person.

Who this is for

Partners, parents, and adult children of seafarers. Cadets' families in particular — first-contract emergencies often hinge on whether the family knows who to call.

Practical steps

1. Print one copy of every document on /documents/what-to-photocopy-before-joining and put it in a single physical folder.
2. Add the SEA + the CBA reference + the allotment paperwork.
3. Add the manning agency's licence number + corporate address + phone.
4. Add the principal shipowner's name + phone + corporate website.
5. Add the vessel name + IMO + flag + first joining port + expected sign-off date.
6. Add the family emergency plan (use the tool) so the family knows what to do if contact stops.
7. Brief the family member on what each document is for.

Checklist

• Passport photo page (colour).
• Seaman's book photo page + last endorsement.
• Medical certificate + PEME.
• Yellow card / ICVP.
• All STCW certificates (BST modules, PSCRB, AFF, MFA, role-specific).
• CoC + EAR (officers / engineers).
• Signed SEA + CBA reference + allotment form.
• Bank details + IBAN / SWIFT.
• Manning agency: licence number, address, phone, named recruiter.
• Principal shipowner: name, address, phone, recruitment / HR contact.
• Vessel: name, IMO, flag, joining port, expected sign-off date.
• ISWAN + ITF inspector numbers for the relevant country.
• Home-country embassy / consulate for the joining country.
• Family emergency plan printed.

Common mistakes

• Keeping the originals at home and only photocopies at sea — the family backup should be copies, the seafarer carries originals.
• No vessel IMO recorded — names can be ambiguous.
• Family doesn't know what 'ISWAN' means; brief them.

Last verified 5 months ago