Seafarer documents — what you need, when it's checked

One missing document at the gangway can end a contract before it starts. This hub is the practical, plain-English checklist of every document a seafarer is asked for — by an agent at the airport, by immigration at the joining port, by the Master at sign-on, by an inspector during a port-state-control visit, by an insurer after an injury — with what it is, who checks it, the common ways it goes wrong, and what to do if it's lost or expired.

Use the document checklist tool to generate a tailored pre-flight list, or jump to a specific document below.

Core identity documents

• Seafarer's identity document (CDC / seaman's book)

  ILO C185-compliant SID or national discharge book — who issues it, validity, what it proves, replacement if lost.

• Discharge book

  Where it sits separately from the CDC; how endorsements record sea service; what to do if missing.

• Passport

  Validity rule of thumb, blank-page requirements, embassy contacts at major crew-change airports, what to do if seized.

Medical

• Seafarer medical certificate (STCW + MLC)

  STCW A-I/9 + MLC Reg 1.2 medical — what's tested, validity, approved doctors, flag-state variations.

• Pre-employment medical examination (PEME)

  Employer-mandated PEME vs flag-state medical — overlap, drug screen, vaccinations.

• Vaccination records

  Yellow fever, hepatitis, typhoid, tetanus, covid; ICVP / yellow card; country-of-entry vaccine rules.

• Yellow fever certificate (ICVP / yellow card)

  WHO yellow card, 10-day rule, exemptions, replacement.

STCW + certificates of competency

• Certificate of Competency (CoC)

  Officers and engineers — issuing administration, validity, renewal, EAR for second flags.

• Certificate of Proficiency (CoP)

  Ratings and specialist endorsements — what each one covers, refresher cycles.

• Flag endorsement (EAR)

  STCW Regulation I/10 — when you need it, how to apply, common delays.

• STCW certificates checklist

  BST, PSCRB, AFF, MFA, ECDIS, BRM, security awareness — what every department typically holds.

Contract + financial

• Seafarer Employment Agreement (SEA)

  MLC A2.1 — what the SEA must contain, who you keep a copy with, what to do if it's amended at the gangway.

• Allotment form

  Send-home portion of wages — MLC A2.2(4), payee, frequency, fees, how to change.

• Next-of-kin form

  Who is informed if you are injured, missing, or deceased — keep the spelling right.

• Contract copy

  Always sail with your own copy of the SEA, the CBA reference, and the allotment form.

• Insurance documents

  P&I cover, personal accident cover, health insurance, repatriation insurance — what your employer carries and what you may add.

• Bank details

  IBAN, SWIFT, beneficiary name as on passport, allotment vs end-of-contract account, fees.

Travel

• Police clearance certificate

  When required (US C1/D, USVI, certain flag states, cruise lines) — validity and apostille notes.

• Crew transit visa

  C1/D, Schengen, Australian MCV, UK transit — who arranges, what to carry, what the agent should send before flying.

• Travel letter / letter of guarantee

  The owner's letter you show at immigration. Why airlines and border officers ask for it.

Pre-joining preparation

• Emergency contacts

  Three people, two countries, one offline copy. ITF and ISWAN numbers. Embassy at sign-on airport.

• Joining-ship checklist

  One-page summary of what must be in your hand, your phone, and your cabin before sign-on.

• Check before flying

  30-minute pre-airport sweep: documents, passport pages, bank, agent contact, embassy number.

• What to photocopy before joining

  Hard-copy and phone-photo backup list — the difference between a stressful sign-off and a stuck one.

• What to keep on your phone

  PDFs, photos, encrypted notes, family WhatsApp groups, ISWAN contact card — the offline pack that travels with you.