Documents families should keep

When something goes wrong — a medical emergency, an abandonment situation, an unpaid wage claim — the family at home may need to act on the seafarer's behalf, in the middle of a crisis, sometimes without being able to reach the seafarer directly. Having the right documents to hand makes every part of that process faster and less stressful. This page lists exactly what to collect, why each document matters, and how to store it securely. The principle: keep what you need to verify, escalate, or claim — in three locations, one of which is offline.

Documents to collect before each contract

• Seafarer Employment Agreement (SEA) — a copy. The contract signed on joining. Contains wage rate, contract length, repatriation terms, and the seafarer's rights under MLC. Required for any wage dispute, early repatriation claim, or death-in-service benefit claim. The seafarer should provide a copy before departure — it is their right under MLC Standard A2.1(1).
• Joining letter for the current contract. Issued by the manning agency. Contains the ship name, IMO number, flag state, vessel operator name and emergency contact, port of joining, and joining date. This is the most immediately useful document in any escalation.
• Manning agency details — full name, registered address, licence number, 24-hour emergency line. Some manning agencies are licensed by a government body (e.g. POEA in the Philippines, DG Shipping in India). The licence number is useful evidence in a dispute and confirms the agency is legitimate.
• P&I club cover details from DMLC Part II. The name of the P&I club, the policy certificate reference, and the club's contact for claims. Available from the manning agency or on the DMLC Part II posted on the vessel. See injury or illness onboard for why this matters.
• Repatriation insurer details. Under MLC Standard A2.5, repatriation must be covered by financial security. The insurer may be the same as the P&I club or a separate repatriation guarantee. Ask the agency to confirm in writing which insurer covers repatriation.
• Next-of-kin form submitted to the vessel. A copy of the form on file with the ship and company, confirming who is the designated next-of-kin and the contact details provided. This ensures the family is contacted directly in a serious incident.

Standing documents — keep indefinitely

• Passport scan — biographical data page and visa pages. Both sides of the data page plus any open visas. Critical for identity verification in an emergency, and for reissuance if the original is lost or stolen during a contract. Update the scan each time the passport is renewed.
• STCW certificates — scans with certificate numbers and expiry dates. Officer of the Watch, Medical First Aid, GMDSS, and any specialist endorsements (tanker, ECDIS, etc.). The issuing authority and certificate number are enough to support reissuance if originals are lost.
• Medical fitness certificate (ENG1 or equivalent). Issued by a flag-state approved medical examiner, this certificate confirms the seafarer is medically fit for sea service. Keep the most recent copy and note the expiry date.
• Seaman's book (CDC) scan. The Continuous Discharge Certificate or equivalent national sea service record. Contains the employment history and is required for re-employment and pension calculations. Replacing a lost CDC is time-consuming.

How to store them securely

A three-point system provides redundancy without complexity:

• Printed folder at home — in a fixed, known location. A plastic file folder labelled by seafarer name and current contract year. The full household emergency contact sheet goes in the front. Include the allotment bank account details and the company remittance schedule.
• Encrypted digital copy — a password-protected PDF folder uploaded to a cloud service (Google Drive, iCloud, OneDrive) under an account accessible to both partners. Or a USB drive stored in a second location (at a trusted family member's home).
• ICE entry in the phone — the five most critical numbers: manning agency emergency line, ISWAN SeafarerHelp, P&I club reference, ITF, and one trusted family contact. Formatted so they are visible without unlocking the phone if the ICE app allows it.

Do not store documents only in a messaging app like WhatsApp — messages can be lost if an account is locked, a phone is lost, or a number changes. Do not keep the only copy in a location that requires another person's presence to access.

For guidance on what to do in a real emergency using these documents, see the emergency contact plan and scams targeting families.

Frequently asked questions

• What is the most important document to have before a contract starts?

  The most immediately useful document for a family is the joining letter for the current contract — it contains the ship name, IMO number, flag, the vessel operator contact details, and the date of joining. The second most important is the manning agency's 24-hour emergency line. After that, the Seafarer Employment Agreement (SEA) provides the legal basis for wage claims, medical cover, and repatriation rights. These three should be in hand before the seafarer boards.

• Where should I store copies of these documents?

  Use a three-point storage system: (1) a printed A4 folder in a fixed, known location at home — the family member, and ideally one trusted person outside the household, knows where it is; (2) an encrypted digital copy — a password-protected PDF folder on a cloud service (Google Drive, iCloud, Dropbox) or a USB stick stored separately from the printed copies; (3) an ICE (In Case of Emergency) note in your phone with the most critical numbers — manning agency, ISWAN, P&I club reference. Never store the only copy anywhere that requires internet access to retrieve it.

• What is the DMLC Part II and why does it matter?

  The Declaration of Maritime Labour Compliance (DMLC) is a two-part document required under MLC 2006. Part I is issued by the flag-state authority and lists the national measures implementing the MLC. Part II is prepared by the shipowner and describes how MLC requirements are met on this specific vessel — including the financial security details (P&I club name and certificate) for medical care, repatriation, and abandonment. Families should ask the manning agency for the P&I cover details from DMLC Part II before departure.

• Should I keep copies of the seafarer's STCW certificates?

  Yes — not because you are likely to need them, but because the originals can be lost or stolen in transit and a scanned copy significantly simplifies reissuance. STCW certificates are issued by the flag-state maritime authority and can be reissued, but the process takes time. A scanned copy with the certificate number, issuing authority, and expiry date is enough. Keep it in your encrypted digital folder alongside the passport scan.

Primary sources

• · ILO — MLC 2006 Standard A2.1 (SEA), A2.5 (repatriation), A4.1 (medical care), A4.2 (financial security)
• · IMO — STCW Convention (STCW certificate requirements)

See also

• · Emergency contact plan — contacts to collect before departure
• · Scams targeting families — document security
• · Injury or illness — P&I cover and DMLC
• · Abandonment — preserving wage records
• · Seafarer Employment Agreement — your contract rights
• · Money and remittance planning
• · Emergency contact plan tool — for the seafarer

Disclaimer. General practical guidance only. Document requirements vary by flag state, nationality, and vessel type. The list above represents the most commonly needed documents — specific circumstances may require additional records. For welfare emergencies, contact a welfare helpline.