Pre-arrival checklist — port call preparation 72h to ETA

Frequently asked

How early should I run the pre-arrival check?

72 hours before ETA for documents and pre-arrival notifications, 24 hours for ISPS/ENC chart adequacy, 12 hours for inert-gas / cargo / ballast checks, and 6 hours for final pilot booking and bridge-team briefing. The cumulative checklist below covers all four windows; tick items off as they are completed.

Why does the list change by vessel type?

Tankers carry IGS, COW, ESD, ship/shore checklist, and SIRE 2.0 readiness items. Bulkers carry hold inspection, hatch cover testing, BC Code declarations. Container ships carry stowage plan check, dangerous goods declaration, lashing-equipment certificates. Passenger ships add medical-equipment check and crowd-management items. The selector reveals only items relevant to the chosen ship type.

What if the port has no published ISPS information?

Default to ISPS Security Level 1 (normal threat) and prepare the Pre-Arrival Notice of Security (PANS) accordingly. The port's actual security level is communicated by the local PFSO via the agent before arrival. Adjust ship-side measures if the port advises Level 2 or 3 (additional access controls, restricted areas, identity verification at the gangway).

Is this checklist legally binding?

No — it is a planning aid based on common SOLAS / MARPOL / ISPS / ISGOTT items. The legally binding pre-arrival checklist is the operator's SMS-defined version, plus the port-specific notice requirements. Use this list to brief the bridge team and mate; tick against the SMS checklist for compliance.

Documents (T-72h)

Vessel certificates valid (SOLAS, MARPOL, MLC DMLC Part I+II, Class, Tonnage, Load Line, Safe Manning).
Crew list updated with full names, ranks, nationalities, passport numbers.
Last 10 ports of call list (ISPS).
Cargo manifest + DG declaration where applicable.
Bunker delivery notes for the last 3 deliveries (MARPOL VI Reg. 18).
Garbage Record Book up to date (MARPOL V Reg. 10).
Oil Record Book up to date (MARPOL I Reg. 17).
Ballast water reporting form (BWM Convention) for ports requiring it.
Continuous Synopsis Record (CSR) current.
Maritime Declaration of Health (where required by destination).

Notifications (T-72h to T-24h)

ETA notice to agent at -72h (or per agent agreement).
ETA update at -24h.
Pre-Arrival Notice of Security (PANS) to PFSO at -24h.
Pre-Arrival Notification (PAN) to port state at -24h (US: USCG NOA; AU: AMSA Pre-Arrival Report).
Customs / immigration / quarantine notification per local rule.
Crew change advance notice if applicable (medical, ID, visa).

Bridge / navigation (T-24h)

ENCs corrected and updated to current week.
Passage plan reviewed by master and OOWs.
Berth-to-berth waypoints loaded into ECDIS.
AIO / T&P notices verified for the approach.
Pilot card updated with current vessel particulars.
Wheelhouse poster current.
Tide and current predictions for the approach.
Local rules / port pilot guide reviewed.
VHF channels for VTS, port, pilot noted.
Echo sounder and ROT confirmed working.
Doppler log verified.
BNWAS dormant period set per company SMS.

Engine readiness (T-12h to T-2h)

Main engine ready for manoeuvring (T-2h).
Steering gear tested per SOLAS V/26.
Bow thruster operational where fitted.
Auxiliary engine paralleled and ready.
Bunker reserves verified for 24h+ at port.
Fresh water reserves verified.
Sewage / sludge tank capacity available for port stay.
Waste oil discharge capacity available.

Safety equipment

Fire pumps and fire main tested.
Lifeboats and rescue boat ready (no maintenance underway).
BA sets charged and at stations.
Emergency steering position drill log up to date.
Pilot ladder certificate current; rigging plan reviewed.
Gangway / accommodation ladder ready with safety net.

Tanker-specific

IGS oxygen content < 5% in cargo tanks.
Tank atmosphere monitored; gas-free certificate where required.
ESD test completed and recorded.
Ship/Shore Safety Checklist (ISGOTT 6) printed.
VEC / vapour recovery hose tested if used.
SIRE 2.0 / CDI inspector reception ready (if vetting expected).
Crude Oil Washing plan reviewed (if scheduled).
Slop tank capacity verified.