Proper Paperwork Prevents Problems

The failure to complete and provide paperwork in accordance with local practices can lead to significant vessel delays, confiscation of crew’s passports and large fines. Although recently more common in Senegalese ports, these issues can arise in many places around the world.

Check with the agent

In most instances, the local agent can confirm what specific documentation, such as customs and immigration, is required by local and port authorities. If the Master has any doubts on whether the documentation that they intend to submit is correct, they should approach the local agent as early as possible. If necessary, prepare a draft of the documentation for the agent’s approval prior to submission.

It is also good practice to obtain confirmation of the required documentation on every port call, even if the vessel regularly calls there.  Local regulations and personnel can often change which can also result in a change in requirements or the way paperwork is presented.

Some port authorities have strict and specific requirements on how the documentation is presented.  For instance, a port may require the vessel to provide two manifests, but they must be submitted as one document.  Whilst the information within the two manifests may be completely correct, the fact that the manifest is not presented as one document could be considered a breach of local regulations leading to significant vessel delays and other consequences for the vessel and its crew.

Punishing crew

Some breaches result in the confiscation of the passports of the entire crew. These are returned only when the breach is rectified and,  in many cases,  a fine is paid.

Having your documents seized is naturally worrying and stressful for those concerned. In addition to this, even if the breach is rectified and the authorities are then satisfied, the vessel could be delayed further whilst clearance to sail is obtained.

Prepare for your next port

A vessel’s next port of call should always be carefully considered. Ask your agent to check the local rules and regulations regarding documentation and paperwork.

Taking this early action can prevent or at least minimise the impact of problems with the local authorities. This should reduce the risk of a vessel being unnecessarily delayed and avoid facing a fine.

If there are any alleged breaches, the early involvement of agents will also assist in showing the vessel took all precautionary and possible action to ensure that local regulations were being complied with and respected.