It is estimated that over 2 million merchant seaman’s record book are currently on active duty. From passenger ship crews and engineers to tanker crews, there are many different types of ships requiring different crew qualifications and skills. With the global demand for shipbuilding expected to increase over the next decade, the opportunities for seafarers and other naval careers are immense.

During their service, seafarers gain experience on a variety of ships and boats. Each ship is handled differently, requiring the right experience for all crew members. Ship operators and charterers cannot afford to hire relatively inexperienced people for long and difficult voyages.

In such cases, how can owners determine if the candidate in front of them is suitable? There is a need for international standardization to specify seafarers’ competencies. International and commercial ships regularly cross the ocean and pass through new countries. If seafarers carried their passports with them on every voyage, entry, and exit stamps for every port would quickly fill up every page.

So, if a passport is not necessarily an effective means of controlling and authorizing the entry (or exit) of seafarers, what are the alternatives? How can we prevent seafarers from repeatedly needing visas to enter foreign countries where they regularly sail?

Seafarer’s Service Record or Workbook

A seaman’s record book (also a seafarer’s service record), also known as a seafarer’s discharge book, is a comprehensive document in which various details and aspects of a seaman’s record book working life are recorded. It looks very similar to a passport and is the same size, but has a totally different purpose. As the name suggests, a work record contains details of where, when, how, and on which ships a seafarer has served. This information is important not only for personal records but also for governments, future employers, and other members of the maritime industry.

 Details Given In The Service Book Include:

1. The seafarer’s name and current photograph,
2. Age and sex,
3. Characteristics,
4. Nationality and address,
5. Service Book Identification Number (Unique),
6. Date and date of birth,
7. Date of issue and expiry of the entry,
8. 8. Name and rank of issuing authority.

The seaman’s record book also contains information such as a seafarer’s employment record. This includes the company name, rank, date and reason for dismissal. It contains relevant information about their career such as travel reports, transport documents, visa approvals, official communications and shipboard skills.

Who Can Apply For A Service Book?

In this section, we look at who can apply for and use a seaman’s record book. This mainly depends on the country in which they are registered. Depending on how these books are issued, there are basically two types of nations: Certain countries issue these books to individuals working as seafarers on board ships. An individual can serve on both international and domestic voyages. The main requirement is that the person is actually registered with the shipping company and must provide valid confirmation documentation from the relevant employer.

As a rule of thumb:

1. If you work as a crew member on a ship or yacht, you need to be on the Seafarer’s Register.
2. If you are on active duty you don’t need a Seafarer’s Name Register (SDB). A Seafarer’s Register is sufficient.
3. If you work on a non-sailing vessel, you don’t need to be a Seafarer’s Register.
4. You don’t require an SSB if you are on a non-paying pleasure boat;
5. You don’t require an SSB if you are only on board for testing the ship, machinery, or equipment within coastal water;

How to Apply for a Service Book?

In order to apply for a seaman’s record book, certain steps are to be undertaken. Since this book plays a very important role in the seaman’s career, it must be taken through the proper means and channels. The general steps to apply for a record book are as follows:

1. Locate the relevant authority in your country that supplies this document. In countries such as those in the European Union, this may be a common authority across different nations. This is because a majority of vessels and seafarers sail between these countries on a regular basis owing to their proximity.
2. Apply for the Service Record Book with the mentioned documents. This is generally proof of residence, with a No Objection Certificate (NOC) from the employer, educational certificates, etc. Consult with the local maritime authority to correctly identify the document you should apply for. This document will vary for domestic, international, and naval seafarers. It may also be accepted through an online mode in some countries.
3. Attend a Class 1 Medical examination at a locally appointed medical facility. This is to ensure that you are physically fit for life at sea. It is usually conducted by naval doctors in order to provide a comprehensive and thorough check-up.
4. Lastly, attend a compulsory police verification process. This may either be conducted at your home, or you may be required to go to the relevant authorities. This step is mandatory and will be conducted thoroughly to assess that you have no prior criminal background and that your identity is established.

Service Book In Place Of A Visa Or Passport

The seaman’s record book is a legal document that is accepted across most countries. Nations that are party to the International Maritime Organization (IMO) under the United Nations usually accept this document as valid ID proof. Note, however, that there is no binding legal obligation for this. When sailing between countries, there may be insufficient time to arrange for a valid work or sailing visa. Another problem you may face is regarding frequent arrivals at a foreign port. If you take an ordinary civilian visa, entry is prohibited for a certain period after your visa expires. This may not be feasible for seafarers who frequent a particular country.

Other Important Details And Benefits Of The Service Book

It is important to know that the Service Book is not a substitute for a passport. Although a passport is preferred as proof of identity in most countries where seafarers enter, the Service Book is also a valid proof. This does not mean that you can do away with your passport. In fact, some countries even have rules that require you to present your passport at least once in every three trips. This is to verify your identity and also to control the entry of foreigners into your country. Accurate records of entries and exits are kept and recorded in the SSB to prevent fraud.

Repeated use of the service register without a valid passport may result in blacklisting and heavy fines. Some countries may also ban the person from entering the country if he or she is a repeat offender. Passports may only be used in case of emergency or unexpected travel. Furthermore, it is important to obtain the necessary entry and exit documents at each port of entry. Missing stamps can lead to legal issues. Entering the country illegally can result in blacklisting. In such cases, the responsibility for recovering the stamps clearly lies with the user, not with any government or agency.