Seafarer Onboarding Checklist: From Job Offer to Sign-On

Short answer: because several rules make the company responsible for a new joiner's certification, contract and familiarisation before they take up duties, and because most sign-on problems are document or communication gaps that a checklist catches early.

STCW Regulation I/14 makes companies responsible for ensuring that each seafarer assigned to their ships holds an appropriate certificate, that ships are manned in line with the safe manning requirements, that documentation and data on seafarers are maintained and readily accessible, and that seafarers on assignment are familiarised with their specific duties and with all ship arrangements, installations, equipment, procedures and characteristics relevant to their routine or emergency duties. The ISM Code, section 6, requires the company to ensure that the master and crew are qualified, certificated and medically fit, and to establish procedures for familiarising new personnel with their safety and environmental duties.

Port state control inspectors check exactly these areas: certificates and endorsements, medical certificates, seafarer employment agreements, rest hours, and whether crew can carry out their emergency duties. A gap here can become a deficiency, and serious gaps can lead to detention.

Short answer: check that the CoC, STCW certificates and endorsements are authentic, valid for the full contract, and right for the vessel, flag and rank, before you commit to travel.

Verify the certificate of competency with the issuing administration where it offers an online or email check. Confirm that the candidate holds or can obtain the flag state endorsement under STCW Regulation I/10. Where circumstances require, a flag administration may allow a seafarer to serve for up to three months while holding a valid certificate from another party, provided documentary proof is readily available that an application for endorsement has been submitted. Do not rely on that without confirming the flag's practice.

Check specialised certificates for the ship type: tanker training under STCW Regulation V/1-1, gas carrier training under V/1-2, IGF Code training under V/3 for ships using low-flashpoint fuels, DP certificates for DP vessels. Check that every certificate expires after the planned sign-off date, with a margin for delays. Sea service records and references should match the rank and vessel experience claimed.

Short answer: send the seafarer employment agreement (SEA) in advance, give time to review it, and set up wages and allotments before departure.

Standard A2.1 of MLC 2006 requires an SEA signed by both the seafarer and the shipowner or a representative, gives the seafarer an opportunity to examine and seek advice on the agreement before signing, and requires each party to have a signed original. Paragraph 4 lists the particulars it must contain, including wages or the formula used, paid annual leave, termination conditions, health and social security protection, and repatriation entitlement. Where a collective agreement forms part of the SEA, a copy should be available on board.

Collect the bank details and allotment instructions before travel, not on the first day aboard. Confirm the wage breakdown in writing. If the seafarer is joining through a recruitment and placement service in a country where the MLC does not apply, remember that Regulation 1.4, paragraph 3 makes the shipowner responsible for ensuring that the service conforms to the Code, including the ban on charging seafarers fees.

Short answer: the seafarer needs a valid medical certificate that will not expire during the contract, issued by a practitioner recognised by the flag or national authority, plus any company pre-employment checks your SMS requires.

Regulation 1.2 of MLC 2006 says seafarers shall not work on a ship unless certified as medically fit. Under Standard A1.2, paragraph 7, a medical certificate is valid for a maximum of two years (one year for seafarers under 18), and a colour vision certificate for a maximum of six years. STCW Regulation I/9 sets matching medical standards. If a certificate expires during a voyage, Standard A1.2, paragraph 9 allows it to continue in force until the next port of call where a recognised practitioner is available, provided that period does not exceed three months.

Many companies also require a pre-employment medical examination (PEME), vaccinations for the trading area, and drug and alcohol testing under their own policy. STCW Section A-VIII/1 requires administrations to set a limit of not greater than 0.05% blood alcohol level or 0.25 mg/l alcohol in breath for masters, officers and other seafarers performing designated safety, security and marine environmental duties. Explain the company's alcohol and drug policy before joining, not after.

Short answer: book travel early, cover visa costs as the MLC requires, and send the joiner a written briefing with the vessel details, port agent contacts and what to bring.

Under Standard A1.4, paragraph 5(b), visa costs are borne by the shipowner, not the seafarer. Check passport validity against both the contract length and the entry rules of every country on the travel route; some countries require several months of validity beyond the stay. Confirm transit visa needs for connecting airports. Give the seafarer a joining letter or letter of employment and agent details for immigration.

A short written briefing makes a large difference to the first day: vessel name and particulars, current port and expected joining port, agent contact, who will meet them, the master's and chief engineer's names, trading area and expected cargoes, PPE and boot sizes (the 2025 MLC amendments, expected in force on 23 December 2027, specifically refer to properly sized PPE), internet and communication arrangements on board, and any documents they must hand-carry.

Short answer: before the new joiner takes up duties, they must receive safety familiarisation and ship-specific familiarisation, and their emergency duties must be explained. A proper handover with the person they relieve should follow a written checklist.

STCW Section A-VI/1 requires that before being assigned to shipboard duties, all persons employed or engaged on a seagoing ship, other than passengers, receive approved familiarisation training in personal survival techniques or sufficient information and instruction, including how to communicate with other persons on board about elementary safety matters, understand safety information symbols and signs, know what to do if a person falls overboard, fire or smoke is detected, or the fire or abandon ship alarm is sounded, identify muster and embarkation stations and emergency escape routes, locate and don lifejackets, raise the alarm, and take immediate action on encountering an accident or other medical emergency.

Section A-I/14 requires companies to provide masters with written instructions on the policies and procedures to ensure that newly employed seafarers are given a reasonable opportunity to become familiar with the shipboard equipment, operating procedures and other arrangements needed for their duties, before being assigned to those duties. ISM Code section 6.3 says the company should establish procedures to ensure that new personnel and personnel transferred to new assignments related to safety and protection of the environment are given proper familiarisation with their duties, and that instructions essential to be provided prior to sailing are identified, documented and given.

In practice, keep a rank-specific familiarisation checklist in the SMS that the new joiner and a responsible officer sign. For officers, include handover notes from the predecessor: outstanding maintenance, defects, PMS status, upcoming surveys and inspections, and any ongoing issues with cargo or machinery.

Short answer: make sure the new joiner takes part in drills and onboard training within the SOLAS time limits, that rest hours are recorded from day one, and that they know how to raise a concern.

SOLAS Regulation III/19 requires every crew member to take part in at least one abandon ship drill and one fire drill every month, and the drills must take place within 24 hours of leaving port if more than 25% of the crew have not taken part in those drills on that ship in the previous month. On-board training in the use of the ship's life-saving appliances, including survival craft equipment, must be given as soon as possible but not later than two weeks after a crew member joins the ship.

Rest hours apply from the first watch. Standard A2.3 sets the limits, and paragraph 12 requires records of daily hours of rest, with the seafarer receiving a copy of the records pertaining to them, endorsed by the master or authorised person and by the seafarer. A new officer catching up on handover work is at high risk of breaching rest hours in the first days.

Under Regulation 5.1.5 and Standard A5.1.5, every seafarer must receive a copy of the on-board complaint procedures, which must include contact information for the competent authority in the flag state and in the seafarer's country of residence. Handing this over on day one, together with the company contact for welfare issues, is good practice and a common inspection point.

Short answer: ask for structured feedback at sign-off, act on it, and offer the next contract early. Rehiring a proven seafarer is usually faster and cheaper than finding a new one.

Experienced crewing managers know that a smooth first contract is the strongest predictor of a second one. Ask the master for a fair appraisal and ask the seafarer, separately, what could have been better: travel, handover, wages, communication, living conditions. Many of the reasons seafarers do not return are fixable onboarding issues rather than pay.

Keep the record of documents and expiry dates for everyone who has served with you, so the next sign-on starts with a known, verified person rather than a fresh search.

Onboarding is easier when the candidate's documents, ranks and availability are visible from the start. On ShipCrewFinder, companies post jobs, search seafarer profiles by rank, and contact crew directly, with 0% commission and no agency between you and the seafarer. Companies can try the full platform free for the first month.

Create a company account to post your next vacancy, and use the free crew toolkit for document expiry, visa and rest-hour checks as part of your onboarding checklist.