All Documents Required Before Joining a Vessel must remain valid for at least 6 months. For example, many seafarers keep their STCW and Medical ready, however, they often forget about Yellow Fever or NRI account. Therefore, to avoid last-minute rejection, you should scan all Documents Required Before Joining a Vessel both digitally and physically before you receive your joining letter.
The Directorate General of Shipping (DG Shipping) requires Indian seafarers to maintain valid identity, training, medical, and certification documents before joining a vessel.
Why Documents Required Before Joining a Vessel Are Important in 2027?
Every shipping company verifies a seafarer’s documents before issuing a joining letter or arranging travel. These documents confirm:
- Your identity.
- Your training and competency.
- Your medical fitness.
- Your legal eligibility to work onboard.
- Your sea service and certifications.
Without complete documentation, you cannot complete immigration clearance, port formalities, and ship sign-on.
Complete List of Documents Required Before Joining a Vessel
1) Passport – Important Documents Required Before Joining a Vessel
A valid passport ranks among the most important Documents Required Before Joining a Vessel for every Indian seafarer. Since you travel across multiple countries on international routes, you must keep your passport valid throughout the contract period.
In addition, you may also need additional travel documents depending on the joining location. For instance, you may need a U.S. C1/D visa or a Schengen Visa before boarding the vessel. Therefore, keep your Passport ready among all Documents Required Before Joining a Vessel.
2) CDC – Core Documents Required Before Joining a Vessel
A valid CDC counts as one of the most important Documents Required Before Joining a Vessel because it records your sea service history. Furthermore, it functions as:
An official & legal record of sea service
Proof of sailing experience
A record book for onboard employment history
Different flag states issue a Seaman’s Book, also known as a Seafarer’s Identification Record Book (SIRB), and it can include endorsements related to qualifications and vessel service. Consequently, shipping companies, port authorities, and flag state inspectors regularly check the CDC to verify employment history and certification details.
3) INDOS Number
For Indian seafarers, the INDOS Number is a mandatory identification number issued under the Indian National Database of Seafarers. The INDOS number helps:
- Maintain official records of Indian seafarers
- Prevent fraudulent certification
- Track training & sea experience details
Without valid Indian National Database registration, seafarers may face delays during recruitment and vessel joining formalities.
4) STCW Certificates (Mandatory Safety Training)
STCW certificates are mandatory Documents Required Before Joining a Vessel under international maritime regulations.
Basic Safety Training includes:
- Personal Survival Techniques
- Fire Prevention and Fire Fighting
- Elementary First Aid
- Personal Safety and Social Responsibilities
Additional certification may include:
- Advanced Fire Fighting
- Survival Craft and Rescue Boats
- Designated Security Duties
- Watchkeeping certification
These training programs are essential for maintaining maritime safety and operational preparedness onboard ships.
5) DG Shipping Medical Fitness Certificate
A valid medical certificate is mandatory before joining a vessel. Seafarers must undergo a Pre Employment Medical Examination (PEME) conducted by an approved medical practitioner.
A valid medical certificate issued by a DG Shipping-approved doctor confirms that the seafarer is fit for sea service and is typically valid for at least one year.
Medical checks generally include:
- Vision and hearing assessment
- Physical fitness evaluation
- General health screening
- Vaccination requirements such as yellow fever certification when applicable
Shipping companies will not allow crew members to join a vessel without valid medical documentation.
6) Yellow Fever Vaccination Certificate
Many African and South American countries require Yellow Fever vaccination before entry.
Required For
- West Africa.
- South America.
- Certain tropical ports.
7) Visa or Transit Visa
Your shipping company arranges visas depending on the joining port. Common Types
- Crew Visa.
- Transit Visa.
- Schengen Crew Visa.
- US C1/D Visa (for US ports).
Always verify your visa validity before departure, as a visa is one of the most important Documents Required Before Joining a Vessel.
8) Seafarer Employment Agreement (SEA)
This is your official employment contract.
It Includes
- Rank.
- Vessel name.
- Salary.
- Contract duration.
- Leave policy.
- Insurance.
- Terms and conditions.
Read every clause carefully before signing.
9) Certificate of Competency (COC) / COP
Required mainly for officers and certified crew.
- Deck Officers.
- Marine Engineers.
- ETO Officers.
- Specialized tanker endorsements.
10) Joining Letter, Flight Ticket & Travel Documents
Before departure you should receive:
- Joining Letter.
- Flight Ticket.
- Hotel details (if applicable).
- Airport reporting instructions.
- Vessel joining instructions.
Keeping all Documents Required Before Joining a Vessel updated is the first step toward a successful Merchant Navy career. Whether you’re joining your first vessel or signing on after leave, keeping all documents updated helps avoid delays in immigration, travel, and ship joining.
Always verify the validity of your CDC, passport, STCW certificates, medical fitness certificate, and visa before departure.