PORT DOCUMENTATION & PROCEDURES

INTRODUCTION VESSEL ENTRY / VESSEL DISCHARGED / LIST OF FORMS
BERTHING OPERATIONS DELIVERY OPERATIONS AND

DOCUMENTS

DPL50103
PORT OPERATIONS MANAGEMENT

Topic 5 : Port Documentation Procedures

Prepared by :
Course Lecturers of
Port Operations Management

Session :
1 : 2022/2023

INTRODUCTION

General Procedure of Preparing Ships for Entering Ports and Departure from Ports.

“Arrival at port” and Both these procedures Both engine and deck
“Departure from port” are (Vessel Arrival & department have to
two extremely important Departure) are considered prepare themselves well
aspects of a ship’s critical because a number in advance, in order to
voyage. of complexities involved ensure safety of the ship
with them. and the crew.

Before arriving at a port, The officers in charge Port and Cargo Handling
the ship’s crew has to must use their knowledge Department will
plan and discuss all the and skills in order to communicate with the
matters that would be ensure safe shipping lines/vessel
required for safe berthing manoeuvering and operators and the Ports
and cargo operation of berthing of the ship. Authority (PA) to agree on a
the ship at the port. berthing and discharged
SLIDESMANIA.COM schedule.

VESSEL ENTRY / BERTHING AND DISCHARGED OPERATIONS

Ship Arrivals at Port and Departures from Port - Malaysias Maritime Procedures.

1 234

Vessel Arrival / Departure Report Check-in of Ships at the Port Registration of Departure Vessel Departure - Port Clearance

SLIDESMANIA.COM 1. Ship arrival must be reported using the 1. Officers and staff on duty must ensure: 1. The departure process is carried out 7 1. Officers and staff on duty shall check
Ship Clearance System (SCS). i. Each seafarer reports the arrival at days a week including public holidays. the berthing, mooring, clean / fresh
the port by filling out the Check In water supply, wastes disposal services,
2. If the shipowner / seafarer has not Form / Check out Form (CIF / COF) 2. Officers and staff on duty shall ensure site use, the use of slipway access and
registered the arrival using SCS,officers before or immediately after the ship the navigator complete the Check In use of electricity supply.
and staff on duty need to ensure docks at the pier. Form / Check Out Form.
shipowners /seafarers report arrivals 2. All the activities above must be reorded
online at the port berthing area 2. Make a review of the following original 3. The following documents should be in the CIF / COF as well as the Ship Log
immediately. documents: submitted: Book for the purpose of registration
i. Crew List (if any) i. License that has been certified by and collection record.
4. Officers and Staff on duty must ensure ii. Passport / Identity Card the Port Authority.
the Report of Ship Arrivals are as iii. Valid Ship Registration Certificate ii. Copy of Seafarer Permit / License 4. Officers and staff on duty shall make
specified in the SCS User Manual. iv. Insurance Coverage and indemnity iii. All relevant payment receipts review charges and make additional
or valid financial guarantee payment collections (if any) before the
v. Copy of Port Clearance (if applicable) 4. Retrieve the Seafarers Entry Pass. If fail seafarer is allowed to do Port Clearance
to return the pass, it should be fees. (The calculation must be in
reported to Port Management. accordance with the Federation Port
Rules 1953).

VESSEL ENTRY / BERTHING AND DISCHARGED OPERATIONS

General Procedures and Documentation for Berthing and Delivery

1 23 4

SLIDESMANIA.COM Before Berthing - Before Vessel Before Berthing - After Vessel Upon Ship Arrival At Berth - Loading / Discharged
Declaration Declaration
1. Ship Supervisor to board the vessel with 1. Supervisor on duty shall board the
Vessel must be declared in the Port Upon the Vessel Declaration, Agent should the vessel arrival declaration form with a vessel every morning at 0700 hrs each
Authority (PA) berthing meeting due to : play their roles due to : fully geared of PPE after the Boarding day of the stay.
Officers issued the Vessel Cert.
- Application to berth any vessel. - Attending operational meeting for plant / 2. Required to use the Daily Discharge
- Submission of the copies of vessel labor bookings, labor planning and vessel 2. Request related docs from Captain. Report Form to obtain the Remain on
coordination. (ship’s particulars, stowage plan, ship Board a.k.a Remanent on Board a.k.a
manifest, ship entry notice (SEN), discharge list / manifest, last port of call Remnant on Board (ROB) for immediate
stowage plan, ship particulars, packing - Advice on the updates of vessel list and any other relevant document as reporting and update.
list and other related documents to the Estimated Time Arrival (ETA) where issued).
Operations Dept for Foreign Vessel and applicable. 2. The Supervisor routinely board the
Time Weighted Average (TWA) vessels. 4. Retrieve all docs from the vessel which vessel to supervise Stevedores on
- Collection of Vessel Provisional bills . - Advice on the vessel needs, for instance isduly signed and stamped. board.
- Confirmation of the Doc of Payment. fresh water, if any, forty-eight (48) hours
before vessel arrival. 5. Request related docs from Captain
(ship’s needs / requirements for
supplies).

6. Immediately inform the office when
supplies are required.

SLIDESMANIA.COM • Documentation for Berthing Vessel Entry (Port Berthing / Arrival)
• Application for Direct Delivery
• Shipworking for Berthing Acceptance of the Vessel Arrival Application

PROCESS FLOW Checking of the vessel details/information from the Ship
DOCUMENTS / FORMS Clearance System (SCS)

Checking of the Vessel Certificates / License and Safety
Permit

Payment and issuance of payment receipt.

Verification of Vessel Arrival

PROCEED TO THE NEXT PROCESS

Vessel Departure (Delivery / Cargo Discharged) • DO (Delivery Order)
• E-DO (Electronic DO)
Acceptance of Vessel Departure Registration • CPL (Container Packing List)
• EIR (Equipment Interchange Receipt)
Checking of Vessel Certificates, Safety Permit, Port • ROT (Request of Transport)
State/Flag State and Vessel Detention Instructions • CMO (Container Movement Order)
• CDR (Container Damaged Report)
Verification of Vessel Departure • Inward/Outward
• Tally Sheet
SLIDESMANIA.COM • Manifest
• ISD (Integrated Shipping Document)
• IID (Integrated Import Document)
• IED (Integrated Export Document)

PROCESS FLOW

DOCUMENTS / FORMS

CLICK TO SEE THE FULL DIAGRAM

Documents Involved Vessel Entry / Documents Involved Vessel Departure / Documents Involved
Berthing Discharged
• Documentation for • Application for Direct Delivery • DO (Delivery Order)
Berthing • E-DO (Electronic DO)
• CPL (Container Packing List) • ROT (Request of Transport)
• Shipworking for • EIR (Equipment Interchange
Berthing • CDR (Container Damaged
Receipt)
Report)
• CMO (Container Movement • Outward
• Manifest
Order)
• Inward
• Tally Sheet
• Manifest
• ISD (Integrated Shipping Document)

• IID (Integrated Import Document)
• IED (Integrated Export Document)

SLIDESMANIA.COM CHE

PORT OPERATIONS DOCUMENTATION

List of Documents (Forms/Reports) used in Vessel Entry (Arrival/Berthing) and Port Clearance
(Delivery/Discharged)

▪ Documentation for Berthing/Vessel ▪ Shipworking Schedule/List of Crews with ▪ Application for Direct Delivery Form
Arrival Application Form passport /Registration of Departure Form

▪ Ship Registration Certificates ▪ Shipment Manifest ▪ Port Clearance Form
▪ Ship Entry Notice ▪ Daily Discharged Report Form
▪ Insurance Coverage/Financial Guarantee Documentation for Vessel Check-in ▪ Delivery Order
▪ Seafarer Permit/License
▪ Seafarer Entry Pass Documentation for Discharged Registration

Doc for Arrival Registration/Application

▪ Container Packing List ▪ Equipmet Interchange ▪ Inward/Check-in Form ▪ ISD (Integrated Shipping
▪ Container Movement Order ▪ Outward/Check-out Form Document)
▪ Container Damaged Report Receipt ▪ Payment Receipts
▪ Request of Transport ▪ IID (Integrated Import
Document)
SLIDESMANIA.COM Documentation for Documentation for Transportation Documentation for Receipts
container/stevedores operations issuance ▪ IED (Integrated Export
Document)

▪ e-Delivery Order
▪ Ship Clearance System (SCS)

e-Documentation

SLIDESMANIA.COM SCAN QR CODE TO GO TO THE MY DIGITAL PORT MAP