Port Arrival and Harbor Formalities Checklist

This port arrival and harbor formalities checklist ensures compliance with the IMO Convention on Facilitation of International Maritime Traffic (FAL Convention), SOLAS Chapter V/28 (Advance Information), customs and immigration requirements, and ISPS port arrival procedures. Efficient and compliant port arrival prevents delays, fines, and regulatory complications.

  • Industry: Maritime
  • Frequency: Per Event
  • Estimated Time: 1-2 hours
  • Role: Master / Chief Officer
  • Total Items: 30
  • Compliance: IMO FAL Convention Facilitation International Maritime Traffic, SOLAS Chapter V/28 Advance Notification Requirements, ISPS Code Port Arrival Security Procedures, WHO International Health Regulations Quarantine, Customs Immigration Port State Arrival Requirements

Advance Notifications

Pre-arrival notifications.

  • Port authority and harbor master notified of ETA?
  • Port agent notified and berth confirmed?
  • Customs pre-arrival notification submitted (if required)?
  • USCG/CBP 96-hour advance notice submitted (US ports)?
  • EU SafeSeaNet/National Single Window notification submitted?

Ship's Papers and Certificates

Documentation for port authorities.

  • All vessel certificates prepared and accessible for inspection?
  • Crew list prepared in required format for authorities?
  • Cargo manifest/dangerous goods declaration ready?
  • Stores and effects list prepared for customs?
  • Maritime Declaration of Health (MDH) completed?

Health and Quarantine

Medical clearance.

  • Free Pratique (health clearance) requested from port health?
  • No crew illness consistent with communicable disease?
  • Crew vaccination records available if required by destination?
  • Yellow Q flag flown until Free Pratique granted?
  • Ship Sanitation Certificate (deratting) current?

Customs and Immigration

Customs clearance.

  • Customs general declaration completed in required format?
  • All crew passports and seafarers' identity documents available?
  • Dutiable goods and personal effects declared?
  • Immigration forms completed for all persons on board?
  • Narcotics and controlled substances declaration completed?

ISPS Port Arrival

Security clearance.

  • Last 10 port call history prepared for PSC/port authority?
  • ISSC (International Ship Security Certificate) ready for inspection?
  • Port security level obtained and SSP measures implemented?
  • Declaration of Security (DoS) completed if required by port?
  • Gangway watch briefed on port access control requirements?

Arrival Records

Port arrival documentation.

  • Arrival time, pilot on/off, and all events logged in deck logbook?
  • Notice of Arrival (NOA) submitted to port authority?
  • Receipts for any port fees obtained?
  • All documents arranged for potential PSC inspection?
  • Port Arrival Notes

Related Maritime Checklists

Why Use This Port Arrival and Harbor Formalities Checklist?

This port arrival and harbor formalities checklist helps maritime teams maintain compliance and operational excellence. Designed for master / chief officer professionals, this checklist covers 30 critical inspection points across 6 sections. Recommended frequency: per event.

Ensures compliance with IMO FAL Convention Facilitation International Maritime Traffic, SOLAS Chapter V/28 Advance Notification Requirements, ISPS Code Port Arrival Security Procedures, WHO International Health Regulations Quarantine, Customs Immigration Port State Arrival Requirements. Regulatory-aligned for audit readiness and inspection documentation.

Frequently Asked Questions

What does the Port Arrival and Harbor Formalities Checklist cover?

This checklist covers 30 inspection items across 6 sections: Advance Notifications, Ship's Papers and Certificates, Health and Quarantine, Customs and Immigration, ISPS Port Arrival, Arrival Records. It is designed for maritime operations and compliance.

How often should this checklist be completed?

This checklist should be completed per event. Each completion takes approximately 1-2 hours.

Who should use this Port Arrival and Harbor Formalities Checklist?

This checklist is designed for Master / Chief Officer professionals in the maritime industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.

Can I download this checklist as a PDF?

Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.

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