PRE-ARRIVAL

1-2 Days before Arrival

Port Documents

◻ Ensure required Port Documents for arrival are complete. Signed

and stamped as applicable.

Prepare Checklists (see similar checklist from your company’s forms)

◻ Pilot Card

◻ Master/ Pilot Information Exchange

◻ Pre-Arrival Checklist

◻ Checklist for Navigation in Coastal / Congested Waters / TSS

◻ Checklist for anchorage & anchor watch

◻ Checklist for Pilotage (Arrival)

ISPS

◻ Standby ISPS table near gangway

⮚ Visitor Log

⮚ Patrol Log

⮚ Emergency/Port Contact List

⮚ Tide Table

⮚ Loading/Discharging Plan

⮚ Port Logbook

◻ Check function of Hand Metal Detector

◻ Check ID inventory
 ◻ Ensure ISPS seals are in place in restricted areas including Lifeboat

Others

◻ Ensure LSA and FFE are returned to their respective locations

◻ Secure fire hose nozzles & hydrant caps when going to ports with
reported cases of theft.
◻ Update in Fire Plan : Crew list, Stowage Plan

◻ Update Emergency/Port Contact Lists: Bridge, Cargo Control Room,

Ship’s Office etc…
◻ Familiarize with reporting points.

◻ Familiarize prominent marks (such as Buoys or island) that are

commonly used as reference by the VTS or ask 2/off)
◻ Prepare necessary information that may be asked by VTS. Keep a
copy of Ship’s Particulars near VHF.
⮚ Draft, air draft, trim, freeboard

⮚ Displacement, Deadweight

⮚ ETA to Pilot Station

⮚ Agent name (e.g. LBH Shipping, Balisa Shipping etc...)

⮚ Keep a pen & paper when calling VTS. Write down information.

◻ Bridge wings are clean

◻ Stand by Binoculars

For Pilots

◻ Prepare refreshments (water, coffee, soft drinks etc.)

◻ If the vessel has an elevator, standby elevator at the upper deck prior
to pilot boarding. The pilot should be able to go straight to the bridge
without waiting too much.
◻ Prepare Pilot Cabin if necessary
◻ Standby life jacket/life vest (wear when fetching pilot)
6-24 Hours before Arrival
Note: Use this checklist together with your
Company’s Pre-Arrival & Arrival Checklist

CHECK ALL EQUIPMENT ON BRIDGE

Automatic Identification System - AIS

◻ Update Status

⮚ Draft

⮚ ETA (in UTC)

◻ If in doubt of the transmission of AIS, call other vessels or port control to

check if your AIS is visible to them.
◻ No alarms or fault is displayed

Anemometer

◻ Observe approximate actual wind speed & direction. Compare to the

anemometer

Autopilot & Gyrocompass

◻ Check if all heading alignment of all repeaters

◻ Check dimmers

◻ Test steering using System 1 & 2, Hand steering and non-Follow up

mode (NFU)s
◻ Remove gyro repeater covers or any canvass covering any equipment
(RAI, Horn buttons, RPM indicators etc.)

Bridge Navigational Watch Alarm System – BNWAS

◻ Reset buttons are not stuck

Course Recorder

◻ Ensure sufficient paper

 ◻ Pins/nib pens should be aligned with gyro heading (correct zone) and
UTC time.
◻ Mark date, time & Port/Location when SBE

DGPS

◻ All positions from different DGPS should be the same

◻ Check selection switch.

ECDIS

* See Separate Checklist for more complete details

◻ Check various feeds from sensor such as AIS, DGPS, Echo Sounder and
Anemometer.
◻ Check Safety depth settings

◻ No critical alarms displayed

Echo Sounder

◻ Switch on when depths are less than 100 meters

(depend on company policy). Mark the time in the printing paper or
make an entry on log book.
◻ Check depth in all ranges (if possible)

◻ Adjust appropriate range as vessel approaches berth

◻ Input Correct drafts

◻ Set appropriate alarm setting as per master or Company Policy

◻ Check sufficient recording paper

*Recommend to set Gain to Auto

Doppler Speed Log

◻ Set to appropriate tracking (Bottom or Water Track)

Inmarsat – C – (2/O)
 ◻ Correct Ocean region

◻ Correct Nav Area

◻ Correct Coastal Area

Magnetic Compass

◻ Test light using Main and emergency power.

◻ Check mirror condition is clear

◻ Error should not be excessive.

MF/HF (2/O)

◻ Self-Test / Sound Check

◻ Sufficient recording paper

NAVTEX (2/O)

◻ Correct Receiving Settings

◻ Sufficient recording paper

RADAR

◻ Check monitor (adjust range) for abnormal display. Adjust controls

(gain, tune etc..) when necessary
◻ Ground or Sea stabilized (using Speed Over Ground - SOG or Speed
Thru Water STW)
◻ Check feeds from various sensors such as AIS, DGPS, Gyro

VHF

◻ Set appropriate Channels (for VTS, Port Control or Pilot Station)

◻ Self-test / Sound Check / Adjust squelch when necessary

◻ Test bridge wings VHF if installed

◻ Familiarize Reporting points for Arrival

*Tip: Most VHF has short term recording function. Know how to replay
previously recorded conversations.

Voyage Data Recorder - VDR

◻ Ensure no critical or fault alarms

Steering System

*See Separate Sample Checklist

◻ Test Steering with all steering pumps switched on.

*Steering is normally tested together with Main Engine test.

◻ Bring rudder to hard port / starboard.

35ᵒ port-30ᵒ Stbd(vice-versa) in less than 28 seconds
◻ Check Rudder angle indicator including those on the bridge wings.

◻ Check Steering with NFU mode.

Thrusters

◻ Test thrusters during/together with Main Engine test.

Telegraph printer

◻ Check sufficient recording paper

◻ Test printer

◻ Set/mark correct date and time (UTC) during SBE or when engines are
tested

Navigational Lights & Signal Lights

◻ Replace busted lights

◻ Test Steering light (may be used by pilot)

◻ Familiarize signal lights for

⮚ Not Under Command (NUC)

 ⮚ Restricted in Her Ability to Maneuver (RAM)

⮚ Constrained By Her Draft (CBD)

Deck Lights

◻ Check important lights

⮚ Forward and Aft mooring Stations

⮚ Pilot lights

* Memorize or mark commonly used switches – you don’t want to be looking

for switches once captain instructs you to turn on/off a certain light.
(See sample photo on “Procedure – Pictures”)

Internal Communications

◻ Test telephone particularly Bridge to Engine Room (including sound

powered telephone)

Daylight Signal Lamp/ Aldis Lamp

◻ Check function with all receptacles (Including bridge wings)

◻ Check charging condition of battery,

(Check battery voltage)

Dimmers

◻ Test equipment dimmers (especially equipment used by pilot) –

⮚ Rudder Angle Indicator – RAI

⮚ VHF

⮚ RPM Indicator

⮚ Rate of Turn ROT indicator

⮚ Gyro repeaters

Window wipers and Clear View Screens CVS

◻ Test with water supply.

 ◻ Bridge windshield / glass should be clear & free from dirt

Whistle/Horn

◻ Test all whistle/horn including push buttons on the bridge wings.

Flags

◻ Standby Pilot flag (don’t hoist yet/raise when Pilot is onboard)

◻ Standby/Raise Flags

⮚ Country Flag

⮚ Quarantine Flag (Q) -

⮚ Bravo (B) – if carrying dangerous goods

Main Engine Test

◻ Give sufficient time notice to E/R for preparation.

◻ When E/R is prepared, inform/call master. Usually there is a “Call

master” marked on the chart before testing engine.
◻ Ensure safe distance from other vessel or any dangerous areas. Inform
other vessels of your intention if necessary.
◻ Call quarter master (if necessary)

◻ Start additional steering pump (if necessary)

◻ Transfer maneuvering control from Bridge Control to E/R Control (if

necessary)
◻ Engage hand steering & bring rudder to amidships.

Follow Master’s commands.

Gradually reduce speed. Wait for the RPM to match corresponding value
before moving the telegraph.
 ◻ Bring telegraph from Full Ahead to Half Ahead► Slow Ahead► Dead
Slow Ahead (test steering)
◻ Bring telegraph to Stop. Wait for speed to reduce to less than 4kts
(depend on vessels characteristics)
◻ Bring telegraph to Dead Slow Astern► Slow Astern► Half Astern ►Full
Astern
◻ From Full Astern bring telegraph to► Half Astern ► Slow Astern ►
Dead Slow Astern► Stop► Dead Slow Ahead ► Half Ahead ► Full
Ahead ►

Test Steering system

◻ Bring rudder hard to port/starboard

◻ Check Rudder Angle Indicator including those in the bridge wings.

Test Thrusters

Communications

◻ Call VTS / Port Control / Pilot Station & ask the following:

⮚ POB position / location

⮚ POB time

⮚ Embarkation & disembarkation arrangement (which side and

height from water)
⮚ Boarding speed

⮚ If there are multiple vessels proceeding to pilot station, ask

 which vessel to follow.

*Pass obtained information to Master, E/R, and relevant deck

crew so they can prepare accordingly.

⮚ Obtain anchoring position if proceeding to anchorage

ARRIVAL
PILOT ONBOARD

◻ Monitor AIS in RADAR/ECDIS for incoming Pilot boats or Tugs.

◻ When fetching the pilot, remember that you are the first to welcome
the pilot, do so with enthusiasm. This will give a good impression to the
pilot that the vessel has a healthy harmonious culture and easy to
work with. Offer to carry his/her bag or back pack.
◻ Take note of the POB time.

◻ Confirm disembarkation arrangement, ask the pilot which side he/she

will disembark (shore or sea side) and relay the information to 2/O and
deck crew to prepare.
◻ If he/she is carrying a bag, ask if heaving line is needed (for lowering)
during sea-side disembarkation.
◻ When the pilot is on the bridge, handover the pilot card & ships
particulars. Offer a cup of coffee, tea, water etc.
◻ Raise Pilot flag during daytime or switch on pilot onboard light at night.

Do regular Watch keeping Duties (See Navigation with Pilot Onboard)

◻ Record in the Bell Book (See Bell Book Entries below)

◻ Man, the telegraph and follow Pilot orders and master’s instructions.

◻ Repeat orders to the helmsman when he’s in doubt or not able to

hear/understand the pilot.
◻ Fix position at regular intervals or as per passage plan.

◻ When first line is made fast, update AIS status to “Moored” and turn off
 navigational lights

Pilot off

◻ When pilot is ready to disembark(seaside), notify crew member to

standby at the pilot station (in case pilot ladder needs to be adjusted)

◻ Switch on pilot(deck) lights at night

◻ Accompany the pilot until disembark and report to captain when pilot
off

◻ Lower Pilot flag.

◻ Ask Captain for official time of Finish with Engine (FWE). Inform
engineer for calculation of bunker ROB
◻ Press “FWE” in the Maneuvering System Panel if engineers set this
mode
◻ Make Condition Report (ASAP)

⮚ file in appropriate folder when finished

⮚ Give one copy to Chief Engineer and Capt. (If Necessary)

⮚ Agent & other Port authorities may need a copy also

⮚ File one copy in Ship Office

◻ Take note of the distance from SBE to berth (needed by 2/O)

Secure Navigational Equipment

◻ Dim down bridge wing equipment and return their corresponding

covers/canvass.
◻ Switch off RADAR

◻ Switch off Course Recorder, mark arrival date, time & port.

◻ Print Echo sounder. Mark arrival date, time & port.

◻ Mark arrival date, time & port on telegraph printer/logger.

Attend port formalities

◻ Bring all documents required by agent/port authorities

◻ Bring ships stamp and some ball pen

◻ Offer refreshments

◻ Assist master in carrying out formalities

Bell book Entries

______Master on the Bridge

______*any reporting made - e.g., Called Gladstone VTS VHF Ch.12 entering
port limits.

______Notice Of Readiness (NOR) tendered

______Main Engine Test ahead and astern. Tested Steering System and all
navigational equipment. All found in good operable condition.

*M/E test time should be the same with records on E/R

______Standby Engines – SBE (note position and Noon to SBE distance)

*Ask Capt. for official SBE time, this usually is the End of Sea Passage
EOSP

______Pilot Onboard-(Note Position)(Name of Pilot)

______Tug made fast fwd/aft (name of tug)

______First line made fast

______All lines made fast

______Gangway down

______Tug let go

______Pilot Off

______Finished With Engines - FWE

______BNWAS switched off/deactivated

 In Case of Drop anchor

______Drop port/Starboard anchor, ______shackles

______Brought-Up anchor

*see previous entries made in your vessels bell book

Notes

⮚ Most of the time First line/Drop Anchor time is considered the

Arrival time
⮚ As a rule of thumb, time should be divisible by 6
(ex. 0906H, 0918H, 0936H, 0954 and so forth…)
(SBE/EOSP, First Line, Drop Anchor, POB)

*Transfer All record to official log book when finished.

Sample Communications to VTS / Port Control / Pilot Stations

“Singapore Pilot 2x, this is M/V Oro Jackson, call sign 3GLDR, please come in,
over”

⮚ “ETA to P/S 0100LT 25 Aug, over”

⮚ “Please confirm our POB time is 0100LT 25 Aug, over”

⮚ “Which side will the pilot embark, over?”

⮚ “How many meters above the water will the Pilot ladder be?,
over?”
⮚ “What will be the boarding speed, over?”
“Raftel VTS 2X, this is M/V Oro Jackson, call sign 3GLDR, calling Channel 13.
How do you read me, over?”

⮚ “Raftel VTS, this is M/V Oro Jackson, passing port limits, over.”

⮚ “Do you have information about our Pilot Boarding time, over?”

⮚ “Can you give information about our anchorage area, over?”

⮚ “Request permission to drop anchor on current position, over.”

⮚ “Vessel just dropped the anchor. 0324LT in position

Lat___________/Long_________”
⮚ “Do you have information about our berthing schedule, over?”

⮚ “Noted all given information, standing by channel 13 & 16, out.”

⮚ “Request permission to conduct Lifeboat drills on the water.”

⮚ “Request permission to heave-up anchor, over.”

⮚ “Our anchor is aweigh and proceeding to pilot station, over.”

⮚ “Leaving Sector 3, entering Sector 2, over.”

⮚ “Entering sector 1, Eastbound, over.”