Working on an internationally registered vessel often requires more than holding a valid Certificate of Competency (CoC) and standard STCW certificates. Depending on the vessel’s flag, rank and existing qualifications, a seafarer may also need additional seafarer documents issued or recognised by the relevant flag State administration.
One of the most common requirements is a flag State endorsement, which confirms that a maritime administration recognises a certificate issued by another country. For example, the UK Maritime and Coastguard Agency (MCA) requires officers serving on UK-registered vessels without a UK CoC to obtain a Flag State Endorsement, known in the UK as a Certificate of Equivalent Competency (CEC). The CEC does not replace the original CoC and is valid only together with the certificate it endorses.
Requirements are not identical across flag States. Cyprus, for example, issues endorsements recognising non-Cyprus certificates as well as Seafarer’s Registration Certificates and Seafarer’s Identification and Sea Service Record Books (SISRB). The Bahamas similarly issues Flag State Endorsements and Seaman’s Record Books, alongside other seafarer certification.
Understanding which documents are required before joining a vessel can therefore help avoid problems or delays during the employment and joining process. This guide explains the main types of seafarer documents, how flag State endorsements work, what may be required when applying, and how requirements differ between maritime administrations.
Seafarer documents are the certificates, endorsements and identification or service-record documents that a seafarer may need to work legally in a particular position and on a vessel registered under a specific flag. The exact documentation required depends on factors such as the seafarer’s rank, qualifications, vessel type and the requirements of the relevant flag State administration.
A seafarer’s documentation may include a Certificate of Competency (CoC), flag State endorsement, Certificate of Equivalent Competency (CEC), medical fitness certificate, GMDSS or tanker-related certificates and a seaman’s book or sea service record book. These documents serve different purposes and should not be treated as interchangeable.
For example, the Bahamas Maritime Authority issues several types of seafarer documentation, including Bahamas Flag State Endorsements, Seaman’s Record Books, STCW officer certificates and certificates related to GMDSS, tanker training and other specialised functions.
The requirements also vary between flag States. Cyprus requires seafarers employed on Cyprus-flagged vessels to hold a valid Seafarer’s Registration Certificate and provides a separate process for endorsements recognising non-Cyprus certificates. It also issues the Seafarer’s Identification and Sea Service Record Book (SISRB) under the conditions established by the Cyprus maritime administration.
For seafarers moving between vessels registered under different flags, this distinction is particularly important. A valid national CoC does not necessarily mean that no additional flag State documentation will be required. In some cases, the administration of the vessel’s flag must formally recognise the foreign certificate before the seafarer can serve in the relevant capacity.
The next section will therefore look specifically at flag State endorsements, what they mean and why they may be required.
A flag State endorsement is a document issued by a maritime administration to confirm that it recognises a seafarer’s Certificate of Competency (CoC) issued by another country. This recognition is particularly important for officers who intend to serve on vessels registered under a flag different from the country that issued their original certificate.
The recognition of foreign certificates is governed by the STCW Convention. For example, the Cyprus maritime administration states that, under STCW Regulations I/2 and I/10, foreign certificates may require an endorsement attesting their recognition for positions such as Master, Chief Officer, Chief Engineer, Second Engineer, officers in charge of navigational or engine-room watches and electro-technical officers. Recognition requirements can also apply to certain GMDSS and tanker qualifications.
The Bahamas follows a similar principle. The Bahamas Maritime Authority requires Certificates of Competency held by non-Bahamian officers to be recognised by the Bahamas and notes that the country issuing the foreign certificate must have the appropriate STCW I/10 recognition arrangement with the Bahamas.
A flag State endorsement should not be confused with the original Certificate of Competency.
The CoC demonstrates that the seafarer has met the applicable training and competency standards for a particular capacity. The flag State endorsement, on the other hand, confirms that another maritime administration recognises that certificate for service on ships flying its flag.
The UK provides a clear example. The Maritime and Coastguard Agency calls its Flag State Endorsement a Certificate of Equivalent Competency (CEC). According to MCA guidance, an officer intending to work on a UK-registered vessel without a UK CoC must obtain a UK FSE/CEC. The FSE/CEC is not a separate qualification and is valid only when used together with the STCW-compliant CoC that it endorses. Any limitations attached to the original CoC are also reflected in the FSE/CEC.
This means that holding a valid CoC does not automatically remove the need for additional seafarer documents when joining a foreign-flagged vessel. Before joining, the seafarer or employer should establish whether the vessel’s flag administration recognises the issuing country and whether a separate endorsement must be obtained.
A Certificate of Equivalent Competency (CEC) is the term used by the UK Maritime and Coastguard Agency (MCA) for a UK Flag State Endorsement (FSE). It allows an eligible officer who holds a non-UK Certificate of Competency to serve in the corresponding capacity on a UK-registered vessel.
A CEC does not replace the seafarer’s original Certificate of Competency and does not constitute a new maritime qualification. Instead, it confirms that the UK recognises the underlying foreign CoC. The CEC is issued on a like-for-like basis, meaning that limitations contained in the original CoC will also be reflected in the UK endorsement.
An officer intending to work on a UK-registered vessel who does not hold a UK CoC must obtain a UK FSE/CEC. To be eligible, the applicant must hold a valid, non-UK STCW-compliant CoC issued by a country whose seafarer training and certification system is recognised by the UK.
Depending on the applicant’s certificate and position on board, the MCA may also require evidence concerning:
English proficiency is particularly important because officers on UK-registered vessels must be able to speak, read and understand English sufficiently to operate the vessel safely and communicate effectively. Applicants who do not meet the MCA’s exemptions must provide evidence from an accepted English language test.
Additional requirements apply to senior officers. Masters, Chief Mates, Chief Engineers and Second Engineers must have the required knowledge of UKLAP. Chief Mates, Chief Engineers and Second Engineers require knowledge equivalent to UKLAP Grade 2, while Masters generally need to pass the UKLAP Grade 1 examination before receiving a full FSE/CEC.
The UK CEC is therefore a good example of why seafarer documents should be checked against the requirements of the vessel’s specific flag State. A qualification that allows an officer to serve in one jurisdiction may need formal recognition, and potentially additional supporting evidence, before it can be used on a vessel registered under another flag.
Another important category of seafarer documents is the Seaman’s Book, sometimes referred to as a Seaman’s Record Book or Seafarer’s Identification and Sea Service Record Book, depending on the flag State.
Unlike a Certificate of Competency or a flag State endorsement, a Seaman’s Book is generally used to document a seafarer’s identity and/or record of employment and sea service. The exact purpose, eligibility requirements and application procedure depend on the maritime administration issuing the document.
Although requirements vary between maritime administrations, applications for a Flag State Endorsement (FSE) or Certificate of Equivalent Competency (CEC) commonly require several supporting seafarer documents.
One of the most important documents is a valid Certificate of Competency (CoC). The flag State must normally recognise the administration that issued the original certificate. The endorsement serves as confirmation that the flag administration recognises that foreign qualification for service on vessels flying its flag.
Other documents commonly requested during the application process include:
Importantly, possessing all of the documents does not automatically guarantee that an endorsement can be issued. The issuing administration of the original certificate must meet the recognition requirements of the relevant flag State. Requirements should therefore be checked before submitting an application or arranging the seafarer’s embarkation.
For this reason, professional assistance with seafarer documents can be particularly useful when working with different flag administrations. NSCC can assist with applications for Flag State Endorsements (CEC) and Seaman’s Books and help determine the applicable documentation requirements for the requested flag State.
A Seaman’s Book, also known in some jurisdictions as a Seafarer’s Record Book or Seafarer’s Identification and Sea Service Record Book, is another important category of seafarer documents that may be required when joining a vessel.
Unlike a Certificate of Competency or Flag State Endorsement, a Seaman’s Book is generally used to identify the seafarer and maintain an official record related to their maritime service. However, the name of the document, eligibility requirements and application procedure depend on the flag State.
For example, Cyprus issues a Seafarer’s Identification and Sea Service Record Book (SISRB). Seafarers who are permanent residents of Cyprus must hold the required registration documentation and an SISRB. Non-resident seafarers employed on Cyprus-flagged vessels may also have the right to receive a Cyprus SISRB.
The Bahamas Maritime Authority also issues Seaman’s Record Books. According to the BMA, these can be used by owners to provide a record of a seafarer’s service in compliance with the Maritime Labour Convention (MLC). Applications can be managed electronically through the Bahamas Online Registration Information System (BORIS) by registered owners, ISM managers and authorised manning agents.
The BMA’s documentation services extend beyond Seaman’s Record Books and Flag State Endorsements. They also cover several other types of maritime documentation, including certain STCW officer certificates, offshore certification, security-related certificates and tanker or passenger ship training documentation.
This illustrates why the term seafarer documents can cover considerably more than a CoC or endorsement. Depending on the vessel, flag and position on board, a seafarer may need several documents issued or recognised by the relevant maritime administration.
Before joining a vessel, it is therefore important to confirm not only whether a Flag State Endorsement is required, but also whether the administration requires a Seaman’s Book, registration certificate or other flag-specific documentation.
Obtaining the correct seafarer documents can become complicated when a seafarer is preparing to join a vessel registered under a foreign flag. Requirements vary between maritime administrations, and the application may involve document verification, specific forms, supporting certificates and communication with the relevant flag State.
NSCC can assist seafarers and crewing companies with applications for key flag State marine documents, including:
As demonstrated by the UK, Cyprus, Bahamas and German procedures, there is no single application process that applies to every maritime administration. The UK, for example, uses its Certificate of Equivalent Competency system, while Cyprus issues endorsements attesting recognition of non-Cyprus certificates. The Bahamas operates its own electronic system for Flag State Endorsements and Seaman’s Record Books, while Germany has separate procedures for endorsements of recognition.
Because of these differences, checking the requirements before starting an application can save valuable time, particularly when a vessel joining date is approaching.
If the flag State document you require is not listed among NSCC services, contact us with the vessel’s flag and the document you need. We will check the applicable requirements and determine how we can assist you with obtaining the necessary documentation.
For seafarers preparing for their next assignment, having the correct documentation in place before embarkation helps make the joining process smoother and reduces the risk of avoidable delays.