Tuesday Sep 25, 2018

Maritime Documents Services

Another section of the Maritime Affairs Department is concerned with maritime documents services, and bears the responsibility for all documentary affairs, registering ship files, issuing port departure clearance for ships, issuing invoices for ships, coordinating for drinking water supply and issuing immobilization permits.


Measures before the Vessel Enters Iranian Waters

Ship's Agent Designation

Each vessel needs to choose an agent from the eligible shipping companies in Iran, and inform the port in the written form before entering the Iranian waters.

Designation of the ship's agent serves the following purposes:

A)    Paying port dues, charges and tariffs related to the ship;

B)    Providing services to the ship and crew;

C)    Discharging the carried cargos;

D)    Bearing the liability for possible damages incurred by the ship to port facilities or equipment, or the marine environment.

Note: Designation of a ship's agent is mandatory for all vessels in normal and special conditions, and ships will not be allowed entry without a designated agent.


Ship's Agent Visiting the Port and Assuming the Relevant Liabilities

The ship's agent needs to visit the port authority not later than one week before the ship arrives at port, assume the relevant liabilities, and provide the information about the ship, cargo, statutory certificates, technical aspects and insurance to the related departments. For general cargo carriers, the agent needs to provide stowage plan and cargo plan of the ship as well.


Transmitting ETA Messages to Berth

Within 24 hours before arrival at any berths, ship masters need to transmit their estimated time of arrival (ETA) to coastal radio station of the port, through the email address amirabadradio@yahoo.com.

Note: For voyages of less than 24 hours, the ETA needs to be announced when the vessel leaves the port of origin, along with the information related to the ship and cargo.


Agent's Coordination for Incoming Vessels Control

Upon entry of the ship to the designated berth, the agent needs to coordinate accordingly for the control of the vessel with the port integrated center, as well as the customs and quarantine offices.


Ship's Documents upon Entering the Port

Under the provisions of the Convention on the Facilitation of International Maritime Traffic (FAL, 1965), the ship's master or agent needs to submit the following documents to the Maritime Documents Center of the port:

1.     General Declaration;

2.     Cargo Declaration/Manifest;

3.     Crew List;

4.     Passenger List;

5.     A copy of the International Tonnage Measurement Certificate, upon first entry into that port;

6.     Last Loading Certificate;

7.     The manifest of dangerous goods on board, if any; and

8.     Ship Registration Certificate, upon first entry into that port.

Issuing Port Departure Clearance

This clearance is issued for vessels by the Documentary Services Center of the port, and all agents need to provide the following documents upon requesting the clearance:

1.     Cargo Declaration/Manifest;

2.     Crew List;

3.     Passenger List; and

4.     The manifest of dangerous goods on board, if any.

This center will allow the vessel to leave the port after receiving the above documents and considering other conditions of the ship, including its seaworthiness approval from the Port State Control Department, approval of the Port Affairs Representative in the Maritime Affairs Coordination Center, and the approval of the Financial Department.


Issuing Invoice for the Ship after Leaving the Port

Immediately after the ship leaves the port, the Maritime Affairs Representative in the Maritime Services Center will use the information related to the ship's entry and exit, and the receipts of tugboat, pilotage, and other services provided to the ship to prepare an invoice for it and transfer the invoice to the financial department in order to issue a final invoice to the ship.


Issuing Immobilization Permit

Immobilization permit is a document where the Master is allowed by the port authorities to keep the vessel immobile or at anchorage for a defined period for certain repairs, and the port authorities are thus informed that the vessel will not be capable of using its propulsion to move in emergency situations. The Master's written application for immobilization needs to be accompanied by a written request of the same effect by the shipping company. An immobilization permit will not be granted if one working day remains to the completion of loading or discharge operations of the ship (as verified by the relevant supervisors), or if the ship needs to be moved from one berth to another. The permit is usually granted provided that it does not interrupt the planned operations of the port, and it will be registered accordingly to be considered in the further planning. A sealed copy of the immobilization permit will be kept in the ship's profile, along with the relevant application letters. All agents and shipping companies are thus required to cooperate accordingly in this regard.


Drinking Water

All vessels can coordinate for receiving drinking water at the port through their agents before the vessel arrives at the port, and the water is supplied on all berths through designated pipelines and/or tanker trucks. The port is also able to supply drinking water to the ships at anchorage, using special vessels for this purpose. The agents need to proceed by visiting the port authority and filling the required application forms.


Contact Us

All parties interested in receiving maritime services can submit and pursue their applications through the following contact information.

Maritime Affairs Department:

Telephone:            +98 113 4512236

                            +98 113 4512227

Fax:                      +98 113 4512236