Port Authority of the Cayman Islands

Pre-Arrival Notification
Instructions& Information

Please save this file as a template for future use.

You will be prompted to give the template a name (like ‘Cayman Pre-Arrival Notification’) and
choose a place to save it.

You can then fill out this spreadsheet each time you need to send a Pre-Arrival Notification to the
Port Authority of the Cayman Islands by:
1.      Double-clicking on the icon representing the file you saved.
2.      The file will open and you can enter the information required. Once you have
completed filling out the first sheet, you can move to the next sheet by using the tabs at the
bottom of the spreadsheet.
3.      Once you have completed the form, save it by clicking File | Save As.
4.      You will be prompted to give the document a name (you may want to use the name of
your vessel and the date the notice is for) and choose a place to save it (i.e. Cayman Pre-
Arrival Notices).
5.      The file can then be emailed to the Port Facility Security Officer at
[email protected].

Suggestions:
If you are a shipping agent, you can have your clients fill out the spreadsheet on the ship and
then have them send you a copy when they send it to the Port Authority. This may save you from
having to forward the information.
Before emailing, please check to ensure all required fields are filled in to avoid any delay in
processing and subsequent delay of the vessel.
To assist you in completing the form, certain cells have comments to explain what is required.
Simply place the cursor over a red flag displayed in the upper right corner of the cell. A dialog
box that appears that has helpful information regarding information required in that cell.
 Port Authority of the Cayman Islands

Pre-Arrival Notification
Instructions& Information
Important Information:

Port Authority: Please file Pre-Arrival Notification at least 24 hours before vessel arrives in the
Cayman Islands. The form also has tabs at the bottom for Services Requested; Crew List;
Passenger List; Embarking Crew/Passenger List and; Disembarking Passenger Crew List.
Complete them as applicable. When you are within VHF radio communication distance of the
Cayman Islands, contact Port Security on VHF Channel 16.
Customs: The following forms are required by Customs - Clearance from last port (original);
Pre-Arrival Notification (2 copies); Maritime Declaration of Health; Stores List; Crew List;
Crew Declaration; Passenger List; Embarking Crew/Passenger List; Disembarking Passenger
Crew List.
Immigration: The following forms are required by Immigration - Clearance from last port
(original); Pre_Arrival Notification (2 copies); Maritime Declaration of Health; Crew List;
Passenger List; Embarking Crew/Passenger List; Disembarking Passenger Crew List.
Shipping Agents: Should you require an agent, the following is a list of Ship's Agents that are
available in Grand Cayman: Bodden Shipping Agency Ltd - 345 949 6254; Thompson Shipping
Company Ltd 345 949 8044; West Indian Agencies Ltd 345 945 7126; Shelby Agency 345 949
2101 and; Cayman Freight Shipping Services 345 949 4977.
Marine Conservation Law: No harmful effluents, or raw sewage (grey, or black water)
may be discharged in Cayman waters. Penalty - Fine up to $500,000, 12 months
imprisonment, confiscation of vessel.
 Completed worksheet may be emailed to
Port Authority of the Cayman Islands [email protected]

Pre-Arrival Notification
Vessel Information
Vessel Name Call Sign Vessel ID Number Country of Registry

IMO Official No.

Vessel's Current Position
GRT Length of Vessel Draft of Vessel Type of Vessel
(Latitude/Longitude, place)

Registered Owner Operator Name of Vessel's Charterer

INTERNATIONAL SHIP SECURITY CERTIFICATE

Date of Issuance ISSC Issued by: ISSC Type Flag Administration or RSO

No ISSC Interim ISSC Final ISSC

If an Interim ISSC was issued, choose/indicate reason:

Change of Vessel Owner/Operator New to, or re-entry into service Transfer of vessel's flag Conditions To Be Met

CSO Name CSO 24 Hour Tel. Number & email address Name of Ship Security Officer (SSO)

VOYAGE INFORMATION
Port Estimated Date & Time of Arrival Estimated Date & Time of Departure

George Town, Grand Cayman

Creek, Cayman Brac

Date of Ship's Last Visit (dd/mm/yy) Next Port of Call Date of Report (dd/mm/yy)

VOYAGE HISTORY
24-hour Agent/POC Date & Time of Date & Time of
Ship Security Level in
Last Ten Ports/Places Visited these ports (Name & Telephone Arrival Departure (dd/mm/yy
Number) (dd/mm/yy hh:mm) hh:mm)

1 2 3

1 2 3

1 2 3

1 2 3

1 2 3

1 2 3

1 2 3

1 2 3

1 2 3

1 2 3

Have any special security arrangements been taken by the ship during ship / port interface at the last 10 ports of call?

No Yes Please detail:

CARGO
Quantity of
General Description of Cargo Any Dangerous Cargo over 10kg?
Passengers/Cargo
No Yes If yes, attach DCM.
 No Yes

Pre-Arrival Notification form 20.12.04 Vessel Information 1 of 4

B4: As shown on ships registry.

B7: Gross Registered Tonnage of Vessel

B13: Date of issuance for the vessel's International Ship Security Certificate.

B18: Name of the Company Security Officer

B25: Date of last visit to a port in the Cayman Islands

B42: General description of cargo - for example: Passengers, Fuel, Oil, Containers, Cement, etc. If no cargo, indicate NIL or BALLAST.

C7: Stipulate feet, or meters after figure, eg 200 ft, or 66 m.

C13: Maritime Authority issuing ISSC.

D4: As shown on ships radio certificate.

D7: Stipulate feet, or meters after figure eg 12 ft, or 4 m

D21: Enter date in dd/mmm/yyyy format and time as hh:mm in local time eg 21/Dec/2004 07:00.

D25: The name of the Port the vessel will be proceeding to after it leaves the Cayman Islands.

D28: Select 1, 2, or 3 for the Security Level vessel operated under at the listed port. Do not select more than one Security Level for the same port.

E7: Latitude and Longitude

E28: Name and telephone number of Agent, or Point of Contact for the Port visited.

F18: The name of the Ship Security Officer who is available on a 24 hr. basis.

F21: Enter date in dd/mmm/yyyy format and time as hh:mm in local time eg 21/Dec/2004 07:00.

F25: The date this report was completed.

F42: Check yes if cargo is classified as Dangerous Cargo as per U.N. classification and weight is over 10kg.

G4: As shown on ships registry.

G7: Passenger, Tanker, Container, etc.

 Completed worksheet may be emailed to
Port Authority of the Cayman Islands [email protected]

Pre-Arrival Notification
Services Required
Vessel Name Call Sign Vessel ID Number Country of Registry

IMO Official No.

Type of Vessel Length of Vessel Beam of Vessel Draft of Vessel GRT Date of Report

Registered Owner Operator Name of Vessel's Charterer

Services Required by the Vessel at the Port of: George Town, Grand Cayman Creek, Cayman Brac

Pilot Port Labour Diesel fuel gals.)

Berth Crane Fresh Water (gals.)
Anchorage Forklifts onboard Garbage disposal
Mooring Gangs Sewage disposal
Other Services Required (please stipulate):

Pre-Arrival Notification form 20.12.04 Services Required 2 of 4

B4: As shown on ships registry.

B7: Passenger, Tanker, Container, etc.

C7: Stipulate feet, or meters after figure, eg 200 ft, or 66 m.

D4: As shown on ships radio certificate.

D7: Stipulate feet, or meters after figure eg 12 ft, or 4 m

E7: Stipulate feet, or meters after figure eg 12 ft, or 4 m

F7: Gross Registered Tonnage of Vessel

G4: As shown on ships registry.

 Completed worksheet may be emailed to
Port Authority of the Cayman Islands [email protected]

Pre-Arrival Notification
Crew List
Vessel Name Call Sign Vessel ID Number Country of Registry

IMO Official No.

Identification (ID) - Passport or Other

Name in Full
Picture ID Where Embarked
Date of Birth Place of
Position or Duties (Port or
Given Name and (DD-MMM-YYYY) Birth
Family Name Type Number Place & Country)
Initial
B4: As shown on ships registry.

B8: Give Surname, First Name and initials for other names.

D4: As shown on ships radio certificate.

D8: Use
DD-MMM-YYYY.

E8: Please provide Country where born, eg U.S.A., Canada, Phillipines, etc.

F8: Crew Member must have a picture ID to present to Port Security to exit and enter the Port.

F9: e.g., Passport, Seaman's ID,

H4: As shown on ships registry.

I8: List the port or place and Country.

 Port Authority of the Cayman Islands Completed worksheet may be emailed to
[email protected]

Pre-Arrival Notification
Non-Crew & Passenger List
Vessel Name Call Sign Vessel ID Number Country of Registry

IMO Official No.

Name in Full Identification (ID) - Passport

Date of Birth
Where Embarked (Port
(DD-MMM- Nationality
Given Name and or Place & Country)
Family Name YYYY) Type Number
Initial