General

1.The Master must use the services of a Pilot whenever safe navigation or local regulations require him
to do so.

2.Use of Optional Pilots: Except where the use of optional pilots is considered necessary to ensure
navigational safety, the decision to use optional pilots shall be taken in conjunction with Office.

3.IMO Recommended Pilotage: Where non‐mandatory pilotage is recommended by IMO, including in

the passages listed below, Masters should use the services of a Pilot. A decision NOT to use a Pilot for
these passages may be taken only after a Risk Assessment, in consultation with the Company:

Vessels of draught 11m or more, when passing through the entrances to the Baltic Sea (between
Skagen and Gedser),

Loaded oil tankers with a draught of 7m or more, loaded chemical tankers and gas tankers, irrespective
of size and ships carrying nuclear fuel, when navigating the Sound (between Denmark and Sweden)
between a line connecting Svinbådan Lighthouse and Hornbæk Harbour and a line connecting Skanör
Harbour and Aflandshage (the southernmost point of Amager Island),

All vessels passing through the Strait of Bonifacio,

Vessels with a draught of 17.40m or more navigating in the Euro channel and vessels with a draught
more than 13.75m navigating in the Ij‐Channel, (both in the Netherlands)

Ships of over 70 metres in length and all loaded oil tankers, chemical tankers, or liquefied gas carriers,
irrespective of size, in the area of the Torres Strait and Great Northeast Channel, between Booby Island
(latitude 10°36'S, longitude 141°54'E) and Bramble Cay (latitude 09°09'S, longitude 143°53'E), off
Australia.

All vessels transiting the Turkish Straits (Strait of Bosphorus/Istanbul and Strait of Canakkale).

4.IMO Resolution A.285 (VIII) states: “Despite of duties and obligations of a pilot, his presence on board
does not relieve the OOW from his duties and obligations for the safety of the ship. He should co‐
operate closely with the pilot and maintain an accurate check on the vessel’s position and movements. If
he is in any doubt as to the pilot’s actions or intentions, he should seek clarification from the pilot and if
doubt exists, he should notify the Master immediately and take whatever action is necessary before the
Master arrives”.

5.Responsibility: When the pilot is on board, he/she shall be a bridge team member. The presence of the
Pilot does not relieve the Master or the OOW of their responsibility for the safe navigation of the vessel.
Even though the Pilot may have the con of the vessel his duty under laws and jurisdictions of most ports
are restricted to advising the Master of local conditions affecting safe navigation necessary. The Master
has ultimate responsibility.

6.Communication: The Pilot, the entire bridge team, tug boats and terminals must communicate in the
same language. If this is not possible the ‘IMO Standard Marine Communication Phrases’ should be
used. When a pilot is communicating to parties external to the ship, such as tugs, the ship should
request that the pilot always communicate in English. Alternatively, the Pilot should always be asked to
explain his communications to the bridge team, so that the ship is always aware of the Pilots intentions.
7.Pilot Transfer Arrangements: The rigging of Pilot transfer arrangements and the embarkation of a pilot
must be supervised by a responsible Deck Officer. The IMO and IMPA requirements for ‘Required
boarding arrangements for pilot’, which should be complied with. The Officer supervising Pilot transfers
should carry a walkie‐talkie and escort the Pilot by a safe route, to and from the bridge.

"Safe pilot transfer arrangement" is a statutory SOLAS requirement (Ch V, Reg 23) and hence frequently
inspected during most of the class/flag and PSC inspections. This also means that in case of serious/fatal
incidents due to failure of pilot ladders, Master and other responsible officers may personally face"
criminal charges" against them.

The IMO and IMPA requirements for "Required boarding arrangements for pilot", which should be
complied with. The Pilot transfer operation must be supervised by a responsible officer having means of
communication with the navigation bridge.

Pilot ladder should be thoroughly inspected at regular intervals as per PMS. Pilot ladder must be
inspected by a responsible officer prior its use. Pilot ladder is to be stowed in such a way that it remains
fully protected from the cargo carried, sea, spray etc.

As far as practicable readymade pilot ladders must be procured with certificate from the supplier.
Maintenance of Pilot ladders is carried out as per vessel's PMS.

8.Transfer by Helicopter: In some ports the Pilot may embark/disembark by means of a helicopter.
Masters and OOW of vessels likely to be engaged in helicopter transfer are to make themselves familiar
with the ICS Guide to Helicopter / Ship Operations’, before any such operations are undertaken and
comply with Shipboard safety Checklist for Helicopter Operations (F5.15 Shipboard Safety Check List for
Helicopter Operations)

A responsible officer shall be assigned for the preparation on deck, and the supervision of the personnel
involved in the operation and must ensure that all necessary precautions are taken prior to helicopter
arrival.

Master Pilot Information Exchange

1.Pre‐arrival Information Exchange with the Pilot: Wherever possible, it is recommended that a pre‐
arrival exchange of information takes place with the pilot before boarding. This should be done by
sending “F5.5 Master - Pilot Information Exchange” to the local agent with a request to forward same to
the Pilot’s office and revert to the vessel with a completed copy.
The exchange will allow sufficient time for more detailed planning to take place both on the ship and
shore. The exchange will also allow communications between the ships and the pilot stations to be
firmly established before embarkation.

2.Upon boarding of the pilot: A thorough and meaningful Master‐Pilot exchange must take place before
entering and before departing port on each voyage as mentioned in F5.5 Master - Pilot Information
Exchange checklist

3.Master pilot exchange should include but not limited to

a.Pilot Card (F5.6 Pilot Card)

b.Master Pilot exchange (F5.5)

c.Wheelhouse poster

d.Any peculiarities in the handling of the ship

e.The equipment that he is authorized to operate. It is recommended that one radar, one VHF and one
ECDIS (on dual ECDIS vessels) be designated for use of the Pilot

NOTE: Except when it would be unsafe to do so, the exchange shall also be attended by the OOW.

Planning Berthing / Un‐Berthing Manoeuvre

Good planning of berthing / un‐berthing manoeuvre is vital for navigational safety of the vessel. Master
shall ensure that the manoeuvre is well planned together with the Pilot prior arriving or departing berth.
This shall form part of the Master‐Pilot exchange.

Planning shall include details of speed reduction/increase, correct use of vessel’s main engines,
thrusters, and Tugs as available and appropriate. Manoeuvring characteristics and condition of vessel
shall be considered.

Master shall not commence the manoeuvre till the time he is fully satisfied in his professional judgement
about Pilot’s manoeuvring plan. A pictorial description of planning using chart or other appropriate
means may assist the bridge team in understanding Pilot’s intention more clearly to overcome language
or other barriers.

Pilot Transfer Arrangements

The rigging of Pilot transfer arrangements and the embarkation of a pilot must be supervised by a
responsible Deck Officer. The Officer supervising Pilot transfers should carry a walkie‐talkie and escort
the pilot by a safe route, to and from the bridge.

CAUTION: The Deck Officer supervising the embarkation or disembarkation of the Pilot MUST NOT be
the Officer of the Watch.

The OOW must remain on the Bridge during transfer of the Pilot, to prevent loss of situational
awareness and help ensure that the vessel is navigated safely during this critical period when the Bridge
Team’s attention may be diverted by the need to ensure the safe embarkation or disembarkation of the
Pilot.

Pilot Ladders

"Safe pilot transfer arrangement" is a statutory SOLAS requirement (Ch V, Reg 23) and hence frequently
inspected during most of the class/flag and PSC inspections. This also means that in case of serious/fatal
incidents due to failure of pilot ladders, Master, and other responsible officers may personally face
“criminal charges" against them.

The IMO and IMPA requirements for "Required boarding arrangements for pilot", which should be
complied with. The Pilot transfer operation must be supervised by a responsible officer having means of
communication with the navigation bridge.

Pilot ladder should be thoroughly inspected, tested (i.e., with dynamometer to ensure no hidden weak
part) after every ocean passage or one month whichever is earlier. Appropriate entry is to be made in
the deck logbook or vessel's PMS. Pilot ladder must be inspected by a responsible officer prior its use.
Pilot ladder is to be stowed in such a way that it remains fully protected from the cargo carried, sea,
spray etc.

As far as practicable readymade pilot ladders must be procured with certificate from the supplier. If pilot
ladder is prepared onboard, then Master must ensure that the test certificate of the rope used is
available onboard. Maintenance of Pilot ladders is carried out as per vessel's PMS. Master’s discretion to
maintain it efficiently cannot be over emphasized.

Since many times the pilot ladder cannot be secured at full length, due to the varying freeboard at
specific loading conditions, it must be secured at intermediate length. That can only be done in a safe
way when the following conditions are met:
The weight of the ladder cannot be transferred to the steps, the spreaders, or the chocks since they are
not intended to be used for this purpose.

The securing arrangement must be such that no damage is done to the structural integrity of the pilot
ladder.

WARNING: The Pilot Ladder should be secured to the ship’s deck, on designated strong points, by means
of the ladder’s side ropes. Example below:

Application as below is WRONG and should be avoided!

Transfer by Helicopter

In some ports the pilot may embark/disembark by means of a helicopter. The Vessel is to ensure that all
procedures and checklists as detailed the in ICS Guide to Helicopter/Ship operations must adhered to
the communication between the Master on the bridge and the pilot in the helicopter must include all
relevant aspects concerning the safety of the operation.

The Chief Officer, being responsible for the preparation on deck, and the supervision of the personnel
involved in the operation, must check that all necessary precautions are taken prior to helicopter arrival
and communicate with the Master on the bridge to state his readiness and to inform of any progress in
the operation.

Planning Speed Reduction for Approaching Berth

Planning speed reduction is vital when arriving port and during berthing operations. Master shall plan
speed reduction in advance considering vessel’s route, proximity of navigational hazards, traffic density.
Speed reduction shall be marked appropriately on the navigation chart for reference of entire bridge
team.

For berthing operations, this shall be discussed together with the Pilot during Master Pilot exchange.
Below Diagrammatic representation can be used as a general guidance for planning speed reduction
while approaching berth.

GUIDELINES FOR SPEED REDUCTION WHILE APPROACHING BERTH FOR VESSELS UNDER DWT 60,000

GUIDELINES FOR SPEED REDUCTION WHILE APPROACHING BERTH FOR VESSELS UNDER DWT 60,000

KEY POINTS TO KEEP IN MIND WHILE PLANNING APPROACH

a)5 L = Distance from berth (5 x Length of vessel). At this distance planned speed over ground must be
less than 3 Knots (for vessels under DWT 60000) and less than 2kts (for vessels above DWT 60000).
Increase braking power using engines and/or assistance of Tugs, if necessary.

b)2 L = Distance from berth (2 x Length of vessel). At this distance planned speed over ground must be
less than 1 Knot. Increase braking power using engines and/or assistance of Tugs, if necessary.

c)2 B = Distance from berth (2 x Breadth of vessel). At this distance vessel’s speed over ground must be
ZERO. Braking power using engines and/or assistance of Tugs must be used, if necessary.

“PARALLEL APPROACH” TO BERTH

Conventionally, the vessel approaches at an angle on a face line of the berth, the bow line is taken, and
then the stern is pushed to the pier. Smaller vessels may use such manoeuvres; however, it is suggested
that for final approach, a parallel approach to berth shall be preferred to a direct approach. The vessel
shall be stopped parallel to the berth at a distance of about 1.5 ‐ 2 times the beam of the vessel and
then laterally pushed towards the berth using Tugs and/or thrusters as applicable.

This method would reduce the likelihood of direct impact to berth during manoeuvring in case of engine
or tug failure or other unexpected conditions.

Berthing Velocity

"Berthing Velocity", that is the maximum speed of impact allowed on the berth and/or fenders is an
important factor to be considered while closing to the berth.

Berthing Velocity restrictions for the Terminal shall be confirmed with the Pilot/Port. In absence of any
instructions, "Berthing Velocity" shall be restricted to maximum 5‐10 cm/sec (about 0.1‐ 0.2 knots) to
avoid impact damage to vessel, berth and/or its fenders.

If the Pilot refuses to meaningfully participate in the Master‐Pilot information exchange, such refusal will
be recorded in the Master‐Pilot exchange checklist. Also, if the master is unable to communicate
effectively with the Pilot (e.g., language barrier etc.) or the Pilot appears unwell or under the influence
of drugs / alcohol then the master must ask for a replacement pilot.
If the replacement pilot is unavailable or impracticable, the Master shall carefully consider the risks of
continuing into pilotage waters, as well as considering means to mitigate the risk (e.g., not continuing,
fortifying the watch while the Pilot is on board etc.)

Monitoring the Passage: Navigation under pilotage should be monitored very carefully to ensure that all
company guidelines w.r.t safe navigation, approach speed and berthing/un‐berthing manoeuvre are
followed. The Pilot must be alerted, and clarifications sought if it appears that he is taking or is
proposing to take actions which the Master or OOW believe is risky.

The OOW should use all available means to monitor the passage i.e., visual bearing or marks, radar, log,
and electronic positioning devices. No position fixing method should be relied upon as the sole method
for monitoring the passage and must be cross checked by secondary means.

Overriding the Pilot: The Master shall override the Pilot if he has reason to believe that the company
guidelines w.r.t safe navigation, approach speed and berthing/un‐berthing manoeuvre are not being
followed or the ship is being run into danger.

Turning Around & Astern Manoeuvres

When it is necessary for the vessel to turn around in a restricted room prior berthing/ un‐berthing, due
regard shall be had to the available room for turning with respect to vessel’s length, prevailing currents,
and weather conditions. The manoeuvre shall be carefully planned using assistance of thrusters and/or
Tugs.

An officer in‐charge with radio shall be kept standby forward and aft to confirm vessel has sufficient
clearances from identified marks and/or hazards. Bridge Team shall suitably instruct officers on deck
regarding such clearances prior commencing the manoeuvre.

Astern manoeuvres where possible, shall be avoided. When such manoeuvre cannot be avoided, the
navigational risk shall be assessed, and risk shall be mitigated by good planning. Such manoeuvres shall
be executed only with assistance of Tugs. Speed astern and stern clearances shall be monitored closely.
Officer in‐charge at the aft station shall be suitably instructed regarding stern clearances prior
commencing the manoeuvre, as same would be difficult to ascertain from bridge.

Calling Open Ports – Berths/SBM

When calling Ports with berths/SBM Open to sea, due regard shall be had to the weather conditions
including prevailing & forecasted wind, sea & swell conditions.

Prior berthing, weather conditions shall be assessed. Master shall carefully evaluate if there is a risk of
damage to the vessel, berth and/or tugs due to prevailing wind, sea, or swell. Where risk cannot be
suitably mitigated, the berthing operation shall be aborted.

While alongside an Open berth, present and forecasted weather shall be closely monitored. Moorings
shall be tended to include close checks for chafing damages to mooring lines due to vessel’s movement
alongside the berth. Where necessary number of mooring lines shall be increased, and main engines
shall be kept ready at short notice.

If weather is not conducive, cargo operations shall be stopped and where necessary vessel shall vacate
the berth. In such cases Port shall be notified in good time for necessary assistance of Pilots and Tugs.

Use of tugs

1.In consultation with Pilot, the Master should decide on the number of tugs to be employed for safe
operation. Safety shall never be compromised for commercial reasons.

2.Following factors shall be among those considered when deciding on the number of tugs to be used:

a.Weather factors such as wind direction/ force, Tide, and swell, Set and drift of current etc.

b.Draft and Under Keel Clearance

c.Proximity to hazards and available manoeuvring room

d.Vessel’s operating condition such as loaded or ballast condition, reliability of propulsion,

reliability/effectiveness of bow thruster etc.

e.Bollard pulls and condition of the available tugs

3.Making Fast Tug: When making fast using tug’s line, it is the responsibility of the ship’s officers to
visually assess the condition of that line. If there is any reason to suspect its strength, the Officer must
bring it to the attention of Master who will further take up the matter with the Pilot. If using ship’s line
to make fast a tug, only the best available lines shall be used. If necessary, the line shall be doubled up
for safety or two lines shall be given. If more than one line is given, both ropes should be of equal size,
of the same material, in similar condition and should be made fast such that both ropes share the load
equally.

a)Master must ensure that vessel has reached a stage where service of tug is no longer required before
giving permission to release it.
b)When lines are under strain, the officer in charge of the mooring team shall ensure that everyone
stands clear of all "snap‐back" zones.