Seaman’s Book: What It Is and Why Seafarers Need It

seafaring

6 Sept

When I first started preparing to work at sea, I was overwhelmed by how many documents were suddenly required. Passport, medical certificates, training courses. The list seemed endless.

But one document stood out as especially important: the seaman’s book.

It isn’t as widely talked about as the passport or the STCW certificate, yet it’s one of the key items that follows you throughout your career at sea.

My own experience comes from working on cruise ships, so that’s the perspective I’m sharing here.

Read on for what the seaman’s book is, why it matters, and how it works for seafarers in Malaysia.

What Is a Seaman’s Book and Why Do You Need It?

A Seaman’s Book, officially called the Seafarer’s Record Book in Malaysia, is one of the essential documents for anyone working at sea. It acts a little like a “work passport” – instead of travel stamps, it keeps a record of your contracts, ship assignments, and sea service history. In Malaysia, it’s issued by the Marine Department of Malaysia, while in other countries you might hear it called a Seaman’s Discharge Book or Seaman’s Identification Record Book.

Who actually needs a Seaman’s Book? In short: all professional seafarers. Whether you’re joining a cruise ship, merchant vessel, or offshore assignment, you’ll almost certainly be asked for one. It’s required by law in many countries, checked at airports or immigration counters, and usually stored together with your passport by the ship’s personnel once you’re onboard.

It isn’t the same as a passport, though the two often go hand in hand. Think of it this way: your passport proves your identity and nationality, while your Seaman’s Book proves your status and experience as a seafarer. Both are needed, but for different reasons.

What’s Inside the Seaman’s Book

In Malaysia, the Seaman’s Book begins with personal information – your name, date of birth, physical description, and next-of-kin. There’s also space for your passport number, although in my book that section was left blank.

The next part is reserved for training records, where courses like the STCW Basic Training and other certificates can be entered.

Most of the remaining pages are devoted to your record of service. Each contract and ship assignment can be logged here, gradually forming an official history of your time at sea.

How to Apply for a Seaman’s Book in Malaysia

When I first applied back in 2015, the Marine Department of Malaysia required quite a stack of documents. These covered both the Seaman Card and the Seaman’s Book itself:

A valid medical form (JL/HEPP/D/09 & JL/HEPP/D/16) from an approved medical practitioner.
The Seafarer Registration Form (Borang Pendaftaran Pelaut), which could be downloaded from the Marine Department’s website.
A money order (Wang Pos) of RM80 (purchased separately as RM30 + RM50).
One passport-sized colour photograph.
A clear photocopy of the personal particulars page of my international passport, valid for at least 12 months.
A photocopy of my Malaysian identity card (NRIC).

One note: if you’re Malaysian, you’ll also need to apply for a Seaman Card first. It’s a local requirement and part of the process of getting your Seaman’s Book.

The process can sound a little overwhelming, but if you’re applying through a cruise line or shipping company, you usually won’t be left to figure it out alone. Most companies will give you a checklist and guide you step by step. In my case, the HR department spelled out everything clearly, which made the process much more straightforward.

Extra Notes from My Experience

Does the Seaman’s Book expire?

In Malaysia, the Seaman’s Book doesn’t appear to have a fixed expiry date. I used mine for over five years without renewing it, and it was still valid when I applied for another cruise line job. Since details like passport number weren’t filled in, renewal wasn’t necessary.

What about the Seaman Card?

Malaysian seafarers also need a Seaman Card, and unlike the Seaman’s Book, it’s valid for five years. You’ll usually end up renewing it alongside your STCW Basic Training certificate, which also expires every five years. In practice, I rarely needed to use the card, but it remains a requirement.

Is the Seaman’s Book the same as a passport?

Not quite. Your passport proves your identity and nationality, while the Seaman’s Book records your sea service and seafarer status. Onboard, both documents are usually stored together by the crew office.

Looking back, my Seaman’s Book has become a record of the ships and contracts I’ve worked on. I’ve forgotten some of the details over the years, but flipping through the pages is a reminder of where I started and the journeys I’ve taken at sea.

If you’re joining the cruise industry, you might also like reading about what cruise ship contracts are really like. It gives a sense of what to expect once you’ve got your documents sorted.