Seaman’s Book: what it is, how to apply, and what to know
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 caught me off guard: the Seaman's Book.
It isn’t as widely talked about as the passport or the STCW certificate. I hadn't even heard of it until I was already in the process of applying for a cruise ship job. Yet it's something that stays with you throughout your entire 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, how to apply in Malaysia, and other common questions about it.
What is a Seaman’s Book?
A Seaman's Book is an official document required for anyone working at sea professionally. It records your sea service history: the ships you've worked on, your rank, and the duration of each contract.
In Malaysia, it's officially called the Seafarer’s Record Book (Buku Perkhidmatan Pelaut) and is issued by the Marine Department of Malaysia. Other countries may use different names – Seaman's Discharge Book, Seaman's Identification Record Book – but they serve the same purpose.
The Seaman's Book is not a replacement for a regular passport – both are needed. In some ports, it can be used alongside your passport when joining or leaving a vessel, but it isn't valid for general travel.
How to apply for a Seaman’s Book in Malaysia
The requirements below are based on my experience in 2015, and research at the time of writing.
Before heading to the Marine Department, you'll need to complete a medical check-up at a panel clinic recognised by the Marine Department of Malaysia.
Applications are submitted through the Seafarer Documentation System at Marine Department offices across different regions in Malaysia. When I applied, I went to the Port Klang office and filled in the application through the computer terminal there – the staff were around if I needed help.
Note that Malaysian seafarers need to apply for a Seaman Card as part of the same process. The requirements for both are:
A medical examination certificate and a medical practitioner’s report from an approved clinic.
The Seafarer Registration Form, downloadable from the Marine Department's website.
A money order (wang pos) – RM30 for the Seaman's Book and RM20 for the Seaman Card.
One passport-sized colour photograph.
A photocopy of the personal particulars page of your international passport, valid for at least 12 months.
A photocopy of your Malaysian identity card (NRIC).
If you're applying through a cruise line or shipping company, you likely won't be navigating this alone. Most companies provide a checklist and walk you through each step. The HR department laid everything out clearly, which made the whole process far less daunting than it looked on paper.
Other questions about the Seaman's Book
What information is typically included in a Seaman's Book?
The Seaman's Book begins with your personal details: name, date of birth, physical description, and next-of-kin.
The next section is for training records, where courses like STCW Basic Training and other certificates can be entered. Most of the remaining pages are devoted to your record of service: each ship you've worked on, date and place of joining and leaving ship, and your rank.
Each Seaman's Book also has a unique Seaman Book number. For Malaysians, this is on the first page, just below the holder's full name – a combination of ten digits and one letter.
How much does it cost to get a Seaman's Book in Malaysia?
Fees are RM30 for the Seaman's Book and RM20 for the Seaman Card.
The bigger variable is the medical check-up, which depends on the clinic and region. In the Klang Valley, I typically paid around RM480–525 (not including any additional consultation fees that may arise).
There are also smaller miscellaneous costs: passport photos, photocopying, and your passport if you don't already have one.
How long does it take to get a Seaman's Book?
In my experience, it was ready either the same day or the day after, though a few days would be a reasonable estimate.
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 accepted when I applied for another cruise line job in 2022.
What about the Seaman Card?
The Seaman Card is a separate requirement for Malaysian seafarers, valid for five years. Renewal follows a similar process as the initial application – a visit to the Marine Department office – at the same fee of RM20. In practice, I rarely needed to use the card day-to-day, but it remains a requirement.
Do you need a Seaman's Book to work on a cruise ship?
Yes. Whether you're joining a cruise ship, a merchant vessel, or an offshore platform, a Seaman's Book is standard joining documentation.
Looking back, my Seaman’s Book has become a record of the ships and contracts I’ve worked on. I may not remember every detail off the top of my head anymore, but flipping through its pages brings back the timeline of my years at sea – where I started, where I went, and how it all unfolded.
If you’re just beginning your journey, you might also want to read about what the seafarer’s life is like.
And if you're considering the cruise industry specifically, here’s what you need to know about working on a cruise ship.
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