Circular No. 18/98 - The Exchange of Information between Masters and Pilots


 




 

NOVEMBER 20, 1998

CIRCULAR NO. 18/98

 

TO MEMBERS OF THE ASSOCIATION

Dear Member:

 

THE EXCHANGE OF INFORMATION BETWEEN MASTERS AND PILOTS

The International Group of P&I Clubs, in conjunction with INTERTANKO, BIMCO, the International Maritime Pilots Association, the International Chamber of Shipping, ISMA and others, has been involved in an inter-industry group - under the aegis of the Maritime Safety Committee (MSC) of the International Maritime Organization (IMO) - which has been considering the exchange of information between masters and pilots.

The purpose of the exchange is to ensure that both the boarding pilot and the vessel's bridge team exchange basic information prior to the pilot boarding the vessel.

Two Master/Pilot Exchange (MPX) forms have been developed by the above organizations and are attached herewith. The forms are not intended to diminish the obligations of masters and pilots to exchange information following the actual boarding of the pilot.

The forms have been submitted to the MSC of the IMO which has formally taken note of the recommendation for their use on a voluntary basis.

Members are recommended to use the forms and to report to the Club any cases where pilotage authorities refuse to cooperate.

Yours faithfully,

Joseph E.M. Hughes, Chairman & CEO
Shipowners Claims Bureau, Inc., Managers for
THE AMERICAN CLUB

Attachments
VAPS IGA\CIRCULR1.898

 


form 1

SHORE TO SHIP MASTER / PILOT EXCHANGE (MPX)*

A SHIP REQUESTING PILOTAGE DETAILS

A1 Ship's name _________________________________ 
A2 Call sign _________________________________

B ORIGINATING AUTHORITY

B1 Name _________________________________ 
B2 VHF channel _______________________
B3 Other means of contact 
_______________________________________________________

C PILOT BOARDING INSTRUCTIONS

C1 Date and arrival time at pilot boarding station ______________________________________UTC/LT
C2 Position pilot will board at _______________________________________________
C3 Embarkation side _____________________________________________
C4 Approach course and speed to boarding station ______________________________________________
C5 Requested boarding arrangement _______________________________________________

D BERTH AND TUG DETAILS

D1 Intended berth, if inbound and berthing prospects _______________________________________________
D2 Port / starboard side alongside _______________________________________________
D3 Estimated transit time to berth ______________________________________________ 
D4 Tug rendezvous position _____________________________________________
D5 Number of tugs _____________________________________________
D6 Tug securing arrangement _____________________________________________
D7 Total bollard pull _____________________________________________

E LOCAL WEATHER AND SEA CONDITIONS at pilot boarding station

E1 Tidal information (heights and times) _____________________________________________
E2 Current information _____________________________________________
E3 Forecasted local weather _____________________________________________

F DETAILS OF PASSAGE PLAN, including abort points and emergency plans

F1_________________________________________________________________________________________________

F2____________________________________________________________________________________________

F3________________________________________________________________________________________________

F4________________________________________________________________________________________________

G LOCAL REGULATIONS, including VTS reporting, maximum allowable draft, etc.

G1 __________________________________________________________________________________________________
G2 ________________________________________________________________________________________________
G3 __________________________________________________________________________________________________

H OTHER RELEVANT INFORMATION, including navigational hazards, etc.

H1 _________________________________________________________________________________________________
H2 ________________________________________________________________________________________________
H3 ________________________________________________________________________________________________

*During pilotage, particularly on long passages, circumstances may change which require an alteration from the information provided.

It should be borne in mind that pilots may have their own preferred way of working which may lead to variations. Since in many ports pilots work on a roster system, the actual pilot who will be on the vessel may not be known in advance.

 


form 2

SHIP TO SHORE MASTER / PILOT EXCHANGE (MPX)

A SHIP IDENTITY

A1 Ship's name _________________________________ 
A2 Call sign _________________________________
A3 Flag _________________________________
A4 Ship's agent _________________________________
A5 Year built ______________________________
A6 Type of ship _________________________________
A7 IMO No. ______________________________
A8 Cargo type _________________________________ 
A9 Last port ______________________________

B ADDITIONAL COMMUNICATIONS INFORMATION

B1 Fax No. _________________________________ 
B2 Telex No. _______________________
B3 Other _________________________________

C PILOT BOARDING (state which, if there are more than one)

C1 Date and ETA at pilot station ______________________________________UTC/LT

D SHIP PARTICULARS

Salt water draft

D1 Forward _________________________________ 
D2 Aft _______________________________
D3 Midships _________________________________ 
D4 Air draft ______________________________
D5 Length OA _________________________________
D6 Beam ______________________________
D7 Displacement _________________________________ 
D8 Deadweight _____________________________
D9 Gross tonnage _________________________________
D10 Nett tonnage_____________________________
E ANCHORS

Shackles or meters of cable available

E1 Starboard _________________________________ 
E2 Port ______________________________

F MANEUVERING DETAILS (at current condition), speeds at:

F1 Max. full speed ________________________________
F2 half speed _______________________________
F3 Slow speed _________________________________ 
F4 min. steering speed ________________________
Propeller details

F5 Right/left turning _______________________________
F6 C/P, Yes/No _________________________
F7 Number _________________________________ 
F8 Thrusters fwd. _________________________________ 
F9 Thrusters aft _______________________

G MAIN ENGINE DETAILS G1 Turbine / Motor / Other _________________________________________________________________________
G2 Maximum number of engine starts (if applicable) ________________________________________________
G3 Time from full ahead to full astern _______________________________________________________________

H EQUIPMENT DEFECTS

H1 _________________________________________________________________________________________________
H2 ________________________________________________________________________________________________
H3 ________________________________________________________________________________________________

I ANY NOTABLE CHARACTERISTICS, e.g. berthing restrictions, or maneuvering peculiarities, etc.

I1 _________________________________________________________________________________________________
I2 ________________________________________________________________________________________________
I3 ________________________________________________________________________________________________