Top 5 Shipping Documents You Need During an Emergency

September 23, 2025 By Yodaplus

Emergencies at sea do not wait for binders to be opened or folders to be searched. When time is critical, the right shipping documents can mean the difference between a controlled response and chaos. From engine failures to onboard fires or collision risks, maritime professionals depend on specific documents that guide decision-making, ensure safety, and prove compliance with maritime regulations.

In this blog, we share the top five essential ship documents you should always have ready in any emergency. Staying safe at sea starts with being prepared.

1. Fire Control Plan

Emergencies involving fire require immediate, coordinated action. The Fire Control Plan outlines:

• Locations of firefighting equipment

• Escape routes

• Emergency contact points

• Structural fire zones

This plan is more than compliance. It is a lifesaver. According to SOLAS (Safety of Life at Sea), all ships must carry a detailed and updated Fire Control Plan. In a high-stress moment, this is often the first document the crew will look for.

2. ISM Code Safety Management Certificate

Issued under the International Safety Management (ISM) Code, this certificate proves that a vessel has an approved safety management system in place.

Why it matters in an emergency:

• Shows that the crew has been trained for such situations

• Supports Port State Control inspections after an incident

• Ensures compliance with IMO regulations on operational safety

This document is also reviewed during Sire Vetting or insurance checks following an incident.

3. International Oil Pollution Prevention Certificate (MARPOL)

Environmental threats are emergencies too. Even a small spill requires immediate reporting and action under MARPOL regulations.

This certificate proves that:

• The ship complies with pollution control measures

• Equipment for oil discharge prevention is installed

• Pollution contingency plans are in place

Environmental emergencies bring intense scrutiny under maritime environmental compliance. Quick access to this certificate is essential.

4. ISPS Code Ship Security Certificate

Security breaches such as unauthorized boarding or piracy require a different kind of emergency response. The ISPS Code (International Ship and Port Facility Security Code) sets out global security protocols.

Why it is vital:

• Confirms the ship complies with international security standards

• Provides access to protocols during shipboard threats

• Required under shipping compliance frameworks

It also supports cooperation with Port Authorities and naval security teams when incidents occur.

5. COLREGs and ISGOTT Guidelines

When collisions or navigational conflicts happen, the International Regulations for Preventing Collisions at Sea (COLREGs) and ISGOTT (International Safety Guide for Oil Tankers and Terminals) provide crucial guidance.

They are especially important when:

• Maneuvering in high-traffic zones

• Approaching terminals

• Managing vessel-to-vessel proximity in poor visibility

These guidelines form part of the wider maritime documentation stack that supports safe and effective decision-making under pressure.

Why Accessibility Matters

Even the most detailed ship documents cannot help if they are buried in email chains or locked in offline folders. In an emergency, your crew needs access in seconds, not minutes. This is where document intelligence platforms like OceanDocs make a real difference. By organizing your shipping documentation into a secure, searchable, and audit-ready system, OceanDocs ensures your team can act fast when it matters most.

Final Thoughts

Emergencies do not follow schedules or wait for approval chains. Having these five essential documents at your fingertips is not only a matter of maritime compliance, it is about protecting lives, vessels, and the environment.

OceanDocs helps you prepare with tools that bring together Port State Control readiness, STCW compliance, and real-time access to everything from the Fire Control Plan to ISM Code certificates.