Pilot on Board: What the Vessel Must Do

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Category: Enseñanzas náuticas, formación, cursos

Published on Monday, 09 March 2026 10:12

Written by Administrator2

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Crew responsibilities before, during, and after a pilot boards your ship

QUICK ANSWER: VESSEL RESPONSIBILITIES WHEN TAKING A PILOT

Before the pilot boards:
• Update the passage plan for pilotage waters and brief the bridge team
• Complete the pilot card in IMO standard format with all defects noted
• Rig the pilot boarding arrangement per SOLAS regulation V/23
• Set up VHF communications with pilot, VTS and port authorities

At boarding and MPX:
• Be ready at the agreed time — late boarding cuts time for the exchange
• Carry out a full Master/pilot information exchange (MPX) immediately
• Confirm working language, agree passage plan changes, share ship defects
• Discuss contingency plans and abort points before starting the passage

During pilotage:
► The pilot directs navigation — the bridge team monitors and supports
► Master retains ultimate responsibility for ship safety at all times
► Monitor pilot orders: confirm they are heard, repeated, and executed
► Track position regularly, especially after each course alteration
► Speak up immediately if anything is unclear or feels unsafe

During mooring and tug operations:
• Relay pilot's directions to mooring stations and confirm execution
• Monitor tug communications and report anything not in the working language
• Ensure mooring teams are briefed on tug type, line type and heaving line positions
• Stay out of snapback zones; confirm tow wire status to the bridge

❕ Remember: A pilot on board does not transfer command. The Master is in charge of the vessel's safety at all times — except when transiting the Panama Canal.

PILOTAGE IS A TEAM EFFORT

The moment a pilot steps onto the bridge, a lot of crew members assume the responsibility shifts entirely to that one person. It doesn't. Pilotage is one of the most critical phases of any voyage, and it works only when the whole team — Master, OOW, helmsman, lookout, and the pilot — operate as a coordinated unit.

Pilots bring local knowledge, port-specific ship-handling skills, and familiarity with tug operations in that specific waterway. What they don't bring is ownership of your vessel's safety. That stays with the Master and bridge team regardless of who has the conn.

The five principles of safe pilotage navigation:
• Share — navigation information flows both ways between pilot and bridge team
• Respect — each party acknowledges the other's expertise
• Communicate — throughout the entire passage, not just at the start
• Work together — pilot supported by the crew, crew guided by the pilot
• Stay alert — no relaxing, no assumptions

❕ Important: Where an officer holds a valid Pilotage Exemption Certificate (PEC) issued by the responsible authority, it may not be necessary to engage a pilot. In some ports, remote pilotage from shore is also an option — confirm local requirements well in advance.

PREPARATION: START BEFORE THE PILOT ARRIVES

Most pilotage problems don't start when the pilot steps on the bridge — they start hours before, when preparation is rushed or skipped. A ship that arrives at the boarding ground unprepared is already behind.

The passage plan

The passage plan must already cover navigation in pilotage waters before the pilot arrives. When the pilot boards and suggests changes, the Master should be ready to discuss and agree on amendments. Any agreed changes must also be passed to the OOW — they need to know, not just the Master.

❕ Important: The pre-planned appraisal does not replace a full MPX. The plan is the starting point for the conversation, not the finish line. Conditions change; the MPX reflects the most current picture.

Port authorities may also require advance information before arrival. Be ready to provide:

• Ship particulars (dimensions, draft, freeboard, deadweight)
• Declarations on cargo, stores, crew, passengers and dangerous goods
• Arrival intentions — cargo operations, bunkering arrangements, berthing plans

The bridge team briefing

Before the pilot boards, all bridge team members should know what the pilotage involves and what their specific duties are. Everyone on watch should understand the plan, not just those holding the conn. Set up communications with the pilot station, VTS and port authority early.

The pilot card

The pilot card must be fully up to date — not last voyage's version with a few things crossed out. It should reflect the current condition of the ship. Every defect that could affect manoeuvrability must be listed clearly. The format should follow the IMO standard.

✔ Tip: Don't downplay defects on the pilot card. A defect the pilot doesn't know about is a defect they cannot plan around. Full disclosure protects everyone.

SAFE PILOT BOARDING

The boarding arrangement is a SOLAS requirement, not a courtesy. Many pilots are injured during boarding — and the vessel carries responsibility for ensuring the arrangement is correct.

The ship must have a properly maintained pilot boarding arrangement rigged, checked, positioned and manned in accordance with SOLAS regulation V/23. Local port requirements may add further obligations on top of this.

Boarding arrangement checklist:
► Ladder or transfer equipment maintained and free from defects
► Correctly positioned for the pilot boat's approach
► Adequate lighting if boarding at night
► Personnel stationed at embarkation point
► PPE available for use by the pilot

The pilot should use appropriate PPE and liaise with the Master so the ship is positioned and manoeuvred to allow safe boarding. The pilot may check that the boarding equipment appears correctly rigged before stepping on.

❕ Important: Delays in boarding reduce the time available for the MPX. If the ship is late to the boarding position, the exchange gets rushed — and that's when critical information gets missed.

✔ Tip: If the pilot is boarding by helicopter, consult the relevant guide to helicopter/ship operations — procedures differ significantly from conventional ladder boarding.

Pilot ladder standards and revised boarding arrangement requirements

Pilot ladder requirements under SOLAS regulation V/23 have been updated through successive revisions. Current technical specifications follow three international standards:

• ISO 799-1:2019 — Pilot ladder design and specification
• ISO 799-2:2021 — Maintenance, use, survey and inspection
• ISO 799-3:2022 — Attachments and associated equipment

All pilot ladders must be certified by the manufacturer, inspected before and after each use by a certified deck officer, and included in the vessel's planned maintenance system. Results must be recorded. A replacement ladder must be immediately available on board.

❕ Important: Mechanical pilot hoists are not permitted on vessels fitted or re-fitted on or after 1 July 2012. For older vessels where a shipside door is used for pilot embarkation: such doors must not open outwards. Any door fitted before January 1994 that opens outwards must be modified before it is used for pilot transfer.

Personnel at the boarding station:
► All crew assigned to pilot boarding must have received specific training for this task
► Training includes proper use of PPE — including correctly fitted lifejacket and, where required locally, a helmet
► Practical ladder climb training should be completed by boarding station crew, up to 9 metres in progressively demanding conditions
► All personnel at the station must know MOB recovery procedures and how to execute them

Mandatory equipment that must be at the boarding station before the pilot arrives:
• A lifebuoy equipped with a self-igniting light — ready for immediate deployment
• A heaving line — ready if the pilot needs to send gear up or receive the pilot bag
• Stanchions and adequate handholds at the point of access to the deck

❕ Important: SOLAS V/23 section 7 mandates both the lifebuoy and the heaving line at the boarding station. Industry surveys have found these items defective or absent on a significant number of vessels. Check both before the pilot arrives — not when the pilot boat is already alongside.

Deck party minimum and bridge reporting sequence:
A supervising officer alone is not sufficient. A minimum deck party consists of the supervising responsible officer plus at least one additional crew member, giving the officer the ability to keep the watch while the crew member assists with ladder adjustments or transferring the pilot's personal effects.

The supervising officer must maintain continuous communication with the navigation bridge throughout the transfer. The following sequence should be reported to the bridge at each stage:

► Pilot boat is approaching
► Pilot is on the ladder
► Pilot is safely on board
► Pilot boat is clear of the vessel's side

❕ Important: If there is no one visibly attending the top of the pilot ladder, the pilot will not embark. Confirming that a crew member is at the ladder head — and that the pilot can see them — is the supervising officer's job before the pilot steps off the pilot boat. Do not assume visual contact has been established.

✔ Tip: Post a copy of the IMPA/ICS Boarding Arrangements Poster in the boarding area. It serves as a direct reference for correct rigging and helps crew identify defects before the pilot arrives — not after.

THE MASTER/PILOT EXCHANGE — THE MOST IMPORTANT CONVERSATION

The MPX (Master/pilot information exchange) is the single most critical moment before any pilotage passage begins. Done properly, it gives the pilot what they need and gives the bridge team everything they need to supervise, question, and if necessary — intervene.

Investigations into pilotage incidents repeatedly point to the same root causes: information was not shared, the bridge team didn't know the pilot's intended plan, and an exchange that should have taken place was either rushed or never happened at all.

What the MPX must cover

• Presentation of the completed pilot card
• The passage plan — agreed route, waypoints, abort points, and when deviation may be needed
• Local conditions — weather, water depth, tides, tidal streams
• Traffic conditions in the port approaches
• Ship's manoeuvring info via the wheelhouse poster; the manoeuvring booklet should also be available
• Any unusual handling characteristics, machinery limitations or crew limitations
• Berthing arrangements — tug number, tug type, mooring boat use, mooring arrangements
• Contingency plans and abort points in case of emergency or malfunction
• Confirmation of working language

❕ Important: All defects affecting manoeuvrability must be reported to the pilot during the MPX. Every defect — no exceptions.

✔ Tip: Use the MPX checklist every time. It's not a sign of inexperience — it's how professionals avoid overlooking items under time pressure.

When there is more than one pilot

If additional or trainee pilots are on board, all of them must be part of the MPX. Each pilot's role, responsibility and duty period must be clearly understood by the bridge team before the passage starts. Handovers between pilots during a passage must be communicated to the bridge team when they occur.

Early passage plan sharing

In many ports, pilots or pilotage authorities now send passage plan information to the vessel before arrival. Where this happens, the bridge team should enter the expected route into the onboard systems — including ECDIS alarm settings — before the pilot even arrives. This means the MPX can be quicker, more focused, and the team is already mentally prepared.

❔ Did you know? When pilots use their own electronic chart system (a laptop connected to the vessel's AIS pilot plug), the OOW may have no visibility of the pilot's intended track changes unless the passage has been properly agreed and entered into the ship's own ECDIS. Pre-arrival passage plan sharing addresses this directly.

✔ Tip: After berthing, consider a brief debrief with the pilot. Small observations about how the passage went can meaningfully improve future pilotage operations on the same route.

WHO DOES WHAT ON THE BRIDGE

The pilot directs the ship's navigation. The bridge team supports this — but the chain of accountability remains unchanged. Each role has defined duties that don't disappear the moment the pilot takes the conn.

At all times, the bridge team — including the pilot — must clearly know who has control of steering and propulsion. This is not assumed. It is confirmed.

WHEN THE PILOT TAKES THE CONN

There is a moment at the start of every pilotage that bridge teams often handle too casually: the actual transfer of the conn from the Master to the pilot. This is not a silent handover. It must be spoken clearly — so the helmsman, OOW and every member of the bridge team hears and acknowledges it. The same formality applies when the conn transfers back to the Master.

Once the conn has been transferred, one principle must govern every order on the bridge: closed loop communication. Every order must be confirmed — not assumed.

Closed loop in practice:
► The pilot gives an order
► The person receiving it repeats it back exactly
► The pilot confirms or corrects the repeat-back
► The receiver confirms when the order has been executed

Analysis of 200 navigational accidents found that misunderstandings between the pilot and the bridge team were a contributing factor in 42% of incidents. In many of those cases, the order was given — and then carried out differently — because no one caught the discrepancy at the repeat-back stage. The misunderstanding was not in the original order. It was in the unchecked execution.

❕ Important: Helm orders must always be in degrees. Relative phrases such as "a little to port" are not helm orders. The helmsman repeats back exactly what was ordered, and the pilot or OOW confirms before the wheel moves. Any discrepancy at the repeat-back stage must be resolved before execution — not after.

✔ Tip: Cell phone calls made or received by the pilot during an active manoeuvre are a documented safety hazard. If the pilot is distracted by a personal call at a critical point in the approach, the OOW must complete independent position fixes and alert the Master immediately. Do not wait for the call to finish.

BRIDGE TEAM DUTIES DURING PILOTAGE

Having the pilot on board doesn't reduce the workload of the bridge team. If anything, it makes proper monitoring more important — because the team must track both what the pilot is doing and what the ship is doing in response.

The bridge team must have enough people to handle all of the following:
• Operating navigation equipment and advising the pilot
• Monitoring the pilot's actions and those of other team members
• Tracking ship progress against the passage plan — position fixes after every course alteration
• Monitoring UKC throughout the passage
• Checking verbal orders from the pilot and confirming correct execution
• Watching ROT, rudder angle and RPM indicators when helm and engine orders are given
• Identifying misunderstandings and seeking immediate clarification when in doubt
• Advising the Master if there is any concern about the ship's safety

❕ Important: If something doesn't look right, say so immediately. The bridge team is not there to silently observe — they are there to contribute, monitor, and intervene when necessary.

✘ Do not: Assume the pilot has all the information they need. Unusual handling characteristics, machinery limitations or crew restrictions that emerged after the MPX must be reported promptly.

THE PILOT'S DUTIES — WHAT TO EXPECT

Knowing what the pilot is supposed to do helps the bridge team recognise when something has gone wrong or when they need to step in. The pilot is not an autonomous actor — they operate within the bridge team structure.

Throughout the pilotage, the pilot must:

• Use the agreed working language; use IMO Standard Marine Communication Phrases (SMCP) when directing the bridge team
• Understand each bridge team member's role and responsibilities
• Apply the manoeuvring information provided during the MPX
• Respond to questions, information and advice from the team
• Inform the team in good time of any failures or deficiencies — such as a tug being unavailable
• Keep the team updated on passage progress and any need to deviate from the plan
• Notify the team whenever a pilot handover between individuals occurs

✔ Tip: The Master has the right to request a replacement pilot if they consider it necessary. This is a recognized right — use it if there is genuine concern about the pilot's fitness or performance.

❕ Important: A pilot may refuse to conduct a pilotage if the ship poses a danger to navigation safety or the environment. If refused, the pilot must report the reason to the appropriate authority.

MANOEUVRING AND MOORING — BRIDGE TEAM'S ACTIVE ROLE

When the ship starts closing in on the berth, the pace picks up fast and the coordination between the bridge, pilot, tugs, mooring boats and the mooring stations becomes critical. This is exactly when gaps in communication cause damage.

Who operates the controls?

Before mooring begins, the pilot and Master must agree on how and when the pilot may operate the ship's controls directly — main engine, helm, thrusters. If the pilot is not fully familiar with the propulsion system or its controls, the Master or OOW should retain control of those systems. Agreement in advance avoids hesitation at the critical moment.

Supporting the pilot during mooring

The bridge team must:
► Ensure the pilot's directions reach the mooring stations and are carried out correctly
► Confirm that mooring stations are providing feedback to the bridge
► Tell the pilot when directions have been executed — or when something was missed or a problem exists

✘ Do not: Leave the pilot guessing about what has happened on the mooring deck. Feedback from the stations is essential — the pilot is making decisions based on it.

TUGS AND MOORING BOATS — WHAT EVERYONE NEEDS TO KNOW

Tug operations tend to be treated as routine. That assumption leads to poorly briefed mooring parties, delays at critical moments, and in some cases, injury. The master-pilot exchange must cover tugs specifically.

What the pilot tells the Master

• Whether the vessel will use ship's lines or tug lines
• Type of tow wire — steel or synthetic, size
• Method of getting the tow wire on board (heaving line, messenger, lowered line)
• Position for passing the heaving line and the correct fairlead
• Maximum speed for tug securing — so the bridge can monitor
• Bollard pull of each tug
• VHF channels for working with the tugs

What the Master tells the pilot

• Safe working load of mooring and towing equipment
• Which fairleads are suitable for securing tugs — especially if they are off-centre
• Pushing point strength if known; if the hull has a reinforced belt, say so
• Any limitations that affect how the tug can be secured

❕ Important: Tug communications with the pilot must be monitored and checked. If orders to tugs and mooring boats are given in a language other than the ship's working language, the pilot must inform the bridge team of what was ordered. Report any concerns to the Master.

✔ Tip: Crew on the mooring deck should know well in advance: which bollards will be used for tugs, how the messenger line leads to the warping drum, and how the tow wire will be stopped off. If there has been a crew change, the new crew must familiarise themselves with the mooring equipment before taking stations for the first time.

✘ Do not: Endanger tugs or mooring boats through the ship's movements — especially when making fast or letting go.

HANDLING TUG LINES SAFELY

Tug line operations are among the most common sources of personal injury during port operations. Understanding the practical safety rules for handling tow wires is not optional.

• Always wear leather or equivalent working gloves when handling a tow wire — never cotton
• Overalls must be tight-fitting — loose clothing around wrists and ankles is a hazard
• Always grab a tow wire from above, never from below — if you need to release quickly, letting go upward with gravity does the work
• Know where the snapback zones are and mark them on deck permanently if possible
• Once the tug is secured, all crew stand clear of snapback areas
• Never throw a thick messenger line to the tug instead of a proper heaving line — the weight can injure the tug crew and two messenger lines are harder to tie together
• Always warn the tug crew before sending the heaving line across
• Have a second heaving line ready in case the first ends up in the water
• The officer in charge must maintain visual contact with the tug throughout securing, enabling hand signals

❕ Important: Stern tow wires must always be released in a controlled way — in coordination with the tug crew, slacked away using the messenger line. Releasing in one motion will almost certainly put the wire in the tug's propellers.

✔ Tip: Where bulwarks are high and the tug crew cannot see the deck, one person must be permanently positioned at a visible location for hand signalling. Always confirm to the tug before they apply power — and confirm tow wire status to the Master: secured, in the water, propeller clear.

INTERACTION WITH THE SHIP'S SYSTEMS

The bridge team should understand the physical effects of interaction — between ships, between ship and tug, and between the ship and fixed structures during manoeuvring. These forces are real and act fast in confined water.

Five factors consistently show up in contact damage incidents in port. Understanding them helps the team prepare and intervene earlier:

✔ Tip: It is always better to abort and make a second attempt than to commit to a manoeuvre that is clearly going wrong. The Master must not hesitate to speak up, advise, or abort if uncomfortable with how the approach is developing.

PILOT ERROR — THE MASTER MUST BE READY TO ACT

Pilots prevent far more accidents than they cause. But they do make mistakes. When a pilot boards, there can be a tendency — even among experienced officers — to let the pilot's authority override their own professional judgment. That can be dangerous.

The bridge team is not there to silently execute orders. The OOW must feel able to question, raise concerns, or alert the Master. If the atmosphere on the bridge makes that difficult, that atmosphere itself becomes a safety hazard.

Key points when a pilot has the conn:
• Monitor approach speed and angle against expected parameters
• If shore Doppler or distance-to-berth systems are unavailable, maintain independent distance checks
• The Master is in command at all times — except during Panama Canal transits
• Don't wait too long to intervene if something isn't right
• An aborted approach is always recoverable — a collision may not be

❕ Important: If the pilot's approach angle or speed clearly deviates from safe parameters, the Master must intervene. The vessel's owners and crew — not the pilot — bear the consequences of what happens to that ship.

✘ Do not: Allow an authoritative pilot presence to create a bridge atmosphere where the OOW or Master cannot challenge decisions. Silence in the face of a clear mistake is its own failure.

PILOT FATIGUE — THE RISK YOU CANNOT SEE

Pilots are not subject to the mandatory rest hour requirements that govern watchkeeping officers under STCW Chapter VIII. There is no international framework that limits how many hours a pilot may work before boarding your vessel. The bridge team therefore has no automatic assurance that the person directing the approach is properly rested.

Pilot work is inherently irregular. Night operations, unpredictable call-out times and multiple vessels in a single shift are routine in busy ports. Documented cases exist of pilots completing more than 36 consecutive hours of work before boarding — without any regulatory authority or port body having visibility of that situation.

What the bridge team can and should do:
• Observe the pilot's behaviour during the MPX — hesitation, repeated questions on information already given, or unclear responses are worth noting
• If the Master has genuine concern about the pilot's alertness or fitness to conduct the pilotage, they have the right to request a replacement and must be willing to exercise it
• Where no replacement is available, the Master must increase bridge vigilance and be explicitly prepared to take the conn back
• Never assume the pilot is fully functional simply because they have presented themselves at the boarding arrangement

❕ Important: Pilot fatigue does not announce itself. A pilot who has slept poorly or worked excessively may appear composed at the MPX and become progressively impaired as the approach develops. Monitoring for this is part of the bridge team's job — alongside monitoring the ship's track.

SPEAKING UP — CULTURE, PRESSURE AND THE IMO STANDARD

One of the most consistently identified root causes in pilotage incidents is not ignorance of what to do — it is the failure to say it out loud. Bridge teams recognise that something is wrong. They do not speak. The pilot gives an order that contradicts the agreed plan. No one questions it. The moment passes — and so does the opportunity to prevent what follows.

Several pressures make this harder than it looks:

• Cultural barriers: In many seafaring cultures, challenging someone in a position of authority or external expertise is deeply uncomfortable. Crew may be reluctant to question a pilot's decision even when they are more familiar with their own vessel's behaviour than the pilot is. Bridge resource management training must name this barrier explicitly and practice working through it.
• Commercial pressure: Terminals and charterers sometimes apply speed pressure that reaches the bridge. In some ports, pilots are financially incentivised to complete pilotages quickly. Too few or undersized tugs may be accepted without challenge because of those pressures. Resisting this is part of the Master's responsibilities — not optional.
• Authority gradient: A confident, experienced pilot can unconsciously establish a bridge atmosphere where officers feel it is not their place to raise concerns. That atmosphere is itself a navigational hazard.

The IMO Code of Nautical Procedures and Practices is clear: if the OOW is in any doubt about the pilot's actions or intentions, the OOW shall seek clarification from the pilot. If doubt still exists after that clarification, the OOW shall notify the Master immediately.

❕ Important: The company's Safety Management System should contain specific written procedures for how the Master and bridge team are expected to interact with pilots on board. The absence of such procedures is a safety gap — and a potential finding during port state control inspections.

✔ Tip: For any narrow channel passage, mark the expected wheel-over points on the chart and on the radar display before the approach begins. If the pilot has not reached a wheel-over point without explanation, that is the moment to raise it — before the next waypoint is on top of you, not after.

✔ Pro-tip: Your crew knows your ship's manoeuvring characteristics better than any pilot. If the pilot's intended approach doesn't match how you know the vessel responds — in shallow water, with a strong beam wind, or in significant current — say so immediately. This is not overriding the pilot's authority. It is using the team.

WHAT REAL INCIDENTS CONFIRM

Post-incident analysis of pilotage groundings, collisions and contact damage events repeatedly surfaces the same gaps. The cases differ in location and vessel type — the contributing factors are nearly identical every time.

• Excessive approach speed combined with an undiscussed docking plan during the MPX — the bridge team assumed the approach was agreed; the pilot assumed a discussion wasn't needed yet. Result: contact damage at the terminal.
• Pilot using a personal course book not shared with or verified by the bridge team — the OOW was focused on the helmsman, not on independent position tracking. The turn was missed.
• Master leaving the bridge during the critical phase of the approach — even briefly to change uniform. Pilot made decisions without oversight. The Master returned too late to intervene.
• No agreed passage plan for a night passage through a confined channel under commercial pressure — pilot gave helm orders that were inadequate for the speed and conditions, and no one challenged them independently. Grounding.
• Pilot communicating all tug orders in a local language unfamiliar to the bridge team — no translation requested, no verification that the tugs had been told what was expected. Tug response did not match the Master's expectation at the critical moment.

Actions these incidents directly support:
► Mark wheel-over points on the chart AND on the radar screen before the approach — written and displayed, not mentally noted
► The OOW must independently verify the ship's position before every course alteration — not simply confirm that the helmsman responded to the pilot's order
► The pilot's personal navigation tools — laptops, personal chart systems, personal course books — do not replace the vessel's agreed passage plan. If the pilot appears to be navigating from a source the bridge team cannot see and has not verified, raise this at once
► Demand that all communications to tugs and mooring boats are relayed to the bridge in the working language. If the pilot does not do this voluntarily — stop and request it. The bridge team must know what the tugs have been ordered to do
► The Master must remain on the bridge throughout every critical phase of the pilotage. If departure from the bridge is genuinely unavoidable, the OOW must be fully briefed with a responsible officer placed in charge, and the Master must return before the next critical point
► Approach speed must be cross-checked against the agreed plan at every stage. If the speed is clearly too high for the conditions — say so immediately

❕ Important: The bridge team is not a passive observer during pilotage. Active, continuous verification that what is unfolding matches the agreed plan — and readiness to intervene when it does not — is the team's core function throughout any pilotage passage.

AFTER BERTHING — THE OUTBOUND PLAN

Once the ship is alongside, most crews mentally close the pilotage chapter. But the next departure has already begun. The outbound passage plan can be discussed with the pilot right after berthing — they have the local knowledge fresh and can contribute usefully to the appraisal and planning stages.

❕ Important: A discussion after berthing does not replace the full MPX before departure. A complete exchange must still take place before the ship leaves the berth — conditions, traffic, and ship status may all have changed.

PILOT DISEMBARKATION — THE VESSEL'S DUTIES CONTINUE

When the pilot steps away from the conn after berthing, the crew's responsibilities in connection with the pilot are not over. The disembarkation is a continuation of the pilot operation — and certain duties belong specifically to the vessel throughout it.

Before the pilot leaves the bridge

Before departing the bridge, the pilot should brief the Master on all relevant information for the vessel's subsequent movements: nearby traffic, any navigational hazards, and the lee requirements the vessel must maintain while the pilot descends to the pilot boat. This briefing is the pilot's obligation — but it is the Master's responsibility to receive it and to ensure the vessel acts on it.

While the pilot is descending and transferring:
► Maintain the agreed course and speed to keep the lee for the pilot boat throughout the descent
► Hold communications with the supervising officer at the pilot ladder position
► Do not alter course or speed until confirmation is received that the pilot is on the pilot boat and the boat is clear

The supervising officer at the ladder must report the following sequence to the bridge before the vessel is free to resume normal navigation:

► Pilot has left the bridge and is en route to the access position
► Pilot boat is alongside
► Pilot is on the ladder
► Pilot is on the pilot boat
► Pilot boat is clear of the vessel's side

After the transfer is complete, the pilot boat coxswain will call the vessel by VHF to confirm they are clear and that the vessel may resume its passage. The vessel should not alter course in a way that jeopardises the pilot boat before this confirmation is received.

❕ Important: Disembarkation is consistently highlighted in safety reviews as the riskier of the two operations. Descending a ladder is harder to judge safely than climbing. The vessel must hold the lee and hold the speed with the same discipline required for the embarkation — not as a courtesy, but as a SOLAS operational obligation.

✔ Tip: When speed needs to be carried for safety of navigation and the pilot transfer cannot be made under ideal conditions, the pilot has the right to determine whether it is safe to proceed. If there is any doubt, the transfer should be postponed — a delay is always recoverable; a fall from the ladder may not be.

PILOTAGE EXEMPTION CERTIFICATES AND DEEP SEA PILOTS

Where pilotage is compulsory, a ship must engage a pilot unless an officer on board holds a Pilotage Exemption Certificate (PEC) issued by the authority for that specific port or pilotage area. A PEC holder takes on the duties and responsibilities of a pilot while simultaneously providing local knowledge to the rest of the bridge team. Holding a PEC does not prevent the Master from requesting a licensed pilot if they feel it is necessary.

Deep sea pilotage is a service for navigation in confined and busy waters where local route expertise matters. IMO resolutions strongly advise using deep sea pilots in certain areas. Companies and Masters should have a clear rationale if choosing not to embark a recommended deep sea pilot — and that rationale should be documented.

✔ Tip: Always confirm local pilotage requirements before arrival at any new port. Compulsory pilotage, PEC validity zones and deep sea pilot recommendation areas are port-specific and regularly updated.

THE "WHAT IF" HABIT — DON'T PLAN ONLY FOR WHAT'S EXPECTED

The incidents that catch ships off guard are almost never the ones that were planned for. They're the scenarios that seemed unlikely — until they happened. Building a "what if" mindset into every passage, every approach, and every anchorage period makes the difference between a team that reacts and a team that leads.

Common scenarios to pre-think during pilotage:
• What if the pilot misses the turn in the channel?
• What if a tug becomes unavailable mid-approach?
• What if the steering gear malfunctions at the point of no return?
• What if wind conditions change just as the final approach begins?
• What if the pilot's intended route differs from what was agreed?

❔ Did you know? Many serious bridge incidents begin not as emergencies, but as situations where the potential for harm was visible — and not acted on. Bridge resource management training addresses this by reinforcing the importance of team awareness. But training works only if the team actually speaks up when something looks wrong.

✔ Tip: Pre-arrival drills and equipment tests should specifically include scenarios related to manoeuvring failures. Knowing how to deploy anchors as a backup, and actually practicing it, puts that option in reach during a real emergency.

FAQ

❔ Does the pilot take over command of the vessel?
No. The pilot directs navigation, but the Master retains ultimate responsibility for the safety of the ship and prevention of pollution at all times. The only exception is during transits of the Panama Canal.

❔ What if the pilot refuses to conduct the pilotage?
A pilot may refuse if they believe the ship poses a danger to navigation safety or the environment. The refusal reason must then be reported to the appropriate authority for further action.

❔ Can the Master ask for a different pilot?
Yes. The Master has the right to request a replacement pilot if they consider it necessary.

❔ What language should be used during pilotage?
The working language must be confirmed during the MPX. The pilot must use that language — or IMO Standard Marine Communication Phrases (SMCP) — when directing the bridge team.

❔ What should the bridge team do if they disagree with the pilot?
Raise the concern immediately — to the pilot directly, and to the Master. The bridge team must never remain silent when they doubt the safety of the ship's navigation. If the approach is going wrong, the Master must be ready to intervene and abort.

❔ Does the MPX replace the passage plan?
No. The passage plan is prepared in advance and covers navigation in pilotage waters. The MPX updates and confirms it using the most current information available when the pilot boards.

❔ What if weather deteriorates while at anchor waiting for the pilot?
The Master should not wait passively. Anchoring equipment has design limitations — it is intended for temporary mooring in sheltered conditions, not for holding in exposed weather. If conditions deteriorate, the decision to weigh anchor and put to sea should be made early, not as a last resort.

❔ Are tug operations automatically covered in the MPX?
They should be, but often are not. Tug operations tend to be treated as routine. The MPX must specifically cover tug type, lines, bollard pull, VHF channels and mooring deck procedures — and the Master must pass that information to the mooring party.

❔ Is the pilot subject to rest hour regulations?
No. Pilots are not covered by the rest hour and watch schedule requirements of STCW Chapter VIII. There is no international limit on how many hours a pilot may work before boarding. Bridge teams cannot assume the pilot is fully rested. The Master has the right — and in appropriate circumstances the obligation — to request a replacement pilot if there is genuine concern about the pilot's alertness or fitness for duty.

❔ What does "closed loop communication" mean during pilotage?
Every order given on the bridge must be repeated back exactly by the person receiving it, and confirmed correct by the person who gave it — before it is carried out. If the repeat-back differs from the original order, the discrepancy must be resolved before the wheel moves or the engine responds. This standard applies to all helm and engine orders throughout the pilotage.

❔ What if the pilot is navigating from a personal chart system or course book?
The pilot's personal navigation tools do not replace or override the vessel's agreed passage plan. If the pilot is directing from a source the bridge team cannot see and has not verified, the OOW must raise this immediately — asking the pilot to confirm that the route in use is consistent with the agreed plan and, where technically possible, to transfer it to the ship's ECDIS. Never proceed on an unverifiable navigation reference.

GOOD TO KNOW

• The MPX checklist format and pilot card format are based on IMO standard templates. Both should be used consistently on every pilotage — not just when the port authority asks for them.
• Class rules for anchoring equipment specify minimum requirements only. Anchoring equipment is designed for temporary mooring in sheltered conditions, not for holding a vessel in exposed weather or stopping a drifting ship.
• In some areas, pilots send passage planning information to vessels before arrival — making use of this allows the ECDIS passage to be pre-loaded and safety alarms to be configured before the pilot even boards.
• When anchoring in congested areas, never anchor in a traffic separation scheme (TSS) or precautionary area — this is a COLREG violation. Subsea cables and pipelines near anchorage grounds should always be checked on the chart before letting go.
• The pilot may bring their own electronic chart system on board and connect it to the vessel's AIS pilot plug. This does not mean the vessel's own systems are following the same track — the MPX must ensure both systems are aligned.
• A vessel in ballast presents significantly more windage than the same vessel at full load. Anchoring and manoeuvrability in that condition must be assessed accordingly — the calculations used by class societies for anchoring equipment are referenced to the summer load waterline.
• Pilots report to the appropriate authority any accident or near miss during a pilotage, any circumstances affecting navigational safety, and any irregularities with navigational lights, shapes or signals on board.
• A study of 262 pilot-involved P&I claims found an average incident cost of approximately USD 850,000 per claim. Groundings were the most expensive category at an average of USD 7.85 million per incident. The majority of all claims — around 65% — arose from contact damage events involving fixed or floating objects, not from major groundings or collisions. Most of these represent avoidable incidents during the final approach and mooring phase.
• IMO Recommendation MSC.138(76) specifically addresses navigation in the Baltic Sea entrances, including the Great Belt. Of 22 recorded groundings in the Great Belt over a three-year period reviewed in that recommendation, not one vessel had a pilot on board at the time. The statistical case for taking a pilot wherever one is available and conditions warrant is clear.
• Pilot ladder inspection is mandatory before and after each use, performed by a certified deck officer, with results recorded. ISO 799-2:2021 governs the maintenance, use and inspection process. All ladders must be included in the vessel's planned maintenance system, and at least one replacement ladder must be available and accessible on board at all times.

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