Top 5 Shipping Documents You Need During an Emergency

August 1, 2025 By Yodaplus

Emergencies at sea don’t wait for you to dig through binders or browse folders. 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 rely on specific documents that guide decision-making, ensure safety, and prove compliance with maritime regulations.

In this blog, we break down the top 5 essential ship documents you should always have ready in any emergency scenario, because staying safe at sea starts with staying 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 not just for 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 reach for.

 

2. ISM Code Safety Management Certificate

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

Why it matters in an emergency:

• It shows that the crew has been trained for such situations 
• It supports Port State Control inspections post-incident 
• It ensures you meet IMO regulations on operational safety 

This document is often reviewed during Sire Vetting or insurance investigations after an incident.

 

3. International Oil Pollution Prevention Certificate (MARPOL)

Environmental threats are emergencies too. A spill, even a small one, requires immediate reporting and action under MARPOL regulations.

This certificate proves:

• Your ship is compliant with pollution control measures 
• Equipment for oil discharge prevention is installed 
• Pollution contingency plans are in place 

Environmental emergencies invoke intense scrutiny under maritime environmental compliance, so quick access to this certificate is essential.

 

4. ISPS Code Ship Security Certificate

Security breaches, such as unauthorized boarding or piracy, call for a completely different kind of emergency response. The ISPS Code (International Ship and Port Facility Security Code) outlines global security protocols.

Why it’s vital:

• Confirms your ship complies with international security standards 
• Provides access to protocols during shipboard threats 
• Required under shipping compliance frameworks 

It also plays a key role in cooperation with Port Authorities and naval security teams.

 

5. COLREGs and ISGOTT Guidelines

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

These documents are especially important when:

• Maneuvering through high-traffic zones 
• Approaching terminals 
• Managing vessel-to-vessel proximity under poor visibility 

They form part of a broader maritime documentation stack that supports safe decision-making under pressure.

 

Why Accessibility Matters

Even the most detailed ship documents won’t help if they’re buried in email chains or locked in offline folders. In an emergency, your team needs access in seconds, not minutes. This is where document intelligence platforms like OceanDocs by Yodaplus can make a real difference by organizing your shipping documentation into a secure, searchable, audit-ready system.

 

Final Thoughts

Emergencies don’t follow office hours or wait for approval chains. Having these five essential documents at your fingertips is not only a matter of maritime compliance; it’s about protecting lives, vessels, and the environment.

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

Explore OceanDocs: Your ship’s smart document companion.