Obtaining a Seaman’s Service Book in Ukraine – Procedure Effective from September 2024
The procedure for obtaining a Seaman’s Service Book in Ukraine from September 2024 is regulated by the new Cabinet of Ministers’ Resolution No. 1000, which changed the process of issuing this important document. The Seaman’s Service Book is necessary for confirming qualifications and accounting for the sailor’s work experience on vessels. This article discusses the key stages and requirements of the new procedure for obtaining the Seaman’s Service Book (SSB).
Step 1: Application Submission
There are two ways to submit an application for a Seaman’s Service Book:
- Through the Diia Portal (online): The application is submitted through the Diia Portal, where you need to fill out the form and sign it using a qualified electronic signature.
- In paper form: The application can be submitted in person or sent by mail to the Administration of the Shipping or the State Enterprise “Service Center of Maritime and River Transport”:
- Address of the Administration of Shipping: 14, Beresteisky (Victory) Ave., Kyiv, 01135, Ukraine.
- Address of the State Enterprise “Service Center of Maritime and River Transport”: 25, Preobrazhenska Street, Odessa, 65082, Ukraine.
Sample application form for obtaining a Seaman’s Service Book:
plaintextКопировать кодAppendix 11
To the Regulation
APPLICATION
For obtaining a seaman's service book
Head of the Administration of Shipping
___________________________________________
(full name, surname, patronymic of the applicant)
______________________________________
(unique number from the Unified State Demographic Register of the applicant)
______________________________________
(contact phone number and email address of the applicant)
APPLICATION
I request the issuance of a seaman's service book.
Attached are the copies of:
Order number | Document name | Document number | Date of issue
Document data (issued since 2000):
____________________________________________________
(series, number, who and when issued)
___ _______________20___
(signature of the applicant)
What is a Unique Demographic Number? The Unique Record Number in the Unified State Demographic Register (ESDR) is a unique code assigned to every Ukrainian citizen when biometric documents (passport, ID card) are issued. This number is used for identifying the person in the system and must be provided in the application for obtaining a Seaman’s Service Book when available.
Step 2: List of Documents for Obtaining a Seaman’s Service Book
To obtain a Seaman’s Service Book, the following documents must be provided (according to Cabinet of Ministers Resolution No. 1000):
- A copy of the seaman’s identity document or another document confirming Ukrainian citizenship, or a passport or residence permit for foreigners.
- Two photographs (3.5×4.5 cm) on matte paper, clearly showing the head and shoulders (the head should occupy 70-80%, and shoulders 20-30%).
- A copy of the professional diploma or certificate confirming qualifications, or a document confirming maritime education.
- Receipt for the payment of the Seaman’s Service Book blank (costs 245.28 UAH). Current payment details can be found here.
- A guarantee letter for the postal service payment. If the service book will be sent by mail, a guarantee letter must be provided with the New Post office details and confirmation of the payment for delivery services.
Important Note: Copies of documents attached to the paper application must be certified by the applicant. Each document should have “Verified with the original,” date, and signature.
Address for Sending Documents: Documents can be sent via any postal service operator, such as “Ukrposhta” or “Nova Poshta.” The address for the Administration of Shipping is:
- State Service of Maritime and Inland Waterway Transport and Shipping of Ukraine, 14 Beresteisky Ave., Kyiv, 01135.
Sample Guarantee Letter:
plaintextКопировать кодGuarantee Letter
To the Head of the Administration of Shipping
_________________________________________
(full name of the applicant)
I, ___________________________________, request that my Seaman’s Service Book be sent to the following address:
_________________________________________
(full address, including postal code and city)
New Post office number: ____
I will cover the delivery costs.
Date: _______________________
Signature: ______________________
Step 3: Application Processing Times
The application will be processed within 7 working days from submission. After that, a decision will be made about issuing the Seaman’s Service Book or rejecting the application.
Step 4: Receiving the Seaman’s Service Book – By Mail or In-Person
After a positive decision, the Seaman’s Service Book will be issued within one working day. Sailors can receive it:
- In person at the Administration of Shipping or the Service Center of Maritime and River Transport.
- By mail, using services such as “Ukrposhta” or “Nova Poshta.” The delivery address must be provided in the application. A representative can collect the book if the applicant is abroad.
Step 5: Electronic Notification
Once the Seaman’s Service Book is ready, you will receive an electronic notification via email and the Diia Portal.
Step 6: Reasons for Rejection
The application can be rejected for the following reasons:
- Incomplete set of documents.
- Errors in the application that were not corrected.
- Application submitted by an individual who is not eligible to receive the Seaman’s Service Book (e.g., minors).
Conclusion
The procedure for obtaining a Seaman’s Service Book in Ukraine has been simplified from September 2024 due to the introduction of digital tools and clear instructions for submitting documents. It is important to carefully follow the requirements and properly complete the documents for a successful application. This will not only simplify the process but also help avoid possible delays or problems related to incomplete or incorrect documentation.
For more details, please refer to our article: How to Obtain a Seaman’s Passport in Poland.