Seaman's Service Book (Before the Adoption of Resolution No. 1000 from 30.08.2024)

Procedure for Obtaining a Seaman’s Service Book in Ukraine

The validity of a seaman’s service book is not limited, which means that sailors can continue using their documents regardless of when they were issued. Therefore, if you already have a service book obtained during the period of the “seaman’s office,” you will not need to get a new one. It is important to note that all records of service, entered in the old-style service book and certified with the captain’s signature, will be recognized and counted.

For sailors receiving a new-style service book, it is necessary to follow the updated rules for entering records, which were established by the Ministry of Infrastructure order No. 535 of June 23, 2023. These changes are aimed at further simplifying and standardizing the process of maintaining maritime documents.

Issuance and Receipt of a New Seaman’s Service Book

To successfully apply for and receive a new Seaman’s Service Book (SSB), sailors must provide a specific set of documents. The completeness and accuracy of the documentation provided is crucial, as any shortcomings can delay the process of receiving the service book. Below is a detailed list of required documents for obtaining a service book, whether for experienced sailors or students/cadets who wish to join the maritime profession.

General List of Documents for Obtaining a Seaman’s Service Book (SSB):

Application for Issuance of SSB: The application must be correctly filled out in accordance with the established form, available on the official website of the Maritime Administration or through the service portal.
Copy of the Ukrainian Passport: A clear copy of the passport pages with personal information must be provided.
Copy of Seaman’s Passport (if applicable): If a seaman’s identity document has been issued, a copy is required.
If no seaman’s passport is available, a copy of the international passport must be attached to ensure proper spelling of the sailor’s name in Latin characters.
Copy of the Diploma or Certificate confirming qualification or documents showing maritime education. This could be a diploma from a maritime educational institution or certification from additional professional courses.
Two 3×4 cm photographs (white shirt).
Payment receipt for the SSB document: As of the time of writing, the cost for the document is 245.28 UAH. A confirmation of payment must be provided. Bank details can be found here.
Guarantee Letter for Delivery Payment Services: To receive the service book by mail, confirmation of payment for courier services must be provided.
Unique Record Number from the Unified State Demographic Register (if applicable) for the applicant. This is the number from the international passport, formatted as YYYYMMDD-XXXXXX.

Additional Documents for Students/Cadets:

Copy of the Specialist Certificate for Initial Safety Training: For those who have not started their career as sailors but have already undergone the relevant safety training.
Copy of Certificate from a Ukrainian Maritime Educational Institution confirming enrollment or successful completion of studies.

It is important that all document copies be certified (signed) by the applicant (correct copy, date, and signature on each page). This confirms the authenticity of the submitted documents and is a mandatory requirement for their acceptance and processing by the Maritime Administration.

Shipping Address for Receiving the Service Book

The completed application package can be sent via any postal operator from abroad or within Ukraine (“Ukrposhta,” “Nova Poshta,” etc.) to the address of the Maritime Administration: 14 Berestyansky Avenue (Victory), Kyiv, 01135, Ukraine.

Receiving the Service Book

To receive the Seaman’s Service Book through “Nova Poshta,” the guarantee letter must include the delivery address. This means filling out the following fields:

Full delivery address, including postal code and city (only for Ukraine).
The “Nova Poshta” office number where the package should arrive.
Full name of the applicant for clear identification.
Additionally, the applicant must confirm that the payment for the delivery will be covered by them.

If you are outside Ukraine, a relative can be indicated as the recipient, and they can send the service book to you via a different courier in your country.

The usual processing time for the SSB is around 10 working days, but as of March 2024, the processing time is 3-4 weeks.

Important Notes:

It is no longer possible to order the service book through the “Seaman’s Office” as it is no longer valid.
Keep an eye on the official website of the Maritime Administration or other official sources for updates. Legislative changes may modify the list of necessary documents or the procedure for submission.

In conclusion, paying attention to the document submission process and following all requirements and recommendations will ensure a successful application for the Seaman’s Service Book. This will not only streamline the process but also help avoid delays or issues related to incomplete or incorrect documentation.

Also, we recommend reading our article on how to obtain a seafarer’s passport in Poland at the following link: https://ukrsea.com/oformlenie-pasporta-moryaka-v-polshe/