How to Prepare a Vessel for Ballast Water Discharge Before Entering a Coastal State's Waters

Before a vessel enters a coastal state's territorial waters, the Master and responsible officer should contact the port state authorities for specific ballast water discharge and reporting requirements, and use the company and local agent to confirm the latest procedures. The vessel must then plan the discharge around those requirements while respecting the safety and operational restrictions in its Ballast Water Management Plan (BWMP), and keep records ready for inspection. This applies to any vessel planning a ballast water discharge in another state's waters, whether or not that state has published specific procedures.

Why preparation has to start before arrival

The BWMP contains procedures to help the Master coordinate ballast discharge in the waters of a coastal state, local government, or other involved party. Quick and effective communication between the vessel and the coastal state or other involved party is vital to mitigating the effects of an unnecessary delay.

Requirements and the roles of national and local authorities vary widely between states and even from port to port. In most coastal states, responsibility for compliance with port state requirements sits with the vessel owner and the vessel. That is why the port state authorities should be contacted for specific ballast water discharge requirements and reporting before the vessel arrives in the port state's territorial waters.

Step 1: Identify whether the coastal state has specific discharge procedures

The actions differ depending on whether the state publishes specific procedures. Use this as your decision point.

If the coastal state has specific procedures for ballast water discharge

1. Follow the agreed reporting procedures.
2. Contact the vessel's agent and/or company to ascertain the latest information on ballast discharge requirements in the waters of the respective state.
3. Ensure the above actions are planned in time, and that safety and operational restrictions are met.
4. Keep proper records and have them readily available for possible inspection.

If the coastal state has no specific procedures for ballast water discharge

1. Contact the vessel's agent and/or company to obtain the latest information on ballast discharge requirements in the waters of the respective state.
2. Carry out the discharge of ballast water as per the Ballast Water Management Plan.
3. Take into consideration the safety and operational procedures related to the discharge.
4. Keep proper records and have them readily available for possible inspection.

Step 2: Get the latest information through the right channels

Information on specific port state procedures can be obtained by consulting the company and the local agent for the latest information and requirements. The Master, together with the responsible officer, should obtain all necessary information in good time and prepare the vessel accordingly.

Treat this as a two-source check:

Because requirements can differ from port to port within the same state, confirm the details for the actual port of call rather than relying on a previous call.

Step 3: Plan around safety and operational limits

When preparing the vessel, take into account the safety and operational restrictions described in the BWMP and its relevant sections. The plan is not only a reporting document; it sets the boundaries within which the discharge can be carried out safely. Planning the reporting and the discharge sequence together avoids a situation where a reporting deadline conflicts with a safe ballast operation.

Step 4: Keep records inspection-ready

In both cases above, the vessel should keep proper records and have them readily available for possible inspection. Records are the evidence that the reporting and discharge followed the agreed procedures, so store them where the Master or responsible officer can produce them without delay.

Common points where preparation fails

• Contacting authorities too late. The port state authorities should be contacted prior to arrival in territorial waters, not after.
• Assuming one port's rules apply to the next. Requirements vary between states and even from port to port.
• Relying on a single information source. Use both the company and the local agent.
• Treating the BWMP as paperwork only. Safety and operational restrictions in the plan and relevant sections must be considered when planning the discharge.
• Leaving records scattered. Records need to be readily available for inspection.

Quick pre-arrival checklist

• [ ] Determine whether the coastal state has specific ballast water discharge procedures.
• [ ] Contact the vessel's agent and/or company for the latest discharge and reporting requirements.
• [ ] Contact port state authorities for specific requirements and reporting before entering territorial waters.
• [ ] Plan reporting and discharge actions in time.
• [ ] Confirm safety and operational restrictions from the BWMP and relevant sections.
• [ ] Prepare and store records for possible inspection.

Reference: Ballast Water Management Plan (BWMP).