Guidance

How to apply for a safe manning document

Guidance on how to apply for a safe manning document and/or exemption for UK registered vessels

• From: Maritime and Coastguard Agency
• Published: 8 September 2020
• Last updated: 21 May 2024 — See all updates

Overview

All United Kingdom (UK) seagoing Merchant vessels of 500GT or more must hold a Safe Manning Document specifying the minimum manning levels. A Safe Manning Document is also mandatory for all UK flagged yachts (excluding pleasure vessels not engaged in trade) over 24m, regardless of GT. Owners and operators of other ships below 500GT may find it advantageous to hold a Safe Manning Document.

Fishing vessels can also obtain a Safe Manning Document to demonstrate the required areas outlined in ILO Work in Fishing Convention (ILO 188). Please see here for further details

All vessels must be adequately manned for their safe operation, with due regard for the nature of their operation and their location.

Merchant vessels

The Merchant Shipping (Standards of Training, Certification and Watchkeeping) Regulations 2022 specify the current requirements for safe manning of Ships over 500GT and you are advised to read these and the advice given in Merchant Shipping Notice MSN 1868 (M) Amendment 1, MSN 1877 (M) Amendment 2, MSN 1841 (M) Amendment 1, Resolution IMO A1047(27) - Principles of Minimum Safe Manning and MGN 610 (M+F) before completing this application.

To apply for a Safe Manning Document for a Merchant vessel please complete the application form MSF 4227 and submit this by email to safemanning@mcga.gov.uk with the following documents/information:

• Certificate of Registry

• Confirmation of the date the Safe Manning Document is required by

• Details of and a copy of the SMD held by any sister ships on the UK Ship Register

• A General Arrangement Plan, unless a sister ship is already on the UK Ship Register.

The fee for a Merchant vessel SMD application is £199 and can be made payable via the GovPay online payment facility

Large yachts (over 24m)

In line with the Red Ensign Group Yacht Code, a Safe Manning Document is mandatory for all UK flagged yachts (excluding pleasure vessels not engaged in trade) over 24m, regardless of GT.

Guidance on the required minimum manning and certificates to be held for Yachts over 24m can be found in:

• section 13 of MSN 1858 Amendment 1 (UK Requirements for Deck Officers on Large Yachts)
• Large Yacht Manning Levels (UK Requirements for Engineer Officers on Large Yachts).

You are advised to read these documents and the guidance contained within before completing this application.

To apply for a Safe Manning Document for a Yacht operating under the REG Yacht Code, please complete the application form MSF 4208 and send this by email to safemanning@mcga.gov.uk with the following documentation:

• Certificate of Registry

• Confirmation of the date the Safe Manning Document is required by

• Details of and a copy of the SMD held by any sister ships on the UK Ship Register

The fee for a Large Yacht SMD application is £199 and can be made payable via the GovPay online payment facility

Workboat and High Speed Offshore Service Craft

To apply for a Safe Manning Document for a Workboat and/or High Speed Offshore Service Craft, please complete the application form MSF 3914 and submit this to us by email: safemanning@mcga.gov.uk

Please include the following documentation:

• Certificate of Registry

• Workboat certificate

• HSOSC Permit to Operate

• Any exemption applying to the HSOSC

The fee for a Workboat and/or HSOSC SMD application is £199 and can be made payable via the GovPay online payment facility.

Fishing vessels

As a result of the implementation of the ILO Work in Fishing Convention (ILO 188), with effect from 30 November 2019, MCA will require the fishing vessel owner to demonstrate that:

(a) their vessel is sufficiently and safely manned for the safe navigation and operation of the vessel, and under the control of a competent skipper; and that

(b) fishermen are given regular periods of rest of sufficient length to ensure safety and health (“adequate rest”).

As an alternative to recording daily hours of work and rest for each fisherman on board, the fishing vessel owner may apply for a safe manning document to demonstrate how they comply with the above requirements. See MSN 1884(F) for other ways to demonstrate compliance. The safe manning document will cover both the statutory manning requirements for safe navigation under S.I. 1984/1115 and MGN 411(F), and manning for the safe operation of the vessel, which should be determined by the owner taking into account the factors set out on the application form MSF 3902 (link below) and others which may be relevant to the manning of the vessel. You are advised to read these documents and the guidance contained within before completing this application.

To apply for a Safe Manning Document for a Fishing vessel, please complete the application form MSF 3902 and submit this to us by email: safemanning@mcga.gov.uk

The fee for a Fishing SMD application is £199 and can be made payable via the GovPay online payment facility

Technical amendment to an existing Safe Manning Document

Should you require an amendment to your vessels current Safe Manning Document, please email safemanning@mcga.gov.uk with the following information and documentation:

• A scan of the current Safe Manning Document (SMD)

• Details of the required change to the SMD and why this is required such as (but not limited to) a change in GT, operational area and/or manning proposal.

• Any supporting documentation to support the change such as updated crew working arrangements, updated International Tonnage Certificate or updated Certificate of Registry.

The fee for a Technical amendment to a SMD is £141 and can be made payable via the GovPay online payment facility

Exemption requests

If a UK vessel is unable to comply with the minimum crew outlined on the vessels Safe Manning Document due to unforeseen circumstances such as (but not limited to) illness or medical emergency of a crew member, an Exemption can be applied for by emailing safemanning@mcga.gov.uk

Please include the following information and documentation in your email request:

• The reason for the exemption request and which crew member(s) from the manning outlined on the safe manning document will the vessel be reduced by

• The estimated date of departure and the estimated date of arrival for the duration the exemption is required for

• The location the vessel will be travelling from and to

• A scan of the current Safe Manning Document

• A risk assessment in relation to the reduction in manning (dated and bespoke)

• For a Ship’s Cook exemption, we also need confirmation that the crew member has had food & hygiene training as per MSN 1846 Amendment 1 signed by the Master

Once we have received your request this will be dealt with at the highest priority.

The fee for an Exemption application is £119 and can be made payable via the GovPay online payment facility

Published 8 September 2020
Last updated 21 May 2024 + show all updates

1. 21 May 2024

   Updated 'Large yachts (over 24m)' section to reflect Red Ensign Group Yacht Code.

2. 20 September 2023

   Updated Large Yachts section to reflect new Small Vessel Engineering structure

3. 28 March 2022

   Added link to new application form for Workboat and/or HSOSC SMD

4. 8 September 2020

   First published.