Seafarers’ service books: important reminder on upcoming expiry

The maritime community is once again focusing on the validity of seafarers’ service books. Many seafarers still hold documents issued before 09.11.2015, often without a specified expiry date. According to current regulations, these “non-expiring” books will cease to be valid on 08.11.2025.

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16 november 2025   |   11:12   |   Source: Gazeta Morska   |   Prepared by: Kamil Kusier   |   Print

fot. Kamil Kusier / Gazeta Morska

This deadline is the result of the Maritime Labour Act coming into force, which eliminated the possibility of issuing service books without a validity period. Transitional provisions allow such documents to remain valid for only 10 years from the introduction of the new rules. Seafarers holding older, open-ended books must therefore replace them before next year’s deadline.

Service books with expiry dates remain valid

Documents issued under the new framework, i.e., service books with a clearly stated validity period, remain valid exactly for the time indicated in the document. The introduction of a new format does not require replacement if the current book is still valid.

How to obtain a seafarer’s service book

To apply for a new seafarer’s service book, applicants should:

1. Submit an application to the competent maritime office.
2. Provide a current passport-style photograph meeting official requirements.
3. Present a valid ID document, such as a passport or national ID card.
4. Submit documents confirming qualifications or sea employment, if required in the specific case.
5. Pay the applicable issuance fee.

Processing times vary depending on demand. With the 2025 deadline approaching, increased application volumes are expected, so it is advisable to apply well in advance.

What the seafarer’s service book authorizes

The seafarer’s service book is a fundamental document for every crew member. It serves several essential functions:

• Confirms identity during embarkation and port formalities worldwide.
• Records sea service and onboard experience, including entries made by the shipowner, which are required for certification, promotion, and maintaining an accurate sea-time record.
• Facilitates border control procedures and embarkation in line with maritime administration requirements.
• Acts as evidence of maritime employment in various administrative and industry procedures.

A lapse in document validity during a contract may lead to denied embarkation, delays in port procedures, and disruptions in maintaining continuous sea service.

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