ZEN MARINE JAPAN
Crew Handling
1. Receiving Crew Change Instructions
We begin once we receive formal instructions from our partners—such as shipowners, ship managers, manning agencies, or local port agents—via email or fax.
2. Reviewing Vessel Schedule & Flight Options
Our team verifies the vessel’s most recent port schedule with the appointed agents. We then check the flight arrangements for both joining and disembarking crew to ensure timing aligns with the vessel’s movement.
3. Airline Coordination & Approvals
If the flight plans match the ship’s operations, we proceed with:
• Coordinating with airlines to obtain OK-to-Board clearance for on-signing crew.
• Reconfirming travel arrangements for off-signers.
• Preparing and issuing Letters of Guarantee when required, sending them to principals to facilitate smooth departure from the crew’s home country.
Information Required to Arrange a Crew Change
To organize a safe and efficient crew change, the following information is needed:
1. Company & Contact Details
• Full company name and address
• Name and contact details of the coordinating person
2. Flight Information
• Flight itinerary for each crew member
• Reservation reference or locator code
3. Crew Member Data
(For both joining and repatriating crew)
• Full name
• Date of birth
• Passport number
• Seaman’s book number
• Nationality
• E-ticket copy
4. Vessel Contact Details
• Ship’s email address and phone number
• Name of the Master
5. Vessel Schedule & Local Agent Information
• Latest movement/schedule of the vessel
• Port agent’s contact details (phone, fax, email, PIC, etc.)
Further...
1. Nationwide Crew Movement Coordination
We manage crew arrivals and departures at ports across Japan. This includes obtaining airline boarding approvals, issuing guarantee letters, and arranging all formalities with immigration and port authorities. From airport meet-and-assist to safe transfer to the vessel, our team ensures smooth onboarding and disembarkation for all crew.
2. Travel & Hospitality Arrangements
Whether for crew, superintendents, or visiting staff, we handle transport between airport, port, and hotel. Accommodation can be booked in advance to match vessel schedules and operational needs.
3. Cash Delivery to Vessels (CTM)
We provide Cash to Master services in both US Dollars and Japanese Yen, delivered securely and on schedule.
4. Handling of Technical Spares
From customs procedures to final delivery onboard, we coordinate the clearance and transport of ship spare parts and technical stores.
5. Embassy & Consular Processing
Our team assists with visa applications, passport extensions, logbook endorsements, and other official documentation required by embassies and consulates.
6. Coastal Permit Applications
We prepare and submit coastal navigation or travel permit requests to the relevant Japanese authorities on behalf of the vessel.
7. Medical Coordination for Crew Members
From arranging clinic or hospital visits to accompanying injured or ill seafarers, we ensure proper medical attention. Repatriation with escort can also be arranged when necessary.
8. Airline Ticket Support
We arrange flight reservations, ticket purchases, and document delivery for crew and company representatives.