DOCUMENT GUIDE
Guide to Mandatory Ship Documents by GT & Vessel Type
Which documents does your vessel need? A plain-language summary of document obligations by gross tonnage, vessel type and crew — with the legal basis for each.
Which ship documents are mandatory by gross tonnage (GT)?
Gross tonnage (GT) decides a vessel’s nationality document: a Pas Kecil (small vessel pass) below GT 7, a Pas Besar (large vessel pass) from GT 7 to under GT 175, and a Surat Laut (sea letter) at GT 175 or more (Law No. 17 of 2008 on Shipping, Article 163). Vessels of GT 7 or more also receive a Surat Ukur (tonnage certificate) and are registered with a Grosse Akta, while other documents such as fishing licences, BKI class and international convention certificates depend on vessel type, dimensions and operating area.
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| Document | <7 GT | 7–<35 GT | 35–<175 GT | ≥175 GT |
|---|---|---|---|---|
| Pas Kecil (small vessel pass) | Required | — | — | — |
| Pas Besar (large vessel pass) | — | Required | Required | — |
| Surat Laut (sea letter) | — | — | — | Required |
| Surat Ukur (tonnage certificate) | — | Required | Required | Required |
| Grosse Akta (ship registration deed) | — | Required | Required | Required |
| Ship safety certificate | Conditional | Required | Required | Required |
| SPB port clearance (every departure) | Conditional | Required | Required | Required |
| SIPI & SLO (fishing vessels) | Conditional | Conditional | Required | Required |
Sources: Law No. 17 of 2008 on Shipping (Article 163), Minister of Transportation Regulation PM 39 of 2017 on Ship Registration and Nationality, Minister of Transportation Regulation PM 28 of 2022 on port clearance (SPB), and the Fisheries Law (Law No. 31 of 2004 as amended by Law No. 45 of 2009) for fishing licences. “Conditional” means the obligation depends on vessel type, operating area or business status (for example small-scale fishers). This is a general summary, not legal advice; check the latest rules for your vessel.
Which documents does a vessel under 7 GT need?
Who this applies to: Small-scale fishers, traditional boats, small tourist boats.
The simplest category. Vessels under GT 7 are not registered with a Grosse Akta; their nationality document is the Pas Kecil (small vessel pass).
Fishing boats operated by small-scale fishers get simpler licensing than commercial fishing vessels. The size limit and scope of the exemptions (for example for SIPI, SLO or VMS) follow current KKP regulations, so check them against your vessel’s situation.
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- Pas Kecil — the nationality document for vessels under GT 7 (available electronically as E-Pas Kecil)
- Proof of ownership, for example a statement from the village head (kepala desa/lurah)
- Vessel measurement data from an official measurement
Which documents does a vessel of 7 to under 35 GT need?
Who this applies to: Mid-size fishing vessels, local passenger boats, small cargo vessels.
From GT 7, a vessel receives a Surat Ukur, is registered (Grosse Akta) and carries a Pas Besar as its nationality document — plus safety certificates and port clearance (SPB) for every voyage.
Classification (with BKI, or a recognised foreign classification society where the rules allow) is required once a vessel meets any criterion in Regulation PM 7 of 2013: length of 20 m or more, GT 100 or more, or main engine power of 250 HP or more — so vessels in this range can be caught by the length or engine criterion. Fishing vessel masters need an ANKAPIN certificate of competency matching the vessel size and operating area.
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- Surat Ukur (tonnage certificate)
- Grosse Akta (proof of registration and ownership)
- Pas Besar (nationality document for GT 7 to under GT 175)
- Safety certificate (non-convention standard)
- SPB (Surat Persetujuan Berlayar, port clearance) for every departure
- For fishing vessels: fishing business licence (generally issued by the province for vessels above 5 up to 30 GT), SIPI, E-BKP, SKKP and an SLO before sailing
Which documents does a vessel of 35 to under 175 GT need?
Who this applies to: Mid-size commercial vessels, large fishing vessels, regional passenger ships.
Requirements grow significantly: vessels in this range often meet the mandatory classification criteria and need pollution prevention certificates, while the nationality document remains the Pas Besar.
Licences for fishing vessels above 30 GT are issued by KKP (central government) and are subject to the Fishery Levy (Pungutan Hasil Perikanan), a non-tax state revenue (PNBP) charged under current rules.
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- All documents from the 7–<35 GT category, with the Pas Besar as nationality document
- Load Line Certificate
- Classification Certificate (BKI or a recognised classification society) — required at GT 100 or more, length of 20 m or more, or main engine power of 250 HP or more
- SNPP (National Pollution Prevention Certificate) for domestic voyages
- For fishing vessels above 30 GT: licences from KKP (central government), SIPI, SLO, an active SPKP (VMS) transmitter and a radio certificate
- Minimum Safe Manning Document
Which documents does a vessel of 175 GT or more need?
Who this applies to: Large commercial vessels, commercial shipping fleets, tankers, container ships.
From GT 175 the nationality document changes from the Pas Besar to the Surat Laut (sea letter), under Article 163 of Law No. 17 of 2008. Vessels on international voyages also need certificates under IMO conventions.
An Oil Record Book (MARPOL Annex I) is required for oil tankers of 150 GT or more and other ships of 400 GT or more. Fishing vessels of 175 GT or more still follow the KKP licences described in the fishing vessel section.
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- Surat Laut (sea letter, the nationality document for GT 175 or more)
- Full safety certificates (Construction, Equipment, Radio)
- Load Line Certificate
- IOPP / ISPP / IAPP / IEEC (MARPOL) for international voyages at their respective thresholds — generally 400 GT or more, with IOPP for oil tankers from 150 GT
- DOC & SMC (ISM Code) for cargo ships of 500 GT or more and passenger ships on international voyages
- ISSC (ISPS Code) for cargo ships of 500 GT or more and passenger ships on international voyages
- SIUPAL for the sea transport company operating the vessel
Which documents does a commercial vessel need?
Who this applies to: Shipping companies, cargo vessel operators, commercial passenger ships.
Commercial vessels operate under the Ministry of Transportation with a complete set of business and safety documents.
Port clearance (SPB) for commercial vessels is processed electronically through Inaportnet. All vessel and crew documents must still be valid before the SPB can be issued.
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- SIUPAL (sea transport company business licence) — the company’s licence, applied for through OSS-RBA
- Safety Certificates (Construction, Equipment, Radio)
- Pollution prevention certificates: SNPP for domestic voyages or MARPOL certificates for international voyages
- Load Line Certificate
- DOC & SMC (ISM Code) for vessels on international voyages within the ISM Code thresholds
- ISSC (ISPS Code) for vessels on international voyages within the ISPS Code thresholds
- SPB (port clearance) via Inaportnet
Which permits and documents does a fishing vessel need?
Who this applies to: Fishing industry operators, fishing vessel owners, fishing companies.
Fishing vessels are unusual because they fall under two ministries — Kemenhub (nationality and safety) and KKP (fishing operations). Both sets of requirements must be met.
Every departure from a fishing port needs an SLO and then an SPB. Small-scale fishers get licensing relief, but the size limit and scope follow the latest KKP regulations — check them against your vessel. Fishing vessels licensed by the central government, including those above 30 GT, must install and activate an SPKP (VMS) transmitter; coverage and deadlines for smaller vessels follow the latest KKP policy.
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- Surat Ukur, Grosse Akta and nationality document (Kemenhub)
- SIUP (fishing business licence) via OSS and the KKP licensing system
- SIPI (fishing licence) for catching vessels or SIKPI (fish carrier licence) for fish carriers, issued per vessel
- E-BKP (electronic Fishing Vessel Book)
- SKKP (Fishing Vessel Seaworthiness Certificate) — track its validity
- SLO (operational clearance) from fisheries inspectors (PSDKP) before departure
- SPB from the fishing port harbour master (for example through the TemanSPB app)
Which documents must ship crew hold?
Who this applies to: Masters, officers, and all crew of commercial and fishing vessels.
Crew documents differ between commercial vessels (STCW-based) and fishing vessels (STCW-F). Both require periodic renewal.
A merchant seafarer’s CoC must be revalidated at least every 5 years under STCW 1978 as amended by the 2010 Manila Amendments, with proof of medical fitness and continued competence such as sea service or refresher training. Fishing vessel crew certificates (ANKAPIN/ATKAPIN) follow their own rules.
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- Seafarer’s book (Buku Pelaut) — track the validity shown on it
- Certificate of Competency (CoC): ANT/ATT for commercial vessels, ANKAPIN/ATKAPIN for fishing vessels
- Certificate of Proficiency (CoP): BST, AFF, SCRB, MFA
- Seafarer employment agreement (PKL) endorsed by the Harbour Master (Syahbandar)
- Crew list (Sijil Awak Kapal)
- Seafarer medical certificate (valid for up to 2 years)
Legal Basis
The main regulations this guide refers to. Check the official legal databases (JDIH) for the latest amendments.
- Law No. 17 of 2008 on Shipping (as last amended by Law No. 66 of 2024)
- Government Regulation No. 31 of 2021 on the Implementation of the Shipping Sector
- Minister of Transportation Regulation PM 39 of 2017 on Ship Registration and Nationality
- Minister of Transportation Regulation PM 7 of 2013 on Mandatory Classification of Indonesian-Flagged Ships (amended by PM 61 of 2014)
- Minister of Transportation Regulation PM 28 of 2022 on Procedures for Issuing Port Clearance (SPB) and Approval of Ship Activities in Port
- Law No. 31 of 2004 on Fisheries as amended by Law No. 45 of 2009
- Government Regulation No. 27 of 2021 on the Implementation of the Marine Affairs and Fisheries Sector
- IMO conventions: SOLAS 1974, Load Lines 1966, MARPOL 73/78, ISM Code, ISPS Code and STCW 1978, as amended
Important Note
This information is educational and general in nature. Actual document requirements depend on vessel type, GT, operating area, and currently applicable regulations. Consult Nautinix for guidance specific to your vessel.
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