Guide
Ship Document Validity Periods in Indonesia: Table and Tracking Tips
Some ship documents never expire but must be endorsed every year, some last five years with periodic surveys, and some lapse if the ship has not sailed within 24 hours. This guide summarises the validity periods owners ask about most and the rules behind them.
Published: Last reviewed: Prepared by Nautinix
Why do ship document validity periods need tracking?
Before issuing Port Clearance (Surat Persetujuan Berlayar, SPB), the Harbour Master (Syahbandar) checks the ship’s certificates and documents by verifying their validity, under Regulation PM 28 of 2022. One certificate that has expired or missed its annual endorsement can keep a ship in port.
“Validity” does not always mean one expiry date. Most ship documents follow one of three patterns: valid while their data is unchanged but endorsed yearly; valid up to a maximum period with surveys in between; or valid for a single activity. The tables below group documents by type.
How long are nationality and registration documents valid?
Nationality and registration documents are governed by Regulation PM 39 of 2017. Under Law 17 of 2008 on Shipping, the nationality certificate depends on ship size: Pas Kecil below GT 7, Pas Besar from GT 7 to under GT 175, and Surat Laut (sea letter) from GT 175.
The annual endorsement is the step most often missed, because these documents look as if they “never run out”. Yet endorsing a Pas Besar or Surat Laut requires the grosse akta, the tonnage certificate and a valid safety certificate, so a delay in one document holds up the others.
| Document | Validity | What to watch |
|---|---|---|
| Grosse Akta (registration or ownership-transfer deed) | No expiry date | Serves as proof of ownership. When the ship changes hands, the new owner must apply for the ownership transfer (balik nama) within 3 months. |
| Surat Laut, Pas Besar and Pas Kecil | Valid while the registration deed (for Pas Kecil: the recorded data) is unchanged and ownership is not transferred | Must be endorsed by the Harbour Master every year on the day and month of issue. |
| Provisional Surat Laut / Provisional Pas Besar | 3 months, cannot be extended | Issued to ships that do not yet hold a registration or ownership-transfer grosse akta. |
| Surat Ukur (tonnage certificate) | No expiry date | Must be reissued if a modification changes the ship’s dimensions or tonnage, or if the ship is renamed. |
How long are safety and convention certificates valid?
IMO conventions set the maximum validity for the ships they cover. Non-convention ships trading domestically carry national certificates from the Directorate General of Sea Transportation, valid for the period stated on them.
A five-year certificate is not automatically safe for five years: if an annual, intermediate or periodical survey is missed, the certificate can cease to be valid before its end date.
| Certificate | Maximum validity | Accompanying survey or verification |
|---|---|---|
| Passenger Ship Safety Certificate (SOLAS) | 12 months | Renewal survey every year |
| Cargo Ship Safety Construction, Equipment and Radio Certificates (SOLAS) | 5 years | Annual, intermediate or periodical surveys endorsed on the certificate |
| International Load Line Certificate | 5 years | Annual survey |
| IOPP (MARPOL Annex I) | 5 years | Annual and intermediate surveys |
| DOC and SMC (ISM Code) | 5 years | DOC: annual verification; SMC: intermediate verification |
| ISSC (ISPS Code) | 5 years | Intermediate verification |
| BKI Class Certificate | Usually a 5-year cycle | Annual surveys and class renewal survey; follow the dates on the certificate |
| Non-convention safety certificates | As stated on the certificate | Endorsement according to the survey schedule on the certificate |
How long are crew documents valid?
Crew documents for merchant ships follow the STCW Convention. Where the convention does not fix a period, the validity stated on each document applies, so always check the date on the original.
| Document | Validity | Notes |
|---|---|---|
| Certificate of Competency (CoC) | Revalidation at least every 5 years | Revalidation requires proof of medical fitness and competence, such as sea service or refresher training |
| Proficiency certificates: BST, PSCRB and AFF | Refresher every 5 years | Required by the 2010 Manila amendments to STCW |
| Seafarer medical certificate | Maximum 2 years | Maximum 1 year for seafarers under 18 |
| Seafarer’s book (Buku Pelaut) | As stated in the book | Check the date before the crew member joins the ship |
| Seafarer employment agreement (PKL) | As agreed in the contract | The crew list (sijil) must be updated whenever crew sign on or off |
Which documents are valid for a single activity only?
Port Clearance (SPB) is valid for one voyage and lapses if the ship does not depart within 24 hours of issue (Law 17 of 2008, Article 219, and PM 28 of 2022). If departure slips further, a new SPB is needed, with documents that are still valid.
For fishing vessels, licences and certificates such as the SIPI fishing licence and the Fishing Vessel Seaworthiness Certificate (SKKP) are valid for the period stated on them. Fisheries rules change fairly often, so confirm the dates when planning operations.
How can you track validity so the ship is never held in port?
The key is to record every relevant date, not just expiry dates. These steps work for a single ship or a whole fleet:
- Keep a master list of every document per ship: number, issuing office, issue date, end date, and the survey or endorsement window.
- Record the annual endorsement date of the Pas Besar or Surat Laut and the anniversary date of each convention certificate.
- Start renewals well before they fall due, especially when a survey needs the ship at a specific location or in dry dock.
- Align survey windows with the operating and docking schedule so the ship does not lose sailing days.
- Recheck crew documents at every crew change, because one expired CoC or medical certificate can block the SPB.
- If manual tracking is a burden, Nautinix’s document monitoring and renewal service records these dates and sends reminders before they fall due.
Legal Basis and References
- Law No. 17 of 2008 on Shipping (as last amended by Law No. 66 of 2024) (official source, opens in a new tab)
- Minister of Transportation Regulation PM 39 of 2017 on Ship Registration and Nationality (official source, opens in a new tab)
- Minister of Transportation Regulation PM 28 of 2022 on Procedures for Issuing Port Clearance and Approval of Ship Activities in Port (official source, opens in a new tab)
- Minister of Transportation Regulation PM 45 of 2021 on Ship Measurement
- IMO conventions: SOLAS 1974, Load Lines 1966, MARPOL 73/78, ISM Code, ISPS Code and STCW 1978, as amended
These references are provided for information. Always check the latest version of each regulation and its implementing rules at the official source.
The information on this page is general and educational. Requirements, procedures and processing times can differ by vessel type, GT, operating area, issuing office and current regulations. Nautinix is an independent ship document service company and does not replace the authority of the relevant government agencies.
Frequently Asked Questions
Does a Pas Besar need to be renewed?
A Pas Besar is not renewed like a time-limited permit. It stays valid while the registration deed is unchanged and ownership is not transferred, but the Harbour Master must endorse it every year on the day and month of issue. A sale or a change in the deed data requires a new Pas Besar.
What happens if an annual survey is missed?
For convention certificates, an annual or intermediate survey not completed within its window can invalidate the certificate before its end date. The ship then risks being refused Port Clearance until the survey is done and the certificate is endorsed again.
How long is an SPB valid?
Port Clearance (SPB) covers one voyage. It lapses if the ship does not depart within 24 hours of issue, so a departure delayed beyond that needs a new SPB application.