Seaman Books is a Dubai-based crew documentation partner for crewing companies, ship owners and managers, offshore and OSV operators, manning agencies and maritime training institutes. We audit each seafarer’s documents against the crew-certificate items Port State Control officers record, then prepare and file the documentation in bulk with seven flag-state administrations — Panama, Palau, Liberia, Bahamas, Belize, Honduras and St Kitts & Nevis. The document audit is free and returns a per-person gap report before you commit. On Panama, the Processing Certificate is issued in 3–5 business days and the printed book in up to 25–30 days, or within 10 days on urgent processing; timings for other flags are confirmed at quote stage.
Seaman Books is a documentation and processing partner. The flag-state administration issues the document. We do not supply or recruit crew.
Crewing and fleet enquiries: maritime@atomiqgroup.com · WhatsApp +971 55 458 3416 · #903 Regal Tower, Business Bay, Dubai · Operating since 2011
Twenty crew, four flags, one sign-on date
That is a scheduling problem — unless the file opens too late.
Nobody loses a crew change to a hard document problem. They lose it to four agents who each assumed someone else was chasing the endorsement, to a medical that expired between nomination and mobilisation, or to a certificate nobody checked until the superintendent asked for it at the gangway.
We take the crew list, tell you what is missing per person before you commit, and run the whole batch through one file with one contact and one audit trail.
What we do, and what we do not
We are direct about this because the search results are not.
We do | Prepare, verify and file seafarer documentation with flag-state administrations. Bulk and scheduled processing. Endorsement of existing Certificates of Competency. STCW and offshore training enrolment with accredited centres. Verification of documents that arrive with a new joiner from elsewhere |
We do not | Supply, recruit or place crew. Operate as a manning agency. Issue any document ourselves. Deliver training in-house. Guarantee an administration’s decision |
If what you need is crew supply, we are not the provider and will say so on the first call rather than take the enquiry. If what you need is the documentation for crew you have already placed, that is the whole of what we do.
Who this is built for
Crewing companies and manning agencies
You place the crew; the documentation is the part that slips. We work as your documentation desk — one file per crew list, per-person gap report before anything is filed, and scheduled renewals so certificates do not fall due against a rotation date. Your client relationship stays yours; we do not contact your seafarers except through you unless you ask us to.
Ship owners and managers
Mixed-flag fleets are the normal case. One file covers all seven flags we work with, so a vessel changing flag or a crew member transferring between vessels does not restart the process with a new agent. You get an audit trail per seafarer showing what was submitted, when, and to which administration — which is the record that matters when a Port State Control officer asks how a certificate was verified.
Offshore supply, OSV and rig operators
Offshore crews carry a heavier document load than merchant crews: the seaman book and flag endorsement, plus BOSIET or HUET, plus offshore medical and any client-specific site requirements. We schedule the documentation and the training enrolment together so the certificate dates line up with the mobilisation date rather than arriving three days after it. See offshore courses and BOSIET and HUET enrolment.
Maritime training institutes
Cohort documentation for cadets and trainees moving into their first sea time, processed as a batch against your intake calendar rather than one application at a time.
The seven flag states we file with
Each of these is an independent maritime administration. We name the registry so you, your charterer and your auditor can verify any document independently of us.
Flag state | Administration | Crew documents we file | Independent source |
Panama | Autoridad Marítima de Panamá (AMP) | Seaman book / CDC, endorsements, certificates of competency | |
Liberia | Liberian Registry (LISCR) | Seafarer Identification and Record Book (SIRB), Special Qualification Certificates, Officer CoC | |
Bahamas | Bahamas Maritime Authority | Seafarers’ Record Books, CoC, Certificates of Proficiency, Certificates of Recognition | |
Belize | IMMARBE — Seafarer Department | Seafarer endorsements for Certificates of Competency, per STCW | |
Palau | Palau International Ship Registry | Seaman book / CDC, endorsements | |
Honduras | Honduras maritime administration | Seaman book / CDC, endorsements | https://merchantmarine.gob.hn/ |
St Kitts & Nevis | St Kitts & Nevis International Ship Registry | Seafarer record book, endorsements |
All seven are IMO member state administrations operating under the STCW Convention — adopted 1978, in force since 1984, substantially amended at Manila in 2010.
If your fleet flies a flag not on this list, tell us before you plan around it. We will say whether we can file it rather than find out mid-engagement.
What a fleet engagement looks like
Four stages. Two of them are yours.
1 — Send the crew list. Names, ranks, nationalities, current documents with expiry dates, target vessel and flag, and the sign-on dates you are working to. A spreadsheet is fine.
2 — Free document review. We return a per-person gap report: who is ready to file, who is missing what, whose certificate expires inside the window, and who has a document that will not be accepted by the flag you have named. No charge, no commitment, and it is the stage that decides whether the crew change holds.
3 — Scope, quote and schedule. One itemised quote for the batch, with flag-state charges separated from our service fee. A filing schedule mapped to your sign-on dates, so the certificates that are needed first are filed first. Nothing is filed until you approve.
4 — Filing, tracking and handover. We verify every document against the administration’s current requirements before submission, file, and report progress against the schedule. On completion you receive the documents plus the audit trail — what was submitted, when, to which administration, and how each result can be independently verified.
Pre-PSC crew document audit
A crew document audit checks every seafarer’s file against the vessel’s flag and the documents a Port State Control officer can ask to see, before the crew joins. You send the crew list. We return a per-person gap report: what is valid, what is missing, what expires inside the contract, and what the named flag will not accept. The audit is the free document review in stage 2 above.
| We check, per seafarer | Against |
|---|---|
| Certificate of Competency, and the flag-state endorsement for the vessel’s flag | STCW Regulation I/10 (recognition of certificates) |
| Evidence of Basic Training and refresher dates (PST, FPFF, EFA, PSSR) | STCW Regulation VI/1 and Section A-VI/1 |
| Tanker, passenger-ship, security and rating certificates where the rank or vessel type requires them | STCW Chapters V and VI |
| Medical certificate validity against the contract end date | MLC, 2006 Standard A1.2 |
| Seaman book / CDC / SIRB validity, and whether the details match the passport | The issuing flag administration |
| Documents a new joiner brings from another provider | Verified directly with the issuing administration |
Out of scope: onboard records such as hours of rest, seafarers’ employment agreements and the Safety Management System. Those belong to the master, the company and the DPA, and we do not audit them.
The 12 checks in a pre-PSC crew document audit
A pre-PSC crew document audit runs 12 checks on every seafarer’s file before sign-on: identity consistency, Certificate of Competency, flag-state endorsement, watchkeeping and able-seafarer ratings, basic training and refresher dates, tanker and security certificates, medical validity, and the seaman book. Seaman Books runs the audit free and returns a per-person gap report before anything is filed.
| # | Check | What it catches | Reference |
|---|---|---|---|
| 1 | Identity matches across every document. Name, date of birth and passport number are the same on the passport, CoC, seaman book and medical certificate | A spelling or date mismatch that makes a valid certificate look like someone else’s | Issuing administration |
| 2 | CoC valid for the rank and capacity on the crew list | An officer signed on above the level or outside the limitations of the certificate | Paris MoU 01201 |
| 3 | Flag-state endorsement for this vessel’s flag, or documentary proof that the endorsement application has been submitted | A valid national CoC with no endorsement from the flag the ship actually flies | Paris MoU 01201; STCW Reg. I/10 |
| 4 | Watchkeeping rating certificate matches the rank (deck or engine) | A rating on a watch roster without the certificate for that watch | Paris MoU 01202 |
| 5 | Able seafarer deck / engine or electro-technical rating certificate where the rank requires it | An AB or ETR on the crew list with a lower rating certificate | Paris MoU 01224 |
| 6 | All four basic training certificates held: Personal Survival Techniques, Fire Prevention and Fire Fighting, Elementary First Aid, Personal Safety and Social Responsibilities | One missing element, usually PSSR on an older file | Paris MoU 01213; STCW Reg. VI/1 |
| 7 | Refresher dates inside the five-year window, checked against the contract end date, not today’s date | A certificate valid at sign-on that lapses mid-contract | Paris MoU 01213; STCW Section A-VI/1 |
| 8 | Tanker certificate at the right level (basic or advanced) for the cargo: oil, chemical or liquefied gas | Basic-level training held where the rank needs advanced, or the wrong cargo type | Paris MoU 01204 |
| 9 | Ship Security Officer certificate for the designated officer | An SSO named in the ship security plan with no SSO certificate | Paris MoU 01217 |
| 10 | Security awareness or designated security duties certificate for every other crew member, at the level matching their duties | Crew assigned security duties holding only the awareness certificate | STCW Reg. VI/6 |
| 11 | Medical certificate valid beyond the contract end, or a renewal booked before it lapses | A medical that expires at sea | Paris MoU 01218; MLC, 2006 Std A1.2 |
| 12 | Seaman book / SIRB / discharge record valid and verifiable at source, including documents a new joiner brings from another provider | An expired, full or unverifiable book, or a joiner’s document that the issuing administration cannot confirm | Paris MoU 01221; issuing administration |
Checks 2–12 map to the deficiency codes in the next section. Check 1 has no code of its own, but it is the one that most often turns a valid certificate into a query at inspection.
Download the checklist as a one-page PDF to run the same 12 checks on your own crew list: Pre-PSC crew document audit checklist (PDF). Or send the crew list and we will run the audit for you.
The crew-certificate deficiencies PSC officers record
Port State Control regimes record each deficiency against a code. The Paris MoU code list groups crew certificates under the 012xx series. These are the codes a documentation partner can help prevent before sign-on, and what we check for each.
| Paris MoU code | Deficiency | What prevents it |
|---|---|---|
| 01201 | Certificates for master and officers | Valid CoC and a flag-state endorsement for this vessel’s flag, or documentary proof that the endorsement application has been submitted |
| 01202 | Certificate for rating for watchkeeping | Watch rating certificate matches the rank on the crew list |
| 01204 | Certificate for personnel on tankers | Oil, chemical or gas tanker endorsement at the right level for the vessel |
| 01213 | Evidence of Basic Training | Basic training certificates in date, with refresher training completed |
| 01217 | Ship Security Officer Certificate | SSO certificate for the designated officer |
| 01218 | Medical certificate | Medical valid beyond the contract end, or a renewal booked |
| 01221 | Record of employment | Seaman book / discharge record current and consistent with the passport |
| 01224 | Certificate for rating able seafarer deck / engine and electro-technical | AB / electro-technical rating certificate matches the rank |
Source: Paris MoU deficiency codes (code list dated 1 July 2026). In 2025 the Paris MoU recorded 16,474 inspections, 51,797 deficiencies and 668 detentions, a detention rate of 4.18% (Paris MoU Annual Report 2025).
We cannot prevent a deficiency a flag administration or PSC officer decides to record, and no agency can promise a clean inspection. What we can do is make sure that, on the date the crew joins, every certificate in our scope is valid, endorsed for the right flag, and independently verifiable.
Service levels
These are the commitments we make for every fleet engagement. Contractual terms are set out in the engagement letter.
| Stage | Commitment |
|---|---|
| Free document audit | Per-person gap report on your crew list, before any commitment |
| Quote and filing schedule | Itemised, flag-state charges separated from our service fee, mapped to your sign-on dates |
| Panama Processing Certificate | 3–5 business days, valid 90 days |
| Panama printed book | Up to 25–30 days; within 10 days on urgent processing (fee quoted on request) |
| Other flags | Confirmed per flag at quote stage |
| When the clock starts | On a complete file (forms, fees and verified documents), not on first enquiry |
| Renewal tracking | Certificates entering their renewal window are flagged against your rotation calendar |
Bulk capacity
Batch size is agreed at engagement and scheduled against your sign-on dates. We do not quote a daily ceiling, because throughput depends on the flag mix, the document types and how many files arrive complete. Larger mobilisations are planned in tranches, so the files needed first are filed first. Send the crew list and we will confirm what is achievable before you commit.
The audit trail, and why it is the product
When a Port State Control officer, a charterer’s vetting inspector or your own ISM auditor asks how a certificate was verified, “the agent told us it was fine” is not an answer.
Every engagement produces, per seafarer:
- What was submitted — the document set, as filed
- When, and to which administration — dated, named
- The issued result — document number and validity period
- How to verify it independently — the administration’s own verification route where one is published. IMMARBE, for example, operates a public certificate verification tool
That record is yours. It does not live in our inbox, and you do not need us to produce it during an inspection.
On documents that arrive from elsewhere. New joiners frequently present certificates obtained through a chain of sub-agents. We verify those against the issuing administration before you accept them onto a crew list. Our guide for verifying crew documents online sets out the method if you prefer to run it in-house.
Commercial model
We quote per engagement rather than publish a fixed rate card, because the total depends on the flags in your fleet, the document mix, the rank profile of the crew, the proportion of new issues versus renewals, and how much of the batch needs express handling.
What you get, and when:
Free document review | Before any commitment, on your actual crew list |
Itemised quote | Flag-state charges and service fees separated, per document type |
Volume terms | Agreed per engagement, scheduled against your sign-on dates. “Contact us” |
Service fee from | |
Hidden charges | None. If an administration changes a fee mid-engagement, you see the change |
Why a Business Bay office matters to a fleet operator
Dubai sits on the crew-change corridor between the Gulf, the Indian subcontinent, South East Asia and Europe. Most of the world’s seafarers transit it, which is why the documentation should be handled here rather than three time zones from the vessel.
Atomiq Management Consultancies L.L.C. has operated from #903 Regal Tower, Business Bay since 2011. You can visit the office, meet the team handling your file, and hand over originals rather than couriering the only copy of a seafarer’s service record.
Coverage runs across the GCC — UAE, Saudi Arabia, Qatar, Bahrain, Oman — with India-based numbers (+91 8175056856, +91 9451739422) for crewing desks operating on Indian hours, and remote engagement for owners and managers in Singapore, the UK, Europe, the US and Australia.
Frequently asked questions
What is bulk crew documentation?
Preparing, verifying and filing seafarer documentation for multiple crew members as a single coordinated engagement rather than as individual applications — typically against a crew list, a vessel’s flag requirements and a set of sign-on dates. It covers seaman books, CDC and SIRB, flag-state endorsements of Certificates of Competency, and the STCW and offshore certificates the vessel type requires.
What is a crew document audit?
A check of every seafarer’s certificates against the vessel’s flag and the crew-certificate items Port State Control officers inspect: CoC and flag endorsement, basic training, tanker and security certificates, medical certificate and seaman book. Seaman Books returns a per-person gap report before anything is filed, at no charge.
What does a pre-PSC crew document audit check?
Twelve items per seafarer: identity consistency across documents, CoC for the rank, flag-state endorsement, watchkeeping and able-seafarer ratings, the four basic training certificates, refresher dates against the contract end, tanker and security certificates, medical validity, and a seaman book that can be verified at source. Each gap is reported before filing.
How many crew can you process in one batch?
Batch size is agreed at engagement and scheduled against your sign-on dates. Large mobilisations are planned in tranches, so the files needed first are filed first. Send the crew list and we will confirm what is achievable against your dates before you commit.
Do you offer a service level agreement for fleet work?
Yes. Each fleet engagement sets out the filing schedule against your sign-on dates and the turnaround per flag. Flag-state processing times are set by each administration: on Panama, the Processing Certificate takes 3–5 business days and the printed book up to 25–30 days. Other flags are confirmed at quote stage.
How long does bulk crew documentation take?
Timings depend on the flag and run from the point a complete file is received. On Panama, the Processing Certificate is issued in 3–5 business days and the printed book follows in up to 25–30 days, or within 10 days on urgent processing; timings for other flags are confirmed at quote stage. For a batch, the schedule is agreed at engagement and mapped to your sign-on dates, so the files needed first are filed first.
Can you handle a fleet with vessels under different flags?
Yes. Mixed-flag fleets are the normal case. We file with seven administrations — Panama, Palau, Liberia, Bahamas, Belize, Honduras and St Kitts & Nevis — under one engagement, one point of contact and one audit trail. If a vessel flies a flag outside that list, we will tell you before the engagement rather than during it.
Do you supply or recruit crew?
No. Seaman Books is a documentation partner. We prepare, verify and file documentation for crew you have already placed. If you need crew supply, we are not the provider and will say so.
Can you issue the documents?
No, and neither can any agency. Flag-state administrations issue seafarer documents. We prepare, verify and file the application, and provide the route to verify the result independently.
Can you verify documents a new joiner brings from another provider?
Yes. Verification against the issuing administration is a standard part of the service, and can be bought on its own. In a category with a known fraud problem, verifying an inbound certificate before it reaches a crew list is cheaper than discovering the problem at a Port State Control inspection.
How do you stop certificates expiring against a crew rotation?
Scheduled renewal tracking is set at engagement. We flag certificates entering their renewal window against your rotation calendar so the renewal starts before the sign-on date, not after it.
What documentation do offshore and OSV crews need beyond a seaman book?
Typically the flag-state seaman book or endorsement, STCW basic safety training, and offshore survival certification — BOSIET or HUET depending on whether the crew transfer is by helicopter — plus an offshore medical and any client- or site-specific requirements. We schedule the documentation and the training enrolment together against the mobilisation date.
How do we start?
Send a crew list to maritime@atomiqgroup.com with ranks, nationalities, current documents and expiry dates, target flag and your sign-on dates. You will get a per-person gap report back at no charge.
Send a crew list for a free document audit
You will get back a per-person gap report — who is ready to file, who is missing what, and whose certificate expires inside your window. No charge, no commitment, and it tells you whether the crew change holds before you commit to it.
maritime@atomiqgroup.com · WhatsApp +971 55 458 3416 · +971 52 943 5973
India: +91 8175056856 · +91 9451739422 #903 Regal Tower, 1501 Al Mustaqbal Street, Business Bay, Dubai · 09:30–18:00
