DOCUMENTATION FORMALITIES AND GENERAL INFORMATION
This manual is compiled for internal use of the shipping lines represented. While every effort is made to
maintain accuracy, all information contained is subject to change without notice.
1. AGENCY
Contact details
Our Head Office in Rio de Janeiro concentrates all corporate and operational correspondences for all
Brazilian Ports and that includes all port agency requirements for passenger vessels. All correspondence
should therefore be addressed to Head Office in Rio de Janeiro – issrio@iss-shipping.com.
Our regional Office in Santos looks after Santos and south ports under the supervision of our Port Manager
Mr. Antonio Duarte – antonio.duarte@iss-shipping.com
Our regional Office in Manaus looks after the whole Amazon region under the supervision of our Port
Manager Mr. Gilberto Costa – gilberto.costa@iss-shipping.com
Office Hours in Rio de Janeiro, Santos and Manaus:
Monday to Friday
0830h thru 1730h
Mailing address:
ISS MARINE SERVICES Ltda
Rua Sao Bento, n°09 – 4° andar
CEP20090-010 – Rio de Janeiro – Brazil
Luciano Oliveira – General Manager
Luis França – Port Manager
Marcelo Martins – Ship Operator
Cristiano Moreira – Ship Operator
Georges Barthel – Ship Operator
Tel: +55 21 2518 5756
Fax: +55 21 2518 6778
A.O.H.
+55 21 9360 2757
+55 21 9420 3224
+55 21 9953 8417
+55 21 9945 0312
+55 21 9974 5001
luciano.oliveira@iss-shipping.com
luis.franca@iss-shipping.com
marcelo.martins@iss-shipping.com
cristiano.moreira@iss-shipping.com
georges.barthel@iss-shipping.com
When sending airfreights to the ships in port, please observe below some very important hints to be
followed when filling out cargo documentation:
1) All goods must be addressed to
THE MASTER OF ……
C/O ISS Marine Services Ltda
Rua Sao Bento, 09 – 4° andar
CEP20090010
phone 55 21 2518 5756
fax 55 21 2518 6778
PIC Luciano Oliveira da Silva
2) Never use courier companies because they are not supposed to deliver goods to the ships. They will
deliver it in our office and then taxation will apply, in some cases close to 75% of the declared value of
the goods.
3) Never use cargo consolidators because your clearance will depend upon the cargo documents of
other cargoes. If there is a single mistake, the whole shipment is stuck.
4) Use regular commercial airlines and Master airway bills. No house airway bills please (consolidation)
5) If the ship is in Rio de Janeiro for instance, please state on the AWB the Final destination as Rio de
Janeiro. The same is applicable to other ports. Always state the name of the port as the final destination.
6) Do not abbreviate or codify the description of goods. Ensure full description is written on the
commercial invoices and packing lists
7) Please fax us copies of the AWB and commercial invoices and packing lists prior to effecting the
shipment so that we can bat an eye on them and advise whether any corrections need to be made.
Originals must be sent to us for clearance, signed and stamped by either shipper or manufacturer.
8) Allow 3 working days for clearance and delivery
9) Please ensure weight and number of pieces is accurate. Weights preferably in KILOS and currency
preferably in EUROS or AMERICAN DOLLARS.
10) There is a lengthy list of foodstuff, medicines and chemical products precluded from entering Brazil,
even in transit to ships. Please check with us prior to shipping.
11) State on the AWB SHIPS STORES IN TRANSIT.
Identification Passes
Agency staff always carries an identifying badge, with a picture id. It is at the discretion of each line to
issue their own pass to the Agency staff and sub agents who are coming onboard on a regular basis.
2. DOCUMENTATION
The following sections outline the general procedures involved in ensuring a smooth inward clearance of
a ship. These procedures sometimes vary locally; tolerance must therefore be exercised with the
demands of various local Authorities in order to avoid souring the excellent relationships that our
Principals and we have established with the port officials over many years.
Advance Documentation
Upon arrival at each Brazilian port, the following list of documents must be ready for the clearance
Set to the Harbor Master
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1 GMDSS sheet
2 Crew list and STAFF list (IMO Format - Signed and stamped)
2 Passenger list (IMO Format - Signed and Stamped)
1 Safe manning certificate copy
1 Master's seaman's book copy or passport copy (Signed and stamped)
1 Copy of the last Port State Control Report
1 Outgoing pass of last port of call (If Brazilian)
1 ISPS CODE
1 Ballast Water form
Set to Health authorities
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1 Passenger List (Signed and Stamped) or 1 Pax list in transit and Pax list disembarking
1 Crew list (Signed and stamped) or 1 Crew list in transit and Crew list disembarking
1 Staff list (Signed and Stamped) or 1 Staff list in transit and Staff list disembarking
1 Health maritime (Brazilian format)
1 Narcotic/medicine list (Should be stating the Medicines name and expiring date)
1 Yellow fever vaccination list
1 Port of call list
1 Free Pratique of last port of call (If Brazilian)
1 Ships Sanitation Control Exemption Certificate
1 Ballast water report copy (Signed and stamped)
1 Garbage Book (crew and passenger)
1 Grey/Black water Book Control
1 Certificate of the chemical product used in sewage tank
1 Refrigeration/Temperature Monitoring Log Book
1 Pest control Log
1 Copy of Medical logbook of crew and passengers (from last call up to here)
Set to the Customs
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2 Passenger List (Signed and Stamped) or 1 Pax list in transit and Pax list disembarking
2 Crew list (Signed and stamped) or 1 Crew list in transit and Crew list disembarking
2 Staff list (Signed and Stamped) or 1 Staff list in transit and Staff list disembarking
2 Crew effects declaration list
2 Spare parts list
2 Bond store list
1 Ship's particulars
1 Port of call list
1 Outgoing pass of last port of call (If Brazilian)
1 Set of visaed list of last port of call (If Brazilian)
Set to the immigration
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1 Crew list in transit
1 Crew list disembarking
1 Crew list embarking
1 Staff list in transit
1 Staff list disembarking
1 Staff list embarking
1 Pax list in transit
1 Pax list disembarking
1 Pax list embarking
2 Narcotic list
2 Arms and ammunition list
2 Port of call list
1 Outgoing pass of last port call (If Brazilian)
Set to the agent
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1 Passenger List (Signed and Stamped) or 1 Pax list in transit and Pax list disembarking
1 Crew list (Signed and stamped) or 1 Crew list in transit and Crew list disembarking
1 Staff list (Signed and Stamped) or 1 Staff list in transit and Staff list disembarking
1 ship’s particulars
The port clearance will be signed and stamped by Port Captain, Immigration Office, Customs and Port
Health.
3. IMMIGRATION REQUIREMENTS
Passengers in Transit
All passengers entering Brazil must fill out an immigration landing card. This is to be required by the ship
well in advance to ensure the ship pulls into the first Brazilian port with all forms filled out. The Agent will
then forward the number of cards necessary to meet the ship abroad prior to departure to Brazil.
Passengers can go ashore using the vessels ID card. Immigration Authorities do require all passports to be
collected and kept by the purser’s office. Tourist VISA (for nationalities requiring such) is required for any
passengers in transit or not at Brazilian Ports. Pls check the web link:
http://www.abe.mre.gov.br/antes/tab_vistos.doc
Passengers Disembarking
The clearance of disembarking passengers will be done upon arrival at first Brazilian Port and then at the
airport so you will be able to deliver all passports to the guests before they depart the ship.
Passengers Embarking
The only requirement for embarking passengers is to have a valid tourist visa for Brazil if the nationality
requires one.
4. EMBARKING/DISEMBARKING CREW
Crew Embarking – disembarking and in transit
All crew members sailing within Brazilian waters must have a valid seaman’s book, either from own
nationality or ship’s flag, or a valid temporary work VISA type V in order to comply with the Immigration
Formalities in force.
The Agency will provide in case of necessity an Invitation Letter that will be sent by fax to the Embassy or
Consulate. The company must require in advance this letter by sending an e-mail or fax including all the
crew’s data and flight details; these are required for the implementation of the appropriate formalities.
It is imperative that all crew embarking or disembarking are escorted by the agent to-from the airport in
order to carry out the appropriate clearance with Immigration and Customs. Ships ID card will allow crew
in transit to go ashore.
5. PORT HEALTH
Port Health will look into medicines, galley and mainly EXPIRING DATES OF FOOD STUFF AND MEDICINES
FOR HUMAN CONSUMPTION. Therefore we kindly ask you to investigate whether you have foodstuff
and medicines of any kind undue and simply destroy it, dump as garbage, otherwise, if found, heavy
fines as levied.
Also, Port Health is imposing hard fines to vessels that do not comply with the following items:
Presence of insects on board (cockroaches, etc), rats guards not properly placed, lack of yellow
fever vaccination cards, sufficient lighting of the ship as the entire length of ship's hull must be well lit
at night, vessel’s hygienic general conditions; garbage properly packed in plastic bags with
adequate segregation of hospital waste, hazardous waste, etc…,garbage bins must be covered at
all time, Yellow flag not hoisted on top mast upon arrival.
6. PORT REGULATIONS
Normal working hours
Pilots
Tugs
Pilot boat
Linesmen
Officials
Water
Garbage removal
Overtime rates
24 hrs
24 hrs
24 hrs
24 hrs
24 hrs
24 hrs
24 hrs
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Pilotage and Towage
Pilotage and Towage is compulsory for all kind of ships in all the Brazilian ports, the quantity of
tugboats to be used will depend upon the ship’s particulars and the pilot’s criteria, as per regulation
all vessel must have at least 1 tugboat stand-by. The pilot and the tugboats must be arranged by the
Port Agent in advance.
The ETA message for all ports should be sent to each port agent 72h-48h-24h-12h prior to vessels
arrival. Local time should be used. The message should include ETA pilot station and or Anchorage
and preferably which side the ship will berth.
7. COMMUNICATION – LOCAL TIME
Communication
The Port Control and the Pilot Station in all Brazilian ports are operating on VHF channel 16 and 12.
The ship’s communication via Satellite can remain in operation while in port throughout Brazil.
Local Time
The local time in Brazil is GMT – 3h. Daylight saving time is applicable during summer (oct-feb)
advancing clocks in 1h.
8. CURRENCY – EXCHANGE - POSTAGE
Currency
The local currency unit is the BRAZILIAN REAL. The exchange rate to major foreign currencies is
fluctuating and can be advised upon request.
Exchange
Travelers Checks are only accepted by Banks, hotels, and selected shops, as well as the widely
recognized credit cards Amex, Diners, Visa, MasterCard, Access.
Normal banking hours are Mon. to Fri. 1000h to 1600h.
Postage
When Brazilian postage stamps are ordered to be placed on board for sale to passengers, care
should be exercised to avoid excessive stocks, since stamps cannot be returned or exchanged.
Prevailing rates for letters and postcards upon request.
9. PUBLIC HOLIDAYS
01 January – New Year
21 April – Martyr of the Independence
01 May – Labor’s Day
07 September – Independence Day
12 October – Religious holiday
02 November – All Souls’ Day
15 November – Republic’s Day
25 December – Christmas