1. Pre-Arrival Notification

• Shipping lines or agents send an Estimated Time of Arrival (ETA) notice to the port authority and terminal operator.
  
• Vessel details (length, beam, draft, cargo type) are shared in advance.

2. Berth Allocation

• Based on the ETA, cargo type, vessel size, and terminal capacity, a specific berth is assigned through berth planning.
  
• A berthing schedule is updated and circulated internally.

3. Pilot Boarding

• A harbor pilot boards the vessel near the port entrance to assist the ship’s master in navigating safely into the port.
  
• Pilot services are arranged beforehand based on vessel type and weather conditions.

4. Tug Assistance

• Tugs are assigned if necessary to help maneuver the vessel safely through narrow channels and assist during docking.

5. Approach and Maneuvering

• Under pilot guidance and tug assistance, the vessel approaches the assigned berth.
  
• Speed and course adjustments are made carefully to ensure safe arrival at the berth.

6. Mooring Operations

• Once at the berth, mooring crews secure the vessel using heavy ropes (mooring lines) to bollards on the quay.
  
• Vessel is stabilized to prevent movement due to tides, wind, or currents.

7. Port Clearance

• Port and customs authorities board the vessel to inspect documents and give clearance for unloading or loading operations.
  
• Safety inspections (ISPS checks, dangerous cargo declarations) may be conducted.

8. Commencement of Cargo Operations

• Once all clearances are obtained, container handling or cargo operations (discharge/loading) begin using ship-to-shore cranes.

Key Participants Involved

• Ship Captain and Crew
• Shipping Agent
• Port Authority
• Harbor Pilot
• Tug Operators
• Terminal Operator
• Mooring Crew
• Customs and Security Inspectors

1. Pre-Arrival Notification

The Pre-Arrival Notification is a formal communication sent by the shipping line, vessel agent, or master of the ship to the port and terminal authorities well before the vessel’s estimated arrival.
It ensures that the terminal is prepared for the vessel’s berthing, customs clearance, and cargo operations.

Main purposes of Pre-Arrival Notification:

• To inform the port about the vessel’s expected arrival time.
• To provide important vessel information for planning berth space and resources.
• To allow port authorities to schedule pilots, tugs, and mooring teams.
• To initiate customs, immigration, and quarantine procedures in advance.

Typical Information Included in a Pre-Arrival Notification:

• Vessel Name and IMO Number
• Shipping Line and Vessel Agent Details
• Estimated Time of Arrival (ETA) and Departure (ETD)
• Last Port of Call and Next Port of Call
• Vessel Dimensions (Length, Beam, Draft)
• Cargo Details (type, volume, hazardous goods if any)
• Number of Containers (Import/Export/Transshipment)
• Requests for Pilotage, Tugs, and Mooring Services
• Special Requirements (reefer containers, dangerous goods handling, etc.)

When and How It’s Sent?

• Usually sent 24 to 72 hours before arrival.
• Sent electronically via port community systems, email, or special shipping communication platforms (like EDI – Electronic Data Interchange).

Why Pre-Arrival Notification is Important?

• Helps in efficient berth planning.
• Reduces vessel waiting time.
• Improves cargo handling preparedness.
• Ensures compliance with port regulations and international safety standards.
• Allows for early risk assessment (especially if carrying hazardous or sensitive cargo).

Sample Pre-Arrival Notification format

VESSEL INFORMATION
-------------------------------
Vessel Name: MV OCEAN STAR
IMO Number: 9876543
Call Sign: 9ABX2
Flag: Panama
Vessel Type: Container Ship

AGENT INFORMATION
-------------------------------
Shipping Line Code: OCN
Agent Company Name: BluePort Shipping Agency
Agent Contact Name: John Smith
Agent Email: operations@blueport.com
Agent Telephone: +94 77 123 4567

ARRIVAL DETAILS
-------------------------------
Last Port of Call: Singapore (SGSIN)
Estimated Time of Arrival (ETA): 2025-05-01T06:00
Estimated Time of Departure (ETD): 2025-05-02T18:00
Next Port of Call: Jebel Ali (AEJEA)

VESSEL DIMENSIONS
-------------------------------
Length Overall (LOA): 280.00 meters
Beam: 40.00 meters
Max Draft: 13.00 meters

CARGO SUMMARY
-------------------------------
Total Import Containers: 800 TEU
Total Export Containers: 500 TEU
Transshipment Containers: 200 TEU
Dangerous Goods Onboard: YES
- DG Class: 3 (Flammable Liquids)
- Quantity: 15 TEU

SERVICE REQUESTS
-------------------------------
Pilot Required: YES
Tug Assistance Required: YES
Mooring Crew Required: YES
Fresh Water Supply: NO
Bunkering: NO

SPECIAL HANDLING
-------------------------------
Reefer Containers Requiring Power: 30 Units
OOG (Out of Gauge) Containers: 5 Units

NOTES
-------------------------------
Advance Customs Clearance Documents Sent Separately.
All Dangerous Goods Documents Uploaded.
END OF MESSAGE

2. Berth Allocation

Berth Allocation is the process of assigning a specific quay (berthing space) to a vessel for mooring, unloading, and loading operations when it arrives at the port. It is a critical planning function because it directly affects vessel waiting time, terminal efficiency, equipment use, and customer satisfaction.

The goal is to optimize the use of the quay while minimizing vessel delays and maximizing terminal throughput.

Key Elements of Berth Allocation

1. Vessel Characteristics

• Size (Length Overall – LOA, Beam)
• Draft (how deep the vessel sits in water)
• Cargo type (containers, bulk, RoRo, dangerous goods)

2. Berthing Window

• Ports usually have berthing windows (scheduled time slots) reserved for regular shipping lines.
• Allocation must fit into the vessel’s ETA (Estimated Time of Arrival) and desired ETD (Estimated Time of Departure).

3. Terminal Resources

• Available quay cranes (STS cranes)
• Yard space availability
• Equipment like reach stackers, RTGs, trucks
• Workforce availability (gangs, crane operators)

Without available resources, berthing might be delayed even if a physical space is open.

4. Priority Rules

Terminals sometimes apply priority rules, such as:

• First-come, first-served
• Larger vessels prioritized for operational efficiency
• Premium customers (long-term contracts) may get preferred berthing
• Emergency berths for vessels with dangerous goods or critical cargo

5. Operational Constraints

• Tidal conditions (some berths are tidal restricted)
• Night berthing restrictions (for certain ports)
• Weather conditions
• Maintenance of berth infrastructure (e.g., quay repair)

Why Berth Allocation is So Important?

• Reduces vessel idle time (which saves shipping lines huge costs).
• Improves terminal yard and crane productivity.
• Increases port competitiveness (shipping lines prefer efficient terminals).
• Reduces port congestion.
• Optimizes overall traffic flow inside the terminal.

3. Pilot Boarding

Pilot Boarding is the process where a licensed harbor pilot boards an incoming vessel before it enters the port or approaches the berth. The pilot’s role is to guide the ship safely through local waters—such as narrow channels, shallow areas, or busy harbor zones—where navigation is complex and high-risk.

Harbor pilots have specialized knowledge of the port’s unique geography, tidal conditions, currents, traffic patterns, and safety regulations.

Key Steps of the Pilot Boarding Process

1. Pilotage Request : As part of the Pre-Arrival Notification, the vessel’s master or agent requests pilot services. The port control or Vessel Traffic Service (VTS) arranges for a pilot to meet the vessel at a designated pilot boarding station offshore.

2. Pilot Boarding Arrangement : A pilot boat or, in some large ports, a helicopter transports the pilot from shore to the vessel. The meeting point is usually 3 to 10 nautical miles offshore, depending on port rules.

3. Boarding the Vessel : The vessel reduces speed to a safe limit (~6–8 knots) near the pilot station. The pilot climbs aboard using a pilot ladder (a secured rope ladder that meets SOLAS standards). Safety precautions are critical during boarding, especially in rough seas.

4. Pilot-Master Exchange: After boarding, the pilot immediately meets the ship’s master (captain). 

A Master-Pilot Exchange (MPX) happens:

• Discuss the ship’s maneuverability.
• Confirm berth assignment and mooring plans.
• Share updated weather and tidal conditions.
• Agree on speed, course, tugboat usage, and mooring arrangements.
• Although the pilot advises, the ship’s master remains legally responsible for the vessel.

5. Navigating to the Berth : The pilot takes control of navigation, giving orders to the ship’s helmsman, engine room, and tugs. He/she maneuvers the ship through the approach channel, avoiding traffic and hazards. In some ports, very large ships (like Ultra Large Container Vessels – ULCVs) may need two pilots.

6. Handover After Berthing : Once the vessel is safely moored at the assigned berth, the pilot disembarks. A new pilot may board later for departure operations.

Important Equipment Involved

• Pilot Ladder
• Pilot Boat / Helicopter
• Lifejackets and Safety Gear
• VHF Radio Communication (Pilot communicating with VTS and ship’s bridge)

4. Tug Assistance

Tug Assistance refers to the use of specialized tugboats to help a vessel maneuver safely during arrival, berthing, shifting, or departure inside a port or harbor. Tugs provide additional power and control, especially when ships are too large or conditions (like wind, currents, or tight spaces) make self-maneuvering risky. In most commercial ports, tug assistance is mandatory for medium to large vessels like container ships, tankers, and bulk carriers.

Key Functions of Tug Assistance

1. Berthing

Assisting vessels to approach and position alongside the quay or dock. Helping rotate or “swing” the vessel to align properly with the berth (often called swinging on arrival).

2. Unberthing

Pushing or pulling the vessel away from the berth during departure. Guiding the vessel into the channel safely.

3. Escorting

Some ports require tugs to escort vessels (especially those carrying hazardous cargo) through narrow or congested waterways. Tugs stay ready to intervene quickly if steering or engine failure occurs.

4. Turning

In tight areas or turning basins, tugs help rotate the vessel (using “push and pull” methods) to face the right direction.

Types of Tug Operations

Tug Action	Description
Pushing	Tug presses against the side of the vessel to move or align it.
Pulling (Towage)	Tug uses a towline to pull the vessel forward, backward, or sideways.
Indirect Towage	Tug moves at an angle to generate hydrodynamic forces for steering assistance.

Typical Tugboat Types

• Conventional Tugs: Traditional design; good for simple jobs.
• Azimuth Stern Drive (ASD) Tugs: Highly maneuverable with rotating propellers.
• Voith Schneider Tugs: Advanced design offering precise movement control.
• Escort Tugs: Designed for high-speed emergency support.

When Tug Assistance is Needed

• Vessel is too large to safely berth under its own power (e.g., Ultra Large Container Vessels – ULCVs).
• Adverse weather conditions (strong winds, currents, poor visibility).
• Restricted maneuvering space (narrow harbors, shallow waters).
• Engine or rudder failure emergencies.
• Mandatory port regulations for environmental safety.

Typical Tug Assistance Process

1. Request and Confirmation : Tug requirement requested in the Pre-Arrival Notification. Pilot confirms tug requirements before arrival.
2. Tug Deployment : Tugs dispatched to meet the vessel at a pre-agreed point (usually near the pilot boarding area).
3. Tug Fastening : Tug lines are passed and fastened to vessel’s bollards (forward and/or aft).
4. Maneuvering : Tugs work under pilot and master orders to push, pull, or swing the vessel safely.
5. Release : After vessel is safely berthed (or exited), tugs release lines and return to base.

Important Communication

Constant communication is maintained between:

• Pilot
• Ship’s bridge team
• Tugboat masters
• Port control/VTS

They coordinate speed, angle, and tug power adjustments minute-by-minute.

Why Tug Assistance is Critical

• Prevents damage to ships, terminals, and the environment.
• Helps save fuel (vessels use minimal engine power during tight maneuvers).
• Ensures fast, safe turnaround times.
• Essential for emergency response (like engine failure, steering loss).

Special Notes

• Tug assistance costs are usually billed separately to the shipping line or agent.
• In adverse conditions, ports may require more tugs than usual.
• Improper tug handling can cause accidents like line snapback injuries.

Quick Real-World Example

A 330-meter-long container vessel arrives at Colombo Port during strong crosswinds. Two ASD tugs are dispatched—one pushes at the bow (front) and another at the stern (back)—under the harbor pilot's command, helping the ship slowly swing and align perfectly with the berth without touching neighboring ships or cranes.

5. Approach and Maneuvering

Approach and Maneuvering is the critical phase where a vessel, under the guidance of the harbor pilot (and often with tug assistance), carefully navigates from open water toward its assigned berth inside the port. This phase requires extreme precision because even small errors can cause accidents, delays, or damage to port infrastructure. The goal is to slow down, control, align, and position the vessel safely at the berth, ready for mooring and cargo operations.

Key Steps in Approach and Maneuvering

1. Vessel Approaches Pilot Boarding Area

Before entering the harbor, the vessel reduces speed (around 6–8 knots) for safe pilot boarding. After the pilot boards, the vessel adjusts course and speed under the pilot’s advice.

2. Entering Harbor Limits

The vessel slowly enters designated port waters through a safe channel.

Navigation must follow:

• Channel Markers and Buoys (showing safe paths)
• Port Traffic Control Instructions (to avoid collisions)
• Tidal Conditions and Currents (to maintain control)

3. Speed Reduction

The vessel gradually reduces speed to minimal safe maneuvering speed (often 3–5 knots inside the harbor). Slower speeds give better control and minimize wake that can disturb other ships or dock operations.

4. Coordination with Tugs

If tugs are assigned, they position themselves at the vessel’s bow, stern, or sides.

Pilot gives direct commands to tugs:

“Push port side bow.”

“Pull stern starboard.”

Tugs provide extra force to help turn, slow down, or align the vessel.

5. Final Alignment with Berth

When close to the berth, the vessel performs fine maneuvers:

• Lateral movements (side-stepping or “crabbing”) toward the quay wall.
• Swinging or rotating the vessel to match the berth alignment.
• This requires precise rudder and engine adjustments, combined with tug actions.

6. Standby for Mooring

• As the vessel nears the berth, mooring lines are prepared on deck.
• Mooring teams onshore get ready to catch lines.
• Vessel is slowed to a full stop exactly alongside the quay.

Key Techniques Used During Approach and Maneuvering

Technique	Purpose
Slow Speed Maneuvering	Precise control and easy stoppage.
Use of Bow Thruster	Sideways movement without moving forward.
Tug Push-Pull Maneuvering	Extra force for large vessels or tight turns.
Crabbing (Lateral Movement)	Shifting sideways without major course change.
Swinging on Arrival	Turning the vessel at a turning basin or before final berthing.

Important Equipment Used

• Ship’s Main Engine (very low power setting)
• Bow Thruster and Stern Thruster (sideways movement)
• Rudder (directional control)
• Tugs (for push/pull support)
• Mooring Winches (for line handling)

Why Approach and Maneuvering is Critical

• Avoids collisions with other vessels, structures, and cranes.
• Ensures vessel safety even under difficult weather (wind, tide, rain).
• Reduces delay in starting cargo operations (important for tight shipping schedules).
• Maintains port safety standards and smooth marine traffic flow.

Special Challenges

• Strong Crosswinds: Push vessels sideways unpredictably.
• Strong Currents: Affect vessel turning and stopping ability.
• Poor Visibility: Rain or fog can make precise navigation very tricky.
• Congested Ports: Limited space between ships and terminal structures.

Quick Real-World Example

A 300-meter container vessel approaching a busy terminal like Rotterdam slows to 4 knots inside the breakwater. The harbor pilot, using radio commands, asks two tugs to push gently on the vessel’s port side to counter a strong cross-current. The vessel swings carefully, moves laterally (crabbing) toward the quay, and aligns perfectly before final mooring.

6. Mooring Operations

Mooring Operations refer to the process of securing a vessel to a berth (quay, jetty, or dock) using ropes, cables, or mechanical systems to keep the ship steady, stable, and safe during cargo loading, unloading, or while the vessel is idle. Mooring ensures the vessel remains firmly in position, preventing unwanted movement caused by wind, tides, waves, or passing ships.

Key Steps in Mooring Operations

1. Preparation Before Arrival

Before the vessel approaches the berth, the deck crew prepares mooring lines on the forecastle (bow) and stern areas. Mooring winches, ropes, and fenders (shock absorbers) are checked. Shore mooring gangs are alerted and get ready at the quay.

2. Positioning at the Berth

During final approach, under pilot instructions:

• The vessel aligns parallel to the quay.
• Speed is reduced to nearly zero.
• Tugs may assist to fine-tune the vessel’s position and maintain steady alignment.

3. Line Deployment

Mooring lines are thrown or passed across to the shore by hand, heaving lines, or messenger lines. Shore-based mooring teams catch the lines and secure them to bollards (fixed posts) on the quay.

Typically, mooring lines are sent out in a specific order:

• Head lines (from the bow to the quay, preventing backward movement)
• Stern lines (from the stern to the quay, preventing forward movement)
• Breast lines (running directly outward to keep the vessel snug against the quay)
• Spring lines (angled lines preventing forward and backward movement along the quay)

4. Tensioning the Lines

Lines are tensioned (tightened) using the ship’s mooring winches.

Proper tension is critical:

• Too loose → Vessel moves (surging or yawing)
• Too tight → Lines can snap if the vessel moves slightly
• Modern vessels often have automated tension winches that adjust line tension automatically as tides rise and fall.

5. Final Checks

• Crew and port staff perform a final inspection:
• Are all lines correctly positioned and tensioned?
• Are line angles correct for maximum holding strength?
• Are fairleads (guides) properly aligned?
• Mooring safety signs are placed around working areas.

Key Equipment Used in Mooring Operations

Equipment	Purpose
Mooring Winches	To control line tension and deployment
Mooring Ropes/Wires	To physically connect the vessel to the shore
Bollards	Fixed posts on the quay for securing lines
Chocks and Fairleads	Guides to reduce friction on lines
Tension Monitoring Systems	For auto-adjusting mooring line tension
Fenders	To cushion between vessel and quay

Why Mooring Operations Are Critical

• Safety: Prevents vessel drifting that can damage cranes, pipelines, or neighboring ships.
• Operational Stability: Cargo handling equipment (STS cranes) needs the vessel to stay stable.
• Protection Against Weather: High winds or tidal forces can be dangerous without secure mooring.
• Efficiency: Quick, correct mooring reduces downtime between vessel arrival and start of cargo operations.

Common Challenges in Mooring Operations

• Tidal Changes: Can cause major shifts in line tension.
• High Winds: Extra force on vessels needs more breast lines or additional mooring.
• Poor Communication: Misunderstandings between ship and shore teams can lead to accidents.
• Worn-out Lines: Risk of snapping under pressure, causing serious injury or fatal accidents.

Quick Real-World Example

A container vessel berths at Colombo Port. Upon arrival, two head lines and two stern lines are quickly sent ashore to secure fore and aft movement. Then, breast and spring lines are deployed. The mooring winches are adjusted to match tidal conditions. The ship is safely secured, and container cranes move in to begin unloading.

Important Note:

In many modern terminals, automated mooring systems (like vacuum pads or magnetic clamps) are replacing traditional ropes — speeding up mooring and reducing accidents.

7. Port Clearance

Port Clearance is the formal process where a vessel obtains permission from port authorities (including customs, immigration, health, and security agencies) to either: Enter the port for cargo operations upon arrival, or Exit the port after completing operations.

It ensures that the ship is legally, safely, and operationally allowed to proceed with its next phase—whether it’s unloading/loading cargo or leaving for the next destination.

Without proper port clearance, no cargo operations can legally begin, and the vessel cannot sail out of port.

Key Aspects of Port Clearance

1. Arrival Clearance (Inward Clearance)

Happens after the vessel berths but before any cargo operations start. Customs, immigration, port health authorities, and sometimes the harbor master board the vessel.

They verify:

• Vessel identity and registration
• Crew and passenger documents (passports, visas, seafarer’s books)
• Cargo declarations (what’s onboard)
• Health status (checking for contagious diseases)
• Dangerous goods declarations
• No cargo can be discharged until inward clearance is fully granted.

2. Departure Clearance (Outward Clearance)

Happens after cargo operations are complete, before the vessel departs the port.

Authorities confirm:

• All import/export documentation is in order
• No outstanding port dues, berthing charges, tug fees, or penalties
• All crew/passenger movements are documented
• Dangerous cargo is handled properly (if applicable)

Once clearance is granted, the vessel receives a “Port Clearance Certificate” allowing it to legally leave.

Documents Typically Required for Port Clearance

Document	Purpose
Crew List	Record of all crew members onboard
Passenger List (if any)	For vessels carrying passengers
Cargo Manifest	Full details of cargo (import, export, transshipment)
Dangerous Goods Declaration	If carrying hazardous cargo
Ship’s Registration Certificate	Proof of vessel ownership and registry
Last Port Clearance	Clearance certificate from the last port visited
Ship Sanitation Certificate	Health clearance (especially important during pandemics)
Insurance Certificates	P&I (Protection and Indemnity) insurance proof
Customs Import/Export Declarations	Detailed cargo declarations for customs

Authorities Involved in Port Clearance

• Customs Authority – Checks cargo and taxes
• Immigration Authority – Inspects crew/passenger documents
• Port Health Authority – Monitors health risks (COVID-19 protocols, etc.)
• Port Authority / Harbor Master – Ensures port regulations are followed
• Security Officers – Enforce ISPS (International Ship and Port Facility Security) Code compliance

Why Port Clearance is Critical?

• Safety and Security – Ensures no illegal cargo, weapons, or stowaways onboard.
• Legal Compliance – Fulfills national and international laws (SOLAS, MARPOL, ISPS).
• Customs Revenue – Ensures proper declaration and taxation of goods.
• Public Health – Prevents spread of diseases across countries.
• Smooth Port Operations – Avoids operational delays and penalties.

Common Delays in Port Clearance

• Incomplete or incorrect documentation.
• Customs inspections revealing undeclared goods.
• Immigration issues (missing or expired visas, irregular crew changes).
• Health issues (outbreaks onboard without prior declaration).
• Outstanding unpaid port charges.

Quick Real-World Example

When a container vessel arrives at Colombo Port, officials board the ship immediately after it moors. They check the cargo manifest, dangerous goods list, crew list, and sanitation certificates. Once satisfied, they grant inward clearance, allowing unloading to start. After export loading is completed, outward clearance is granted, allowing the vessel to depart for Dubai.

Important Notes

Some modern ports use electronic Port Clearance Systems (EPCS) to speed up documentation checks and approvals.

In emergencies, provisional clearance can sometimes be given while final checks are ongoing.

8. Commencement of Cargo Operations

Commencement of Cargo Operations refers to the official start of loading or unloading cargo from a vessel once it has berthed and all legal clearances (Port Clearance) are completed.

This phase is where the real work of a port terminal happens — moving containers, bulk goods, vehicles, or other cargo between the ship and shore as efficiently and safely as possible.

It is the most operationally intense phase in terminal operations, requiring coordination between cranes, yard equipment, workforce, and supervisors.