The Importance of Vessel Documentation
The Merchant Marine Code of Georgia regulates vessel documentation as a mandatory matter: a ship registered in Georgia must carry the core documents defined by law, which serve both as evidence of the ship's safety and of the lawfulness of its navigation. A gap in documentation disables the operation of the vessel: control authorities at port check the papers first, and only then is the ship cleared for navigation. For a shipowner, maintaining complete documentation is therefore one of the most important administrative tasks of modern seamanship. In modern practice documentation plays a dual role: it underpins both state control and commercial relations — insurance, chartering and dealings with ports. The statutory list of papers is closed and is supplemented only by international treaties.
Core Documents a Ship Must Carry
Under Article 39 of the Merchant Marine Code, a ship registered in Georgia must have the following core documents:
- the certificate of registration;
- the document on manning the crew with the safe number of members;
- the ship's log;
- the engine log — for a ship with a mechanical engine;
- the log of the ship's radio station — where necessary;
- the ship's sanitary certificate;
- the certificate of the ship's radio station and other documents under the radio regulations;
- the list of crew members;
- other documents provided for by Georgia's international treaties.
This list forms a single legal framework: each document performs a defined function — the certificate of registration confirms the ship's identity and its owner, the manning document records the minimum composition necessary for safe operation, and the logs provide a continuous record of the voyage. Completeness of the papers shows the control authorities that the ship conforms to the requirements and is operated lawfully.
The logs are produced under the procedure established by the Agency, and completed logs are kept on board for 3 years. Material or electronic versions of the core documents must be kept on board, and for an electronic certificate a clear and simple instruction must be available confirming its periodic verification, provenance, validity and authenticity.
Exceptions and Additional Requirements for International Navigation
The law contemplates a lighter regime in certain cases: special-service and sport ships may lack a tonnage certificate, and the displacement of a special-service ship may be determined under a simplified procedure, which is confirmed by the issue of a corresponding certificate. A small ship is not obliged to have an engine or sanitary log unless the shipowner has provided otherwise. Conversely, Georgian ships engaged in international navigation must, in addition to the core documents, carry other mandatory certificates provided for by Georgia's international treaties. The Agency may allow an exception from the obligations on grounds of expediency.
Issue of Certificates and Recognition of Foreign Ones
The certificate of registration of the ship is issued by the Agency under a procedure it establishes, and the same body may delegate authority to recognized organizations and technical-supervision organizations. The certificate of the ship's radio station is issued by the Agency in agreement with the Georgian National Communications Commission. In exceptional cases the Agency may, in agreement with a recognized organization, issue a single-voyage permission where certificates are absent or non-conforming, provided this does not contradict obligations under international treaties. A similar single-voyage permission is issued for a domestic-navigation ship proceeding to mandatory repairs, and for a ship purchased abroad proceeding to its port of registry. The single-voyage permission is thus a narrowly targeted instrument: it does not cure the underlying defect generally, but permits one specific voyage where the purpose is lawful, and the decision always remains measured against Georgia's treaty obligations. In a Georgian port, the measurement, passenger and cargo-line marks and radio-station certificates of a ship entering under a foreign flag are recognized on the basis of the international treaties to which Georgia is a party — the Code names no separate foreign regime here and grounds recognition directly on the treaties.
Frequently Asked Questions
Below we answer the questions most frequently asked on this topic.
For how long are completed logs kept on board?
For 3 years. Material or electronic versions of the core documents must likewise be kept on board.
Must a small ship carry every log?
No. A small ship is not obliged to have an engine or sanitary log unless the shipowner has provided otherwise.
Is navigation possible without certificates?
In exceptional cases the Agency may issue a single-voyage permission where certificates are absent or non-conforming, provided this does not contradict treaty obligations.
How are a foreign ship's certificates recognized in a Georgian port?
On the basis of the international treaties to which Georgia is a party.
How is an electronic certificate confirmed?
A clear and simple instruction must be available on board confirming the certificate’s periodic verification, provenance, validity and authenticity.
How We Help on Legal.ge
Vessel documentation issues require experience of working with the maritime administration and knowledge of international treaties. On Legal.ge you can consult a lawyer working in maritime law who will help you inventory the documents, navigate the certificate issue and renewal procedures, and represent your interests in dealings with the Agency. Submit a request on the site and get qualified assistance.