Ballast Water Record Book

Version 5
Date of first entry :

Date of last entry :

Name of Master :

BALLAST WATER MANAGEMENT SYSTEM (BWMS) DETAILS:

BWMS (BWTS) name:

BWMS (BWTS) manufacturer name:

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Section 1 Vessel Details
Contents 5
Section 2 Instructions 11
Section 3 Ballast Water Management Records 15
 Section 1
Vessel Details
Section 1: Vessel Details

1.1 Vessel Information

• Vessel name: Enter the name of the vessel
• type: Enter vessel type, for example bulk carrier/passenger/RoPax
• date of construction: Enter the date when the construction of this vessel was completed. Use the format
DD/MM/YYYY
• IMO no: Enter the vessel IMO number (7 digits)
• owner: Enter the name of the registered owner(s)
• operator: Enter the name of the technical operator of the vessel
• gross tonnage: Enter the gross tonnage of the vessel (GT)
• call sign: Enter the ship’s call sign
• flag: Enter the country of registry.

1.2 Ballast Water Capacity

• Total ballast water volume (specify units): Enter the maximum total volume of ballast water that can be carried
in the vessel and specify unit (m3, MT or gal). Note: For compliance with the IMO BW Convention, use m3. For
compliance with the United States BW Discharge Rule, use either m3, metric tons (MT) or gal
• total number of tanks on board: Enter the total number of ballast water tanks, cargo holds and other spaces
that are used for carrying ballast water.

1.3 Ballast Water Managment

• Is there an approved Ballast Water Management Plan (BWMP) on board? Tick yes or no
• has the BWMP been implemented on board? Tick yes or no
• are the IMO Ballast Water Guidelines (Resolution A.868(2)) on board? Tick yes or no
• is there an onboard Ballast Water Management System (BWMS)? Tick yes or no. Note: A BWMS and a BWTS
(Ballast Water Treatment System) are the same
• if yes to above: Enter the name of the BWMS, model and, for United States waters, the AMS ID or USCG Type
Approval ID
• is there an international BWM Certificate on board? Tick yes or no
• date of issue (DD/MM/YYYY): Record the date of issue of the BWM Certificate in the format DD/MM/YYYY
• date of expiry (DD/MM/YYYY): Record the expiry date of the BWM Certificate in the format DD/MM/YYYY
• issuing authority: Record the Authority that issued the Certificate
• place of issue: Record the place the Certificate was issued
• date the vessel is required to meet the D-2 standard (DD/MM/YYYY): Record the date the veseel is required to
meet the D-2 standard in the format DD/MM/YYYY.

1.4 Ballast Water Tank Identification

• Enter name, number and position of each ballast tank.

1.5 Ballast Water Tank Capacity

• Enter the capacity of each ballast tank.

1.6 Ballast Water Tank Plan

• Add ballast water tank positions to the plan views of ballast tanks.

Fore Peak Tank = FPT, Aft Peak Tank = APT, Upper Ballast Tank = UBT, Side Ballast Tank = SBT,
Wing Ballast Tank = WBT, Double Bottom Ballast Tank = DBBT, Lower Ballast Tank = LBT, Cargo Hold = CH,
Other = O

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VESSEL DETAILS

1.1 VESSEL INFORMATION

Vessel name: Operator:

Type: Gross tonnage:

Date of construction (DD/MMM/YYYY): Call sign:

IMO no.: Flag:

Owner:

1.2 BALLAST WATER CAPACITY

Total ballast water Total number of tanks

volume: on board:

1.3 BALLAST WATER MANAGEMENT (BWM)

Yes No

Approved Ballast Water Management Plan on board?

Ballast Water Management Plan implemented on board?

IMO BW Guidelines Resolution A.868(20) on board?

Is there an onboard BWM system?

If yes to above, enter the name of the BWMS, model and, for United States waters, the AMS ID or USCG Type
Approval ID:

Yes No

International BWM Certificate on board?

Date of issue (DD/MM/YYYY):

Expiry date (DD/MM/YYYY):

Issuing authority:

Place of issue:

Date the vessel is required to meet the D-2 standard (DD/MM/YYYY):

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VESSEL DETAILS

1.4 BALLAST WATER TANK IDENTIFICATION 1.5 BALLAST WATER TANK CAPACITY (m3)

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VIEWS OF BALLAST TANKS (to be completed on board)

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Section 2
Instructions
1 Introduction
In accordance with regulation B-2 of the Annex to the International Convention for the Control and
Management of Ships’ Ballast Water and Sediments, a record is to be kept of each ballast water operation. This
includes discharges at sea and to reception facilities.

2 Ballast Water and Ballast Water Management

Ballast water means water with its suspended matter taken on board a·ship to control trim, list, draught,
stability, or stresses of a ship. Management of ballast water shall be in accordance with an approved ballast
water management plan and taking into account guidelines” developed by the Organization.

3 Entries in the Ballast Water Record Book

Entries in the ballast water record book shall be made on each of the following occasions:

3.1 When ballast water is taken on board:

• Date, time and location of port or facility of uptake (port or lat/long), depth if outside port
• Estimated volume of uptake in cubic metres
• Signature of the officer in charge of the operation.

3.2 Whenever ballast water is circulated or treated for ballast water management purposes:
• Date and time of operation
• Estimated volume circulated or treated (in cubic metres)
• Whether conducted in accordance with the ballast water management plan
• Signature of the officer in charge of the operation

3.3 When ballast water is discharged into the sea:

• Date, time and location of port or facility of discharge (port or lat/ long)
• Estimated volume discharged in cubic metres plus remaining volume in cubic metres
• Whether approved ballast water management plan had been implemented prior to discharge
• Signature of the officer in charge of the operation.

3.4 When ballast water is discharged to a reception facility:

• Date, time, and location of uptake
• Date, time, and location of discharge
• Port or facility
• Estimated volume discharged or taken up, in cubic metres
• Whether approved ballast water management plan had been implemented prior to discharge
• Signature of officer in charge of the operation.

3.5 Accidental or other exceptional uptake or discharges of ballast water:

• Date and time of occurrence
• Port or position of the ship at time of occurrence
• Estimated volume of ballast water discharged
• Circumstances of uptake, discharge, escape or loss, the reason therefor and general remarks
• Whether approved ballast water management plan had been implemented prior to discharge
• Signature of officer in charge of the operation.

Refer to the Guidelines for the control and management of ships’ ballast water to minimize the transfer of harmful aquatic organisms and
pathogens adopted by the Organization by resolution A.868(20).

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 3.6 Additional operational procedure and general remarks
This section should be used to indicate additional events, with the Remarks column use for further
explanation, for example:
• The occurrence of the additional operational procedure of salt water flushing used, for example,
before entry into the Great Lakes.
Note: If a salt water flush (for vessels entering the Great Lakes and Hudson River) has been carried
out as per USCG best management practice, enter SWF and explanation in the Remark column
• whether there has been a malfunction or failure of the BWMS on board, with explanation and
reference made to the BWMP contingency measures
• failure of the ballast water pump during BWE operations
• any management and/or removal of sediment in a tank, with reference made to the BWMP.

The additional operational procedures are detailed in the BWM Convention, in A-3 (Exceptions) and A-4
(Exemptions). Regulation A-3 Exceptions include when ballast water and sediments are:
• Loaded or discharged to ensure the safety of a ship in emergency situations
• loaded or discharged to save a life at sea
• loaded or discharged accidentally, as a result of damage to a ship or its equipment
• loaded or discharged to aviod or minimise pollution to the ship
• loaded or discharged on high seas (of the same ballast water and sediments)
• discharged from a ship at the same location and are unmixed with other ballast water and sediments
from a different location. If mixing had occurred, entry shall be made into the Record of Ballast
Water Operations table.

Regulation A-4 Exemptions are granted by the coastal State of the ship:
• When ships are on voyages between specified ports or locations, or a ship operates exclusively
between specific ports or locations. Also, when ballast water and sediments are not mixed with
those from any source other than those specified
• for a specified period of time, not more than five years, and subject to review.

4 Volume of ballast water

The volume of ballast water on board should be estimated in cubic metres. The ballast water record book
contains many references to estimated volume of ballast water. It is recognized that the accuracy of estimating
volumes of ballast is left to interpretation.

Refer to the Guidelines for the control and management of ships’ ballast water to minimize the transfer of harmful aquatic organisms and
pathogens adopted by the Organization by resolution A.868(20).

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Hydrometer Specific Gravity vs Salinity at 15°C

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 Section 3
Ballast Water Management Records
Sample Record of Ballast Water Operations

Vessel Name: MV Voyager

Ballast Water Exchange (BWE)

Location Method
Item Time Time Distance
Date Tank (port or (BWT or
(number) Started Completed Depth from %
lat/long BWE)
(m) Nearest Exchanged
Land (NM)

Example of loading ballast water in Rotterdam with a BWMS in use

3.1
01/12/2021 FPT Rotterdam 09:15 22:30 BWT N/A N/A N/A
3.2

3.1 1P
01/12/2021 Rotterdam 10:00 23:00 BWT N/A N/A N/A
3.2 DBBT

3.1 1S
01/12/2021 Rotterdam 10:00 23:00 BWT N/A N/A N/A
3.2 DBBT

Example of BWE operations while on passage

3.2 53° 00’ N

08/12/2021 FPT 06:00 09:00 BWE 2,000 502 97
3.3 034° 30’ W

3.2 1P 53° 00’ N

08/12/2021 06:00 12:00 BWE 2,000 502 98
3.3 DBBT 034° 30’ W

3.2 1S 53° 00’ N

08/12/2021 06:00 12:00 BWE 2,000 502 98
3.3 DBBT 034° 30’ W

3.1 53° 15’ N

08/12/2021 FPT 12:00 18:00 BWE 2,000 485 97
3.2 034° 45’ W

3.1 1P 53° 15’ N

08/12/2021 12:00 18:00 BWE 2,000 485 98
3.2 DBBT 034° 45’ W

3.1 1S 53° 15’ N

08/12/2021 12:00 18:00 BWE 2,000 485 98
3.2 DBBT 034° 45’ W

Example of an internal ballast water transfer operation

55° 00’ N
08/12/2021 3.2 FPT 09:00 11:00 N/A N/A N/A N/A
041° 45’ W

55° 00’ N
08/12/2021 3.2 APT 09:00 11:00 N/A N/A N/A N/A
041° 45’ W

Example of ballast water discharge

3.2 St Johns,
08/12/2021 APT 10:00 15:00 BWT N/A N/A N/A
3.3 Newfoundland

Master’s Signature: Capt. Haddock Date: 15 12 2021

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IMO No.: 1234567

Ballast Water Volume (m3)

As per Signature of
Salimity BWMP Remarks Officer
Initial Final (Y/N) in Charge
Loaded Discharged
Volume Volume

1.020
0 1,500 1,500 N/A
t/m3
Y – John c/o
1.020
0 4,000 4,000 N/A
t/m3
Y – John c/o
1.020
0 4,000 4,000 N/A
t/m3
Y – John c/o

1.020
1,500 45 N/A 1,455
t/m3
Y BWE sequential method John c/o
1.020
4,000 80 N/A 3,920
t/m3
Y BWE sequential method John c/o
1.020
4,000 80 N/A 3,920
t/m3
Y BWE sequential method John c/o
1.025
45 1,500 1,455 N/A
t/m3
Y BWE sequential method John c/o
1.025
80 4,000 3,920 N/A
t/m3
Y BWE sequential method John c/o
1.025
80 4,000 3,920 N/A
t/m3
Y BWE sequential method John c/o

1.025
1,500 0 N/A N/A
t/m3
Y Internal ballast transfer
operation from the fore
John c/o
1.025 peak tank to the aft peak
0 1,500 N/A N/A
t/m3
Y tank for trim purposes. John c/o

1.025
1,500 0 N/A 1,500
t/m3
Y – John c/o

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Section 3: Record of Ballast Water Operations

Vessel Name:

Ballast Water Exchange (BWE)

Location Method
Item Time Time Distance
Date Tank (port or (BWT or
(number) Started Completed Depth from %
lat/long BWE)
(m) Nearest Exchanged
Land (NM)

Master’s Signature: Date:

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IMO No.:

Ballast Water Volume (m3)

As per Signature of
Salimity BWMP Remarks Officer
Initial Final (Y/N) in Charge
Loaded Discharged
Volume Volume

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