Sailor Templates

Sailor Templates

There is a huge number of templates that someone in the Sailor role uses in their daily work. In this article, we’ll outline the main templates they use.

Documents & Spreadsheets

These templates are some of the most commonly used templates by a Sailor. Documents are often built in tools like Word, Google Docs, Notion & others while spreadsheets are often built in Excel, Google Sheets, Airtable & others.

1. Voyage Plan Template
2. Crew Roster Template
3. Daily Log Template
4. Safety Inspection Checklist Template
5. Maintenance Schedule Template
6. Fuel Consumption Spreadsheet Template
7. Cargo Manifest Template
8. Weather Report Template
9. Incident Report Template
10. Budget Spreadsheet Template

Reports

Reports are often prepared by a Sailor to track business performance for themselves or for their management team. They can be created in a variety of tools and can be static or dynamic templates.

1. Monthly Vessel Performance Report
2. Crew Performance Report
3. Fuel Consumption Report
4. Maintenance and Repair Report
5. Safety and Incident Report
6. Cargo Handling Report
7. Navigation and Route Report
8. Weather and Sea Conditions Report
9. Port Operations Report
10. Financial Expenditure Report

SOPs

At the heart of businesses with solid systems and processes are SOPs (standard operating procedures). These should be living documents that outline what a Sailor does and how they do it.

1. Vessel Maintenance SOP
2. Navigation and Charting SOP
3. Safety and Emergency Procedures SOP
4. Cargo Handling SOP
5. Engine Room Operations SOP
6. Watchkeeping and Bridge Procedures SOP
7. Mooring and Anchoring SOP
8. Communication and Radio Procedures SOP
9. Crew Management and Training SOP
10. Port Operations SOP

Presentations

Sailor presentations can be delivered either to internal or external stakeholders. Often created in tools like PowerPoint, Google Slides, Canva, Adobe or others, they are important for visually communicating important business information.

1. Monthly Performance Report
2. Safety Training Presentation
3. Vessel Maintenance Update
4. Crew Briefing Presentation
5. Port Visit Summary

Legal Docs

There are several key times when a Sailor needs to create and complete legal documents. By using templates set up as documents, signable PDFs or esignature software templates, they can speed up this process.

1. Employment Contract Template
2. Vessel Charter Agreement Template
3. Bill of Lading Template
4. Maritime Insurance Policy Template
5. Crew List Template

Health & Safety Templates

Health & Safety templates for a Sailor ensure that the correct forms are completed to protect from harm and record any incidents at work.

1. Incident Report Template
2. Safety Meeting Minutes Template
3. Risk Assessment Template
4. Safety Inspection Checklist Template
5. Emergency Response Plan Template

Calendars

Setting up Sailor calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Monthly Voyage Calendar
2. Crew Rotation Calendar
3. Maintenance and Repair Calendar
4. Training and Certification Calendar
5. Port Call and Docking Calendar

Invoice Templates

Several types of Sailor invoice templates can be used and these are generally set up as Word docs, PDFs or accounting software templates.

1. Monthly Ship Charter Invoice
2. Crew Salary Invoice
3. Fuel and Lubricants Invoice
4. Port Charges Invoice
5. Maintenance and Repair Invoice

Survey Templates

For a Sailor to get insights related to the work they do, they need to send out Sailor surveys. These templates can be set up as documents, fillable PDFs or survey software templates.

1. Safety Survey: This survey is designed to assess the safety measures and protocols in place on board the vessel, ensuring compliance with industry standards and regulations.

2. Crew Satisfaction Survey: This survey is used to gauge the satisfaction levels of the crew members, identifying areas for improvement and addressing any concerns they may have.

3. Customer Satisfaction Survey: This survey is sent to customers who have recently used the maritime services, gathering feedback on their experience and identifying areas for improvement.

4. Environmental Impact Survey: This survey is designed to assess the impact of the vessel on the environment, identifying any potential areas for improvement and ensuring compliance with environmental regulations.

5. Maintenance Survey: This survey is used to assess the maintenance and repair needs of the vessel, identifying any issues that need to be addressed and ensuring the vessel is in good working order

Meeting Agendas

Having premade Sailor meeting agenda and meeting notes templates can save time and ensure you run efficient meetings. They are usually set up in tools like Word, Google Docs, Notion & others.

1. Monthly Crew Briefing
2. Safety Committee Meeting
3. Navigation Planning Meeting
4. Vessel Maintenance Review
5. Port Operations Coordination Meeting

Budget Templates

To manage finances well, a Sailor would need to have budget templates they can used on a monthly, quarterly and yearly basis.

1. Monthly Income and Expense Tracker
2. Savings and Investment Plan
3. Debt Repayment Schedule
4. Travel and Accommodation Budget
5. Emergency Fund Allocation

Dashboards

Dashboards are a useful way for a Sailor to monitor business performance and they can be set up as static documents or dynamic online documents/views.

1. Vessel Performance Dashboard
2. Safety and Compliance Dashboard
3. Crew Management Dashboard
4. Fuel Consumption Dashboard
5. Voyage Planning Dashboard

Proposal Templates

For bidding or requesting work, a Sailor needs a boilerplate proposal template that they can use over and over again. These templates can be set up as documents, fillable PDFs or proposal software templates.

1. Monthly Vessel Maintenance Proposal
2. Crew Training and Development Proposal
3. Safety and Emergency Preparedness Proposal
4. Equipment Upgrade and Replacement Proposal
5. Environmental Sustainability Proposal

Get Your Template Made

We’ve brought together some of the best template builders in the world to help people like you get your templates built. We’ve seen that using a solid set of templates in business will help you streamline your systems and processes. Whether you’d like your Sailor templates built in Word, Google Docs, Excel, Google Sheets, PDF, Notion, Airtable, Canva, PowerPoint or other software, we’re here to help. Request your template and we’ll get your request in the hands of a 3D Animator Template designer.