Ship Pilot Templates

Ship Pilot Templates

There is a huge number of templates that someone in the Ship Pilot 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 Ship Pilot. 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. Pilotage Report Template
3. Ship Log Template
4. Safety Inspection Checklist Template
5. Incident Report Template
6. Crew Roster Template
7. Fuel Consumption Spreadsheet Template
8. Weather Forecast Template
9. Navigation Chart Template
10. Port Clearance Template

Reports

Reports are often prepared by a Ship Pilot 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 Ship Traffic Report
2. Vessel Performance Report
3. Port Operations Report
4. Safety Incident Report
5. Fuel Consumption Report
6. Weather Conditions Report
7. Navigation Equipment Status Report
8. Crew Training Report
9. Cargo Handling Report
10. Maintenance and Repair 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 Ship Pilot does and how they do it.

1. Vessel Boarding SOP
2. Navigation SOP
3. Berthing and Unberthing SOP
4. Emergency Response SOP
5. Communication SOP
6. Tugboat Operations SOP
7. Pilotage Planning SOP
8. Weather and Tide Monitoring SOP
9. Cargo Handling SOP
10. Pilot Transfer SOP

Presentations

Ship Pilot 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 Navigation Guidelines
4. Emergency Response Procedures
5. Port Operations Update

Legal Docs

There are several key times when a Ship Pilot 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. Ship Pilot Agreement Template
2. Vessel Inspection Report Template
3. Incident Report Template
4. Pilotage Service Invoice Template
5. Pilotage Service Contract Template

Health & Safety Templates

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

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

Calendars

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

1. Monthly Schedule Calendar
2. Vessel Departure Calendar
3. Vessel Arrival Calendar
4. Crew Rotation Calendar
5. Maintenance and Repair Calendar

Invoice Templates

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

1. Monthly Pilotage Services Invoice
2. Vessel Pilotage Fee Invoice
3. Pilotage Charges Invoice
4. Pilotage Services Invoice
5. Ship Navigation Services Invoice

Survey Templates

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

1. Customer Satisfaction Survey
2. Crew Performance Evaluation Survey
3. Safety and Security Assessment Survey
4. Vessel Maintenance Feedback Survey
5. Port Facilities Assessment Survey

Meeting Agendas

Having premade Ship Pilot 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 Safety Meeting
2. Crew Briefing Meeting
3. Navigation Planning Meeting
4. Port Operations Meeting
5. Performance Review Meeting

Budget Templates

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

1. Monthly Operating Budget Template
2. Fuel and Maintenance Budget Template
3. Crew and Personnel Budget Template
4. Vessel Maintenance and Repair Budget Template
5. Safety and Training Budget Template

Dashboards

Dashboards are a useful way for a Ship Pilot 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. Voyage Planning Dashboard
4. Weather and Sea Conditions Dashboard
5. Crew Management Dashboard

Proposal Templates

For bidding or requesting work, a Ship Pilot 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 Ship Maintenance Proposal
2. Monthly Crew Training Proposal
3. Monthly Safety and Security Proposal
4. Monthly Navigation Equipment Upgrade Proposal
5. Monthly Fuel Efficiency Improvement 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 Ship Pilot 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.