Ship’s Pilot Templates

Ship’s Pilot Templates

There is a huge number of templates that someone in the Ship’s 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’s 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. Pilot Boarding Arrangement Template
4. Vessel Traffic Service (VTS) Report Template
5. Pilot Ladder Inspection Checklist Template
6. Pilotage Service Invoice Template
7. Pilot Training Record Template
8. Pilotage Risk Assessment Template
9. Pilotage Service Agreement Template
10. Pilotage Incident Report Template

Reports

Reports are often prepared by a Ship’s 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 Vessel Traffic Report
2. Port Activity Report
3. Pilotage Services Utilization Report
4. Pilot Training and Certification Report
5. Safety Incident Report
6. Weather Conditions Report
7. Pilotage Revenue Report
8. Vessel Delay Report
9. Pilot Performance Evaluation Report
10. Pilotage Efficiency 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’s Pilot does and how they do it.

1. Pre-arrival checklist
2. Vessel boarding procedure
3. Navigation equipment inspection
4. Pilotage plan development
5. Emergency response protocol
6. Berthing and unberthing guidelines
7. Communication procedures
8. Weather assessment template
9. Passage planning template
10. Post-pilotage debriefing form

Presentations

Ship’s 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 Briefing Presentation
3. Vessel Navigation Plan
4. Port Entry and Exit Procedures
5. Crew Training and Development Update

Legal Docs

There are several key times when a Ship’s 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. Pilotage Agreement Template
2. Vessel Traffic Service Agreement Template
3. Harbor Services Agreement Template
4. Pilotage Exemption Certificate Template
5. Pilotage Service Invoice Template

Health & Safety Templates

Health & Safety templates for a Ship’s 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’s Pilot calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Monthly Schedule Calendar
2. Vessel Movement Calendar
3. Crew Rotation Calendar
4. Tidal Calendar
5. Weather Forecast Calendar

Invoice Templates

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

1. Monthly Pilotage Fee Invoice
2. Vessel Pilotage Services Invoice
3. Pilotage Charges Invoice
4. Pilotage Fee Statement
5. Ship’s Pilot Invoice

Survey Templates

For a Ship’s Pilot to get insights related to the work they do, they need to send out Ship’s 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 Equipment and Maintenance Survey
5. Port and Harbor Facilities Evaluation Survey

Meeting Agendas

Having premade Ship’s 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. Port Operations Meeting
4. Navigation Planning Meeting
5. Incident Review Meeting

Budget Templates

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

1. Monthly Operating Budget Template
2. Crew Payroll Budget Template
3. Fuel and Maintenance Budget Template
4. Port Fees and Charges Budget Template
5. Vessel Supplies and Provisions Budget Template

Dashboards

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

1. Vessel Traffic Dashboard
2. Weather and Sea Conditions Dashboard
3. Navigation and Route Planning Dashboard
4. Port Operations Dashboard
5. Safety and Emergency Response Dashboard

Proposal Templates

For bidding or requesting work, a Ship’s 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 Safety Proposal
2. Efficiency Improvement Proposal
3. Training and Development Proposal
4. Equipment Upgrade 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 Ship’s 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.