SAMPLE ENTRIES IN BALLAST WATER RECORD BOOK

Training Material #186 01-Oct-2021 Rev 0 Page 1 of 8

Purpose
To provide guidance on entries in Ballast Water Record Book for various ballasting and deballasting operations
performed on board.

Introduction:
As per Ballast Water Management Convention, all ballast water operations are to be recorded in the Ballast
Water Record Book (BWRB).
Currently there is no uniform guidance available in the industry for making entries in the BWRB for various
operations performed on board.
To assist the vessel staff and provide uniformity across the fleet, this training material provides sample
entries for various operations that can be used as a guidance on board for making entries into BWRB.
A copy of this Training Material must be attached to the Ship’s Ballast Water Record Book in use.
There is no clarity if the volume of ballast water handled must be recorded on a tank-by-tank basis in
BWRB. For reasons of simplicity, the total volume of ballast water must be entered when making entries
in BWRB.
Following common points are to be complied with while making entries in the log.
➢ There are no changes to Section 2 of the ballast water record book. Vessels should continue
filling up section 2 as per earlier practice and examples provided in BWRB.
➢ If the Ballasting or De-Ballasting operation has been done with breaks in between, the n each
operation must be entered separately.
➢ In the case of failure of BWTS during operation, where operation was partly done though BWTS
plant and partly by bypassing the plant, separate entries for the treated and untreated waters
must be made.
➢ Whenever untreated water is mixed with treated water, the entire quantity must be considered
as untreated and managed accordingly.
➢ The vessel must adopt Flow through, Sequential or Dilution method as per the permitted process
mentioned in the Ballast Water Management Plan.
➢ Vessels that are certified as D-2 only, must have ship specific contingency plan included in the
BWMP.
➢ Any vessel fitted with BWTS and calling US port, must have ship specific contingency plan
included in the BWMP.
 SAMPLE ENTRIES IN BALLAST WATER RECORD BOOK
Training Material #186 01-Oct-2021 Rev 0 Page 2 of 8

Ballast Water Record Book – List of Items to be Recorded

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:
.1 Date, time and location, port, or facility of uptake (port or latitude/longitude), estimated
depth if outside port
.2 Estimated volume of uptake in cubic metres
.3 Signature of the officer in charge of the operation
3.2 Whenever Ballast Water is circulated or treated for Ballast Water Management purposes:
.1 Date and time of operation
.2 Estimated volume circulated or treated (in cubic metres)
.3 Whether conducted in accordance with the Ballast Water Management Plan
.4 Signature of the officer in charge of the operation
3.3 When Ballast Water is discharged into the sea:
.1 Date, time and location, port or facility of discharge (port or latitude/longitude)
.2 Estimated volume discharged in cubic metres plus remaining volume in cubic metres
.3 Whether approved Ballast Water Management Plan had been implemented prior to
discharge
.4 Signature of the officer in charge of the operation
3.4 When Ballast Water is discharged to a reception facility:
.1 Date, time and location of uptake
.2 Date, time and location of discharge
.3 Port or facility
.4 Estimated volume discharged or taken up, in cubic metres
.5 Whether approved Ballast Water Management Plan had been implemented prior to
discharge
.6 Signature of the officer in charge of the operation
3.5 Accidental or other exceptional uptake or discharges of Ballast Water:
.1 Date and time of occurrence
.2 Port or position of the ship at time of occurrence
.3 Estimated volume of Ballast Water uptake/discharged
.4 Circumstances of uptake, discharge, escape or loss, the reason therefore and general
remarks
.5 Whether approved Ballast Water Management Plan had been implemented prior to
uptake / discharge
.6 Signature of the officer in charge of the operation
3.6 Additional operational procedure and general remarks
 SAMPLE ENTRIES IN BALLAST WATER RECORD BOOK
Training Material #186 01-Oct-2021 Rev 0 Page 3 of 8

Sample Entries in Ballast Water Record Book

Section 1: Sample Entries for Vessels Not Fitted with a BWTS System

Example 1: Ballasting at Sea

Date Item Record of Operation

dd-MMM-yyyy 3.1.1 dd-MMM-yyyy, hh:mm LT, LAT: ……, LONG: …, to dd-MMM-yyyy, hh:mm LT,

Lat: ……, Long: …, Min Depth xxx m.

3.1.2 xxx m³

3.1.3 Signed: (Officer in charge, Name & Rank), dd-MMM-yyyy

Example 2: Ballasting in Port

Date Item Record of Operation

dd-MMM-yyyy 3.1.1 dd-MMM-yyyy, hh:mm LT to dd-MMM-yyyy, hh:mm LT, Port Name

3.1.2 xxx m³

3.1.3 Signed: (Officer in charge, Name & Rank) 01-Sep- 2021

Example 3: Conducting Ballast Exchange using Flow Through/Dilution Method

Date Item Record of Operation

dd-MMM-yyyy 3.2.1 dd-MMM-yyyy, hh:mm LT, Lat: ……, Long: …, to dd-MMM-yyyy, hh:mm LT

Lat: ……, Long: …, Min Depth xxx m

3.2.2 xxx m³

3.2.3 Yes. (Flow Through or Dilution BW Exchanged)

3.2.4 Signed: (Officer-in Charge, Name & Rank) dd-MMM-yyyy.

Note 1:
Accurately log down the start and stop times of ballasting operation when using flow though method. This is necessary to
confirm that the necessary volume has been exchanged.

Example 4: Conducting Ballast Exchange using Sequential Method

Date Item Record of Operation

dd-MMM-yyyy 3.3.1 dd-MMM-yyyy, hh:mm LT, Lat: ……, Long: …, to dd-MMM-yyyy, hh:mm LT

Lat: ……, Long: …, Min Depth xxx m

3.3.2 xxx m³

3.3.3 Yes. (BWE Sequential)

3.3.4 Signed: (Officer-in Charge, Name & Rank) dd-MMM-yyyy.

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dd-MMM-yyyy 3.1.1 dd-MMM-yyyy, hh:mm Hrs LT, Lat ……, Long: …, dd-MMM-yyyy, hh:mm LT

Lat: ……, Long: …, Min Depth xxx m.

3.1.2 xxx m³.

3.1.3 Signed: (Officer-in Charge, Name & Rank), dd-MMM-yyyy

Note 2:
a) Make entries in section 3.3 and 3.1 when using sequential method, both during deballasting and ballasting. A tank-by-
tank record will assist in demonstrating a 95% volumetric exchange has been achieved.
b) If there was a partial ballast water exchange, then an entry to be made for remaining volume on board under item
3.3.2 also.

Section 2: Sample Entries for Vessels Fitted with a BWTS System

Example 5: Ballasting through BWTS System in Port or at Sea

Date Item Record of Operation

dd-MMM-yyyy 3.1.1 dd-MMM-yyyy, hh:mm LT to dd-MMM-yyyy hh:mm LT, Port Name (When in port) OR

dd-MMM-yyyy, hh:mm LT, Lat xxx / Long yyy to dd-MMM-yyyy, hh:mm LT

Lat xxx / Long yyy, xxx m (When at sea)

3.1.2 xxx m³

3.1.3 Signed: (Officer in charge, Name & Rank) dd-MMM-yyyy

dd-MMM-yyyy 3.2.1 dd-MMM-yyyy, hh:mm LT to dd-MMM-yyyy, hh:mm LT, Port Name

3.2.2 xxx m³ treated at uptake through BWTS

3.2.3 Yes

3.2.4 Signed: (Officer in Charge, Name & Rank) dd-MMM-yyyy

Example 6: Deballasting through BWTS system in Port or at Sea

Date Item Record of Operation

dd-MMM-yyyy 3.3.1 dd-MMM-yyyy, hh:mm LT to dd-MMM-yyyy hh:mm LT, Port Name

3.3.2 xxx m³. Remaining 0 m³

3.3.3 Yes (Treated as per BWMP)

3.3.4 Signed: (Officer in Charge, Name & Rank) dd-MMM-yyyy

dd-MMM-yyyy 3.2.1 dd-MMM-yyyy, hh:mm LT to dd-MMM-yyyy hh:mm LT

3.2.2 xxx m³

3.2.3 Yes (discharged through BWTS)

3.2.4 Signed: (Officer in Charge, Name & Rank), dd-MMM-yyyy

Note 3:
Make entries in 3.1 and 3.2 when ballasting using BWTS system. Make entries in 3.3 and 3.2 when deballasting using a
BWTS system.
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Section 3: Accidental or Exceptional Ballasting or Deballasting Operations

Example 7: Accidental or Exceptional Ballasting

Date Item Record of Operation

dd-MMM-yyyy 3.5.1 dd-MMM-yyyy, hh:mm LT to dd-MMM-yyyy, hh:mm LT

3.5.2 Port or position of the ship at time of occurrence

3.5.3 Uptake: xxx m3 into cargo tanks (4P xxx m3, 4S xxx m3)

3.5.4 Heavy weather ballast taken in position Lat xxx / Long yyy to avoid severe

weather conditions in Gulf of Mexico (Regulation 18.3.1 of MARPOL Annex I)

3.5.5 No (heavy weather ballast)

3.5.6 Signed: (Officer-in-charge, Name & Rank), dd-MMM-yyyy

Example 8: Accidental or Exceptional Deballasting

Date Item Record of Operation

dd-MMM-yyyy 3.5.1 dd-MMM-yyyy, hh:mm LT to dd-MMM-yyyy, hh:mm LT

3.5.2 Port or position of the ship at time of occurrence

3.5.3 Discharge: xxx m3 from cargo tanks (4P xxx m3, 4S xxx m3)

3.5.4 Heavy weather ballast taken in position Lat xxx / Long yyy to avoid severe

weather conditions in Gulf of Mexico (Regulation 18.3.1 of MARPOL Annex I)

3.5.5 No (heavy weather ballast discharged through ODME, see ORB Part II)

3.5.6 Signed: (Officer-in-charge, Name & Rank), dd-MMM-yyyy

Note 4:
Office must be informed before carrying out ballasting / de-ballasting under exceptional circumstances.
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Section 4: Additional operational procedure and general remarks

Example 9: (For vessel with only D-2 Certification) BWTS is unable to operate due to poor water quality and the vessel
has bypassed the plant. Carried out ballasting in port and later Ballast water exchanged and then followed by ballasting
done through the BWTS.

Date Item Record of Operation

dd-MMM-yyyy 3.6 BWTS non-operational reason (for example: due to port water condition extremely muddy

and filter is getting choked). BWTS bypassed and ballast water taken

directly into the tanks. BWTS bypassed and ballasting carried out directly.

Signed: (Officer-in Charge, Name & Rank), dd-MMM-yyyy

Note 5:
a) Make an Entry as per Example 1 for ballasting in port.
b) Make an entry as per Example 3 or 4 for Ballast Water Exchange operation at sea and ballasting through the BWTS
(Example 5).

Example 10: BWTS Breakdown on a vessel certified only for D-2 method

Date Item Record of Operation

dd-MMM-yyyy 3.6 BWTS non-operational due to Failure of _____________(reason) at hh:mm LT.

Contingency Plan adopted and Flag state informed.

Signed: (Officer-in Charge, Name & Rank), dd-MMM-yyyy

Example 11: BWTS repaired and put back into operation

Date Item Record of Operation

dd-MMM-yyyy 3.6 BWTS put back into operation after completion of repairs at hh:mm LT.

Flag state informed.

Signed: (Officer-in Charge, Name & Rank), dd-MMM-yyyy

Note 6:
a) Any break down or by passing of BWTS system must be informed to office immediately.
b) Make entry in section 3.3 once BWTS system is operational again. Do not pass untreated water which is not compatible
to the BWTS. Refer to makers manual for system specification.
d) Comply with local regulations in case of BWTS failure and follow guidance provided in consultation with office.
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Example 12: Ballasting and Deballasting at same location bypassing BWTS system

Date Item Record of Operation

dd-MMM-yyyy Make an Entry as per Example 1

dd-MMM-yyyy 3.6 Vessel at Port Houston, carrying out Ballasting into empty tanks without

mixing with untreated water and De-ballasting at the same location.

dd-MMM-yyyy 3.3.1 dd-MMM-yyyy, hh:mm LT to dd-MMM-yyyy, hh:mm LT At port name.

3.3.2 xxx m³. Remaining 20 m³

3.3.3 No (Operation done at same location).

3.3.4 Signed: (Officer-in Charge, Name & Rank), dd-MMM-yyyy

Caution:
Vessel must have permission from local port authority to carry out this operation. Always confirm with agent about the
local requirements.

Example 13: Vessel unable to perform ballast exchange due to safety reasons (example Bad Weather)

Date Item Record of Operation

dd-MMM-yyyy 3.6 Vessel did not carry out the Ballast Water Exchange in the voyage # xxx

as per the BWMP due to adverse weather conditions enroute.

Signed: (Officer in Charge, Name & Rank), dd-MMM-yyyy

Note 7:
This entry is to be made for any safety or operational related issue.
Example: Vessel's route does not pass through an area where distance was > 200NM and depth was < 200 meters

Example 14: A dedicated Ballast tank is put into use for storage of grey water /treated sewage /hold wash water or any
other operation not related with routine ballasting.

Date Item Record of Operation

dd-MMM-yyyy 3.6 For Example: Aft Peak Tank isolated from Ballast system and being used for retention of

Grey Water / treated sewage at hh:mm LT.

Signed: (Officer in Charge, Name & Rank), dd-MMM-yyyy

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Example 15: A Ballast tank used for storage of grey water / treated sewage / hold washwater or any other operation not
related with routine ballast operation, is being put back into use as Ballast Tank.

Date Item Record of Operation

dd-MMM-yyyy 3.6 Aft Peak Tank flushing carried out and the tank reconnected to Ballast system at hh:mm LT.

Signed: (Officer in Charge, Name & Rank), dd-MMM-yyyy

Note 8:
a) An entry to this effect is to be made in deck / engine room logbooks.
b) When discharge is collected in any tank other then the holding tank, the piping arrangement must be approved by flag
or classification. Always take office approval prior using flexible hoses for transfer of untreated/ treated effluent.

Example 16: Recording a missed entry

Date Item Record of Operation

dd-MMM-yyyy 3.6 Entry for an earlier missed operational entry

Signed: (Officer in Charge, Name & Rank), dd-MMM-yyyy

Note 9:
Date of original missed entry for 3.6 followed by date on which the missed entry is made.

Example 17: Recording of Internal Transfer

Date Item Record of Operation

dd-MMM-yyyy 3.6 xxx m³ of Treated water transferred from 1P to1S now containing xxx m3of Treated water

Signed: (Officer in Charge, Name & Rank), dd-MMM-yyyy

Note 10:
In cases of internal ballast water transfer:
a) Avoid mixing treated and untreated water.
b) If treated water is mixed with untreated water, regard the entire quantity as untreated.
c) Ensure that the quality of water is logged, when doing internal transfer (Treated or untreated for both the receiving tank
and deballasted tank as shown in example 17).

Example 18: Flushing of the Ballast tanks for removing sediments.

Date Item Record of Operation

dd-MMM-yyyy 3.6 Tanks x Port and x Stbd ballast tanks flushed as per the procedure in BWMP

by sloshing and stripping from dd-MMM-yyyy, hh:mm LT,

Lat xxx / Long yyy to dd-MMM-yyyy to hh:mm LT Lat xxx / Long yyy.

at depth of xxx m. Water with sediments discharged and tanks inspected.

Signed: (Officer-in Charge, Name & Rank), dd-MMM-yyyy.

Forms and checklists: References:

CL Ballast Water Management Plan
RA
WI
FORM : Ballast Water Record Book